Import and Export Officer

PURPOSE 

The Import Export Officer is responsible for reviewing packing lists and ensuring that the correct items are shipped out to customers. S/he is responsible for ensuring that all imported, exported and in-transit goods are moved according to sound practices. Provides technical and operational support in the areas of purchasing, warehousing, stock management, in accordance with the ICRC’s logistics standards and local legislation.

In the absence of a Transport Officer, s/he will coordinate the domestic transports and order a commercial service whenever needed.

GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times.
• Represents the ICRC in a professional manner at all times.
• Develops and maintains a pleasant and conducive working environment with colleagues and line managers.
• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC.
• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary.

ACCOUNTABILITIES AND RESPONSIBILITIES 

• Obtains exemptions from national or regional authorities for goods imported and exported by the ICRC.
• Acquiers sales permissions, re-export permissions, registrations, and de-registrations for ICRC vehicles from relevant authorities.
• Obtains a no objection certificate for the sale of vehicles from Customs.
• Ensure that the latest customs and Ministry of Foreign Affairs (MoFA) regulations are understood, communicated, and applied.
• Responsible for reviewing packing lists and ensuring that the correct items are shipped out to customers.
• Compiles a document outlining these regulations and post it on the team space for reference.
• Participate in selecting external logistics providers such as clearing Agents and carriers.
• Verify invoices from customs, freight forwarders, clearing agent, transporters etc., and submit them to supervisors or department staff for approval.
• Responsible for following up on, filing, and archiving import-export and, in the absence of Transport Officer, transport documents.
• Maintains an updated follow-up sheet for import, export, sales permissions, registrations, de-registrations on TeamSpace.
• Receives and expedites Personal Effects and Diplomatic Pouch out of the country or region in collaboration with external commercial partners.
• Reports any problems, irregularities, or security issues related to import-export activities.
• Keeps requestors regularly informed about the progress of their requests.
• Commissions and follows up on air, sea, and road transport services. May be involved in the organisation of international transport under supervision of a Freight Officer based in the LSC.
• Orders Logistics services from an existing frame agreement (with Clearing Agent and Transporters).
• Ensures that all transport requests from headquarters and the field are responded to quickly and efficiently.
• Draws up and updates files with all needed documents (shipping notes, tax information, air waybills, etc.).
• Works with other members of the unit to update shipments files.
• Update the invoice tracking register and import tracking register for proper follow-up.
• Where no Clearance Compliance Manager raises the scope of work for Clearance services Request for Quote/Tender (RFQ/RFT) and drafts the technical evaluation of selection table, initiates the tendering process and manages the contracts.
• Where no Transport Team, raises the scope of work for Request for Transport/Lifting/Handling Quote/Tender (RFQ/RFT) and drafts the technical evaluation of selection table, initiates the tendering process and manages the contracts.
• Oversees truck loading and cargo delivery to airports for shipping by commercial and ICRC aircraft.
• Ensures that risks are mitigated by performing the controls assigned to his/her role as described in the Logistics Risk and Control Matrix
• Act as a replacement for other team members when necessary.
• Process requisition orders according to ICRC's compliance and logistics procedures.
• Ensure efficient and effective handling of requests to meet field needs.
• Participate in purchase planning by handling purchase orders, request orders, and maintaining supplier files.
• Ensure proper filing of documents according to ICRC's standard procedures.
• Ensure adherence to procedures and report any discrepancies.
• Implement and follow up on financial and administrative procedures.