Supply Chain & Logistics Administrator

About

A leading pharmaceutical imports and exports company has an opportunity for an experienced Supply Chain and Logistics Administrator.

Experience in the administration of imports and exports is required.

Supply Chain & Logistics Administrator – Purchase Orders, Imports & exports, Freight cost analysis (Sea, land, air), Incoterms, customs clearance...

Duties & Responsibilities

1. Purchase Order Management & Creation

• Process Orders: Receive customer purchase orders and extract regulatory artwork codes from internal data sheets or QA/RA delegates.
• Maintain Control Sheets: Log precise order metrics (sequential PO numbers, supplier metrics, currency, unit prices, calculated inventory values, and required delivery dates).
• Draft Documentation: Generate official company purchase orders utilizing specific revision templates (e.g., APP4.2 SF1 Rev5).
• Approval Pipeline: Collate and email completed PO packets to the Financial Director for sign-off.
• Supplier Dispatch: Send approved, signed POs to suppliers; verify stock availability and confirm Estimated Time of Arrival (ETA).

2. Freight Coordination & Estimation

• Procure Estimates: Engage international freight forwarders immediately upon supplier pack-list readiness notification.
• Apply Transport Logic: Select appropriate freight modes based on shipment size and urgency (Air for urgent shipments or 1–5 pallets; Sea for 6+ pallets).
• Execute High Sea Sales: Draft specialized High Sea Sales transport requests when client acts as the applicant, enforcing strict supplier-confidentiality protocols.
• Enforce Cold-Chain Rules: Instruct transport providers to maintain rigid temperature parameters (15–25°C throughout transit, with truck thermostats locked at 20°C).
• Currency Calculations: Maintain live daily conversion tracking for Euro (EUR) and United States Dollar (USD).

3. Freight Cost Analysis & Client Reporting

• Log Quotes: Input received forwarder estimates into internal Freight Option Tables.
• Calculate Net Costs: Deduct customs VAT from estimates to extract the true, actual freight cost baseline.
• Redact Sensitive Data: Edit forwarder quotes to remove proprietary fields, including VAT, stock value, Port of Loading, Country of Origin, INCO terms, and payment routings.
• Client Advisory: Present finalized, redacted option summaries to clients for selection and sign-off.

4. Pack List Generation

• Compile Documentation: Produce detailed packing lists via standardized company templates (e.g., APP4.4 SF4 Rev3).
• Log Inventory Variables: Record batch numbers, data logger serials, expiry dates, exact carton counts, dimensions, total gross weights, and specific customer reference codes.
• File Management: Archive finalized datasets in PDF format under sequential alphanumeric nomenclature.
• Stakeholder Distribution: Transmit packing documentation directly to designated logistics forwarders and clients.

5. Customs Clearance & Compliance Administration

• Prepare MBR20 Documentation: Retrieve official medicine registration certificates to accurately populate Form GW 12/11 with specific registration data.
• Execute Clearance Instructions: Populate freight forwarder clearance documents with required reference details (including House/Master Waybills, transport modes, and detailed sender/consignee data).
• Internal Compliance: Compile complete compliance packets (comprising commercial invoices, pack lists, registration certificates, and waybills) for final management sign-off.

Desired Experience & Qualification

• Experience: Minimum 2–4 years of experience in supply chain administration, international logistics, or import/export operations.
• Experience in the pharmaceutical or medical device industry is highly advantageous.
• Technical Skills: Proficiency in Microsoft Excel (data manipulation, formula auditing, purchase order logs). Experience navigating structured Quality Management System (QMS) document revision control.
• Regulatory Knowledge: Basic understanding of South African import regulations, including SAHPRA licensing and SARS Customs Registration requirements - preferred, not required.
• Core Competencies: High-level mathematical accuracy (re-calculating inventory values against conversion rates), absolute discretion regarding supplier data protection, and a strong comprehension of standard global Incoterms (e.g., EXW).

Package & Remuneration

Salary is negotiable, and will be influenced by specific skills, specific years of experience, and specific industry background (pharmaceutical background is an advantage).

A salary of around R20 000 ctc per month, plus a bonus, is envisaged for this role. (Negotiable)

Location

Walking distance from The Castle and Cape Town Train Station.