Job Advert Summary
The Administration Controller - Imports is responsible for the end-to-end coordination and management of the import supply chain. The role ensures consignments are shipped, cleared, and delivered within agreed timeframes while minimising financial risk and operational delays.
Requirements
Relevant experience in import administration, logistics, or supply chain coordination.
Strong understanding of customs processes and documentation.
Good financial acumen and attention to detail.
Logistics & Order Management.
Financial Management & Cost Control.
Compliance & Process Management.
People, Teamwork & Continuous Improvement.
Competencies
BEHAVIOURAL:
Proactive and action orientated.
Acts with honesty and consistency.
Maintains high standards.
LEADERSHIP:
Interpersonal effectiveness.
Commitment and motivation.
TECHNICAL:
Application of financial principles and practices.
Apply expertise and technology.
Duties and Responsibilities
Logistics & Order Management:
Ensure on-time and in-full delivery of all import shipments.
Coordinate order processes between international suppliers and local branches.
Monitor vessel and flight schedules, liaising with clearing agents and freight forwarders.
Communicate shipment status updates and ETAs to relevant business units.
Review and maintain weekly shipment status reports and correspondence logs.
Oversee Import functions:
Maintain PO's in foreign currency and request approvals.
Load supplier payments and send for approval.
Ensure all consignments received and costed to relevant BU's.
Ensure supplier invoices are paid.
Capture and update foreign Supplier payments schedule, including updating forex rates on TMS.
Create and maintain Ship files.
Knowledge of Global Trade Systems (GTS).
Financial Management & Cost Control:
Ensure accurate cost management and timely financial processing.
Ensure timely and accurate preparation of landed cost calculations.
Process imports payment requests promptly.
Reconcile freight charges, duties, and related costs against agreed contracts and tariff classifications.
Proactively manage and minimise demurrage and detention exposure.
Understanding of foreign exchange (forex) exposure and its impact on import costs.
Compliance & Process Management:
Maintain full compliance with import regulations and internal controls.
Verify all import documentation to ensure smooth customs clearance.
Manage and maintain all Port of Entry documentation, including Bills of Lading, Commercial Invoices, and Packing Lists.
Ensure all required regulatory documents (e.g. Veterinary Certificates, Health Certificates, Department of Agriculture permits) are valid and complete for each consignment.
Maintain accurate, audit-ready filing systems (digital and/or physical).
Support monthly internal audits, including post-clearance reviews.
People, Teamwork & Continuous Improvement:
Promote collaboration, capability development, and process efficiency.
Foster effective cross-functional collaboration with procurement, logistics, and branch teams.
Train, mentor, and support junior staff members.
Ensure timely sharing of shipment information to support operational planning.
Identify and implement process improvements, including tracking tools and digital filing systems.
Deadline:7th July,2026
