Import/Export Administrator/PA

Short Job Description: 

The company exports state of the art engineering components and equipment to clients mainly in Africa and Europe. The role requires someone with experience to start as an Independent Contractor, until such time that competency has been proven, at which point the role will go permanent. 

Where will the candidate work from, if not home based? (Town/Suburb or state work-from-home): 
Select which one of these best describes the role: 
Full time - with flexibility
Main area of expertise for this position: 
Import, Export & Customs
Required Qualification: 
Tertiary, fluency in French
Required computer program skills: 
Excel, Word
Estimated hours (state hours per day or week): 
8 hours per day with flexibility
Remuneration in ZAR: 
R20k per month/ R120 per hour negotiable
Remuneration term: 
Job posting date: 
Tuesday, August 13, 2019
Full Job Description: 


An established company based in Stellenbosch requires a senior Export/Import Admin Officer with experience in shipping and exports/imports to handle all tasks related to exports/imports of engineered equipment into Africa. Responsibilities will also include general administration functions and controls.

All tasks related to Exports and Imports:

Primary point of contact for all Export & Import matters

Manage shipping & clearing processes

Oversee & support the steps in the transportation process

Liaise with freight forwarding agents, clients, warehouse staff, & other shipping entities

Compile, complete Export & Import documentation, ensuring that it all adheres to Export & Import policies & laws

Prepare Proforma and Commercial Invoices

Prepare Packing Lists

Manage Bills of lading, airway bills or road consignment notes

Import Declaration forms

Inspection forms

Fumigation requirements & certificates

Letters of Credit and docs to and from the Banks

Liaise with banks where required (ie. with LC’s)

Arrange inspection when necessary

Arrange fumigation when necessary

Arrange special certificates as required (ie. Chemicals, fuels, food products, etc)

Order packaging suitable materials

Track shipments & payments

Update clients and management regarding the shipments’ progress

Compute international fees for shipment

Search for possibilities to reduce costs

Manage Letters of Credits related to shipments

Be familiar with international INCOTERMS

Be familiar with HS codes of all products we supply

Research the import duties our clients would pay upon importation of the products we supply

Manage freight agents

Shop around for the best shipping rates & service.

Apply for export rebates when available

Attend courses to stay up to date with Shipping industry norms

keep abreast with shipping schedules, stack dates, sailing times etc

Tap into resources such as “free trade agreements”



PA tasks: General administration functions and controls

  1. Manage phone calls and correspondence
  2. Track stocks of office supplies and place orders where necessary
  3. Book meetings and schedule events
  4. Make travel arrangements, flights, visa applications, accommodation, transport, etc.
  5. Support budgeting and bookkeeping procedures
  6. Maintain internal databases
  7. Assist colleagues whenever necessary


Additional tasks, based on competency:

  1. Arrange and manage conferences
  2. Make bookings and assist to prep for EXPOs
  3. Manage social media
  4. Manage website traffic and liaise with Web developer to keep site up to dated
  5. Do market research and prepare Country reports
  6. Target potential clients (liaison with MD)
  7. Maintain existing clients (liaison with MD)



  1. Translate docs
  2. Liaise with French-speaking clients
  3. Act as an interface between French-speaking clients and staff.



Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

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