Import Export Specialist

Responsibilities 

• Ensure all import/export activity is aligned to the global Project Management of Clinical Trials and Oximio strategy.
  
• Ensure that all projects are not impacted by import/export requirements and are delivered within scope and budget and ensure compliance is aligned within to the OXIMIO Group Quality policy and standards and local legal import/export requirements.  During processing the import /export request (standard and non-standard) – treat the case with care and the requesting side with respect and sympathy. Expectations to communication with the team and client: full and comprehensive answer and high level professional expertise with available options and proactive description of outcome of suggested options. In case any additional information is required from the client: this shall be request with full description of the purpose.
  
• Perform  tracking of legislation and regulations of Customs formalities in a country
  
• Maintain the relationships with vendors (import/export) and make sure that collaboration is solid and communication with partners is regular.
  

·        To look for and actively progress opportunities for increasing the efficiency and effectiveness of the logistics of medical products and devices. Responsibility for

·        all aspects of customs, duty, import and export for all clinical trials globally, including retention of necessary documents on Sharepoint.

·        First point of contact for advice on import/export activity for the OXIMIO Group.

·        Responsibility for import/export requirements for the intercompany orders.

·        Ensure that all import, export and dispatch processes are documented and reviewed regularly and in time. WIMS and manual tracking tables are updated in time and aligned with Project controllers to ensure accurate invoicing process.

·        Receive required licensing/import documents, file within Sharepoint and distribute to correct parties. With application to any regulatory authority in a country remains accountable for representing company values as well as the most accurate and truthful information.

·        To manage cold chain during import (transit and storage at customs are included)  and ensure that any packaging legislation is adhered to and information on packaging use is available upon request, right storage conditions are agreed for storage at Customs point and during transit, responsibilities on Incoterms and packaging are agreed.

• Be aware of all legislation affecting imports and exports, ensuring full compliance with requirements. Escalate internally and externally any changes that may impact on the process or the product during import or export to the country.
  
• Ensure that all information is accurately recorded and kept up to date.
  
• Support the Global Project Director in investigation into non-compliance or incidents within the Clinical Trials and carryout correction action where required.
  
• Preparation and evaluation of the documentation set required for Customs clearance
  
• Negotiation with brokers Customs procedure, timelines, documents for each shipment,  make sure that  shipping documents are approved by the broker before providing green light to the sender.
  
• Calculate customs fee and creating payment requests in SMOIS 
  
• Provide   green light to ship to the  sender/courier
  
• Updating WIMS with information about Cargo clearance date, taxes – all about import
  
• Verification of each Project Instruction and Project Budget (where needed and requested by PM)  where Import and export involved and confirming operational readiness to execute, provide guidelines to PM, client and to the Depot about agreed schemes of supplies.
  
• Accurate and on-time expertise on RA requirements for project-related queries.
  

In a country where OXIMIO or PM is not represented:

• Import Permits application (if applicable)
  
• Analysis of the documents
  
• Submission of the documents to Authorities
  
• Customs clearance
  
• Providing documents, green-light to ship
  
• Up-to-date reporting to PM about progress
  
• Ensure the business represents the best possible image to clients and suppliers by ensuring they truly reflect the OXIMIO values and that all client transactions and queries are handled swiftly, efficiently and with care.
  
• Ensure compliance with relevant local regulations with regards to the supply of medical products and devices by ensuring the correct documentation is available.
  
• Actively encourage good working relationships and communications with the Project Managers providing clarity on import/export matters through timely reporting regarding progress.
  

Qualification and Experience 

Qualification 

Expert in Import/export procedures and foreign trade standards, Incoterms, brokerage Certificate

Experience 

• Relevant, demonstrable experience in a similar role
  
• Knowledge and experience in global, multi-site, multi-cultural organization
  
• National and international import and export regulation awareness
  

Skills, Knowledge, and Special Qualities 

·         Good knowledge of Microsoft Excel and Word applications

• Exceptionally organized and able schedule and drive work across multiple projects
  
• Knowledge of international standards in import/export procedures: SADC Guidelines, Incoterms, principles and requirements in international trade, transportation and government import and export documentation and local custom codes.
  
• Good influencing and negotiations skills
  
• Strong numeracy and cost management skills
  
• Has self–awareness and cares about the impact they may have on others
  
• Good commercial acumen
  
• Fluent in English language written and verbal
  
• Ideally multi-lingual
  
• Engage and builds credibility with internally influential individuals
  
• Exceptional attention to detail that delivers quality information
  
• Excellent, caring and honest communication skills
  
• Pharmaceutical and medical produce and devices
  
• Ability to deliver on commitments
  

Measurements 

• Import Tracker: timelines of greenlight, timelines of Customs clearance. Timelines of Import License application. Timelines and accuracy of the guidelines/consultation provided.
  
• DIF – Delivery in full
  
• DOT – Delivery on time