Customs & State Vet Administrator

Administrator Customs Export freight International Logistics Logistics State Vet

 

Minimum Qualifications and Experience:

• Education: Matric (Grade 12) required. A Diploma or Degree in Logistics, Supply Chain Management, International Trade, Business Administration, or a related field is highly advantageous.
• Experience: Minimum 3–5 years of hands-on experience in export coordination, customs administration, international logistics, or freight forwarding.
• Commodity Knowledge: Direct experience handling cold chain logistics, frozen food products, or agricultural commodities is highly preferred.
• Regulatory Familiarity: Proven experience interacting with and securing certifications from South African trade and agricultural regulatory authorities:

            o DALRRD / DARD (Department of Agriculture, Land Reform and Rural Development)
            o BMA (Border Management Agency
            o NRCS (National Regulator for Compulsory Specifications)
            o PPECB (Perishable Products Export Control Board)
            o SARS (South African Revenue Service - Customs division)

Technical Skills:

• Proficiency in the Microsoft Office Suite with intermediate to advanced Excel skills.
• Experience with Syspro or similar ERP enterprise software is highly advantageous.
• Deep understanding of Incoterms (2020), international shipping practices, and freight forwarding operations.

Soft Skills:

• Problem-Solving: Strong problem-solving aptitude to quickly identify, troubleshoot, and resolve complex border and clearance bottlenecks.
• Attention to Detail: High precision and methodical approach to managing complex compliance documentation, permits, and financial entry lines.
• Communication & Relationships: Excellent verbal and written communication skills. Ability to build and maintain professional relationships with state vets, external authorities, and internal traders.
• Execution & Structure: Organized, structured, and capable of managing multiple strict deadlines and tasks under minimal supervision.
• Negotiation: Strong interpersonal and negotiation skills for liaising with transporters and clearing agents regarding freight rates and service level terms.

Main Duties/Key Results Areas:
1. Customs & Clearing Administration

• Entry Processing: Check, print, and compile clearing instructions and draft entries for formal sign-off by the Customs Manager.
• Incoterm Verification: Review contract Incoterms to accurately request freight, local cartage, and/or Ex-Works (EXW) charges for precise customs valuation.
• Document Management: Upload completed trade, border, and clearing documents to the central document dashboard, ensuring correct archival in digital and physical files.
• Dashboard Upkeep: Actively update bond statuses, entry releases, and other critical clearance timelines on the logistics dashboard.
• Ex-Bond & Releases: Request Ex-Bond entries from clearing agents and distribute approved releases to the relevant cold storage facilities and internal departments immediately.
• Letter of Authority (LOA): Arrange and format LOAs onto company letterheads with the legal department, securing authorized signatures and returning them to clearing agents without delay.
• Agent Liaison: Follow up daily on outstanding documents with third-party clearing agents to prevent border dwell time.

2. Export, Cross-Border & Transport Coordination

• End-to-End Tracking: Coordinate and track road freight exports from initial order confirmation through to final cross-border delivery, providing regular status updates to traders.
• Documentation Prep: Prepare, submit, and monitor complex export application documents within required provincial and national regulatory timelines.
• SOP Adherence: Maintain strict adherence to all export Standard Operating Procedures (SOP – CO.EXP 001 to CO.EXP.022).
• Rate Procurement: Assist in negotiating competitive road transport rates while verifying that all transporters possess valid goods-in-transit insurance and statutory compliance documentation.
• Claims Administration: Communicate with transporters to ensure that transit claims or temperature deviations follow the formal company claims protocol.

3. State Vet & Regulatory Compliance

• Permit Control: Control, log, and monitor all Import and Export Permits received from government authorities. Distribute valid permits to clearing agents strictly on request.
• Specialized Veterinary Applications: Manage applications for specialized deliveries under state authority supervision. Complete required documentation for moving animal protein products across domestic zones according to regional protocols:

             o SOP – CO. DAFF.006: ITC Movement for animal protein products (Durban)
             o SOP – CO. DAFF.007 / 010: ITC Movement and receiving protocols (Gqeberha / Port Elizabeth)
             o SOP – CO. DAFF.008: ITC Movement for animal protein products (Cape Town)
             o SOP – CO. DAFF.009: PRRS (Porcine Reproductive and Respiratory Syndrome) application processes for pork imports/exports.

• Inspections & Approvals: Act as a primary operational contact to coordinate physical or documentary inspections, state vet approvals, and health certifications.
• Regulatory Monitoring: Stay continuously updated on changes to local and international import/export legislation, veterinary protocols, and border restrictions. Update internal teams when compliance requirements shift.
• All and any other related duties as expected by the Employer from time to time.