Logistics and Customs Operations Specialist
Hierarchical Reporting Line: CoE Manager APMEA
Functional Reporting Line: CoE Manager APMEA
Mission Statement:
Logistics and Customs Operations Specialist is responsible for the successful end-to-end logistics operations and ensuring a high level of service and cost-effective movement of goods. Additionally, She/he is responsible to execute import/export customs operations for heavy lift, general cargo, and parcel orders. She/he takes full responsibility for the execution of G/C inbound and outbound orders, starting with the receipt of the IBD/OBD, co-ordination with LSPs and ending with the delivery of the cargo, respectively codification/approval of LSP invoices. She/he reviews the customs requirements as well as documentation and creates customs clearance instructions and uploading all relevant information and documentation in SAP GTS and submit to brokers. She/he supports the issue resolution for customs related matter until successfully closing the customs clearance.
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He/she works closely with the sourcing team to support the strategic sourcing process with the creation of spot RFIs and RFQ for G/C. Additionally, he/she is key to resolve and manage potential issues and claims with LSPs.
Main Activities:
1. Transport Management G/C inbound / outbound:
- Manage the end-to-end G/C transportation planning including the verification and approval of
freight unit data (* weight, dimensions, pick-up and delivery address and dates, incoterms),
select MOT, check routes, check nominated carriers and lanes, calculate charges, select and assign LSP, create Freight Order with assigned LSP and submit finalized FO document for execution, share shipping schedule with stakeholders, communicate back shipment scenarios (incl. pick-up and delivery dates) and resolve any potential issues
- If rates not existing in SAP TM, run Spot Quote. Prepare spot quotes, identify potential suppliers and confirm their qualification aligning with sourcing team, submit spot quote requests, and clarify any related inquiry.
- Manage the end-to-end G/C transport execution including shipment documentation check, updating transport data in SAP TM, maintaining communication with transport service providers to monitor milestones and in case of missing information, resolve any issues during the transport execution, create respective NCRs as needed, initiate issue resolution in case ETA to delivery location is at risk and check if correct PODs are submitted
- Pre-check of all customs related transport export and/or import documentation
- Manage the end-to-end G/C charge calculation including calculations and system up-
dates/maintenance. Check if any additional charges apply, verify final charges in the system, adjust charges if needed, settle any disputes.
- Manage the end-to-end freight settlement and charge dispute management process with LSPs
including the POD and invoice verification, check if carriers' invoices match the agreed rates,
follow up and clarification with Logistics Service Provider, handle and resolve disputes until FSD (Freight Settlement Document) creation in SAP TM to initiate invoice payment
- Manage the general cargo transport cost approval in case costs exceed threshold, check with
P&F/buyer for approval and/or evaluate alternative transport options to align with budget
- Clarify delayed LSP payments and create urgent payment requests
- Contact AR/AP when debit notes have to be created (e.g. claim settlement)
- Clarify discrepancies and resolve incorrect payments
2. Customs Operations:
- Manage import/export customs operations process with customs brokers for general cargo, heavy lift, and parcel orders.
- Create import/export customs declaration file, verify customs HS classification and correct description, and upload all relevant documents into SAP GTS.
- Send customs instructions to customs broker, including request for any additional documents required.
- Verify correctness of customs documents and customs declaration with customs broker
- If needed submit documentation amendment requests to customs authorities
- Support the issue resolution until successfully closing of the customs clearance.
- Manages the IPR and OPR cases with customs broker.
- Support regarding preferential origin rules
- Alignment with CTCO , advise on current UCC and EU regulations in international trade
- Contact the CTCO to apply for export incentives and tax/duty savings licences, if necessary.
3. Supplier Base Management:
- Manage the SNCR follow up process from evaluation of supplier feedback until closure of the
SNCR, including the identification of additional measurements for improvement, feedback to supplier and escalation to SQE if required
- Drive the claims management process for general cargo within the defined threshold, including confirmation of the contractual obligations, sending of the claim to the supplier, negotiation
until settlement confirmation can be issued and trigger lessons learned as needed
- Support the supplier performance measurement/prioritization by determining type of issue and shift/cancel orders if needed
4. Issue Management:
- Support and drive issue management resolution for inbound and outbound orders.
- Responsible for the issue management resolution related to customs and documentation issues for general cargo and heavy lift
5. Claims Management
- Support the claim to customer process for G/C by identifying and describing claim reasons
and potential impact (based on the input provided by Logistics Service Provider), evaluate
claimable costs, check contractual obligations, clarify open topics, define legal arguments (based on the advice provided by Contract Manager), document CR/COPQ as well as claim results and provide feedback to the strategic sourcing team
- Support the claim from customer process for G/C by opening NCR in case of issues with LSP,
provide backup documentation, prepare comparison table, provide additional information to support the claim resolution, calculate CR/COPQ, document claim results and provide feed- back to the strategic sourcing team
- Responsible for the claim to logistics service provider for G/C including the analyzation of received information, send pre-notification letter to LSP, request additional information or statements, evaluate claimable cost and events, request evidence from LSP, register claim in insurance tool, compile information to deliver to global sourcing team and launch docs to start financial claim management
- Ensure alignment with the local laws
6. Others:
- MBR/S&OP country reviews
- KPI and performance reporting
- Advise BU on any specific logistics aspects on-demand
- Carrier training (local SOP, HSE, etc)
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