Imports Clerk
Location: Westville, Durban
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose Summary
Boxer, one of South Africa’s leading and most respected discount retailers, is seeking a meticulous and proactive Imports Clerk to join our dynamic Head Office team. The successful candidate will play a pivotal role in supporting the company’s import operations by ensuring that all import documentation, regulatory requirements, and internal processes are managed accurately and efficiently.
This role requires a detail-oriented individual with strong administrative and coordination skills, capable of managing multiple shipments, verifying supplier documentation, and ensuring full compliance with customs and statutory bodies such as SARS, NRCS, and ITAC. The Imports Clerk will also collaborate closely with the Finance, Operations, and Procurement teams to maintain seamless flow of goods and accurate financial processing.
This is an exciting opportunity for an individual who thrives in a fast-paced retail environment, is committed to operational excellence, and is eager to contribute to one of South Africa’s fastest-growing retail brands.
Minimum Requirements
- Educational Qualification: Matric / Grade 12 (NQF Level 4) or equivalent qualification.
- Experience: Minimum of 2 to 3 years’ experience in an Imports, Shipping, or Logistics Clerk role within a Retail, FMCG, or Logistics environment.
- Knowledge:
- Solid understanding of import documentation, customs procedures, and regulatory compliance.
- Familiarity with SARS (South African Revenue Service), NRCS (National Regulator for Compulsory Specifications), and ITAC (International Trade Administration Commission) documentation and submission processes.
- Technical Skills:
- Computer literacy with strong proficiency in MS Office applications (Excel, Outlook, Word).
- Experience in shipment registration and ERP systems (SAP or similar) will be advantageous.
- Core Competencies:
- Excellent organizational, time management, and administrative skills.
- Exceptional attention to detail and accuracy.
- Strong communication and interpersonal skills.
- Ability to work effectively under pressure and meet strict deadlines.
- Demonstrated ability to maintain confidentiality and handle sensitive information.
Key Responsibilities and Duties
1. Document and Filing Management
- Maintain a well-structured filing system for all supplier and statutory documentation, ensuring traceability and accessibility at all times.
- File import documentation (invoices, permits, bills of lading, and certificates) both electronically and physically in accordance with company policies.
- Ensure all shipment files are complete, accurate, and audit-ready.
2. Supplier Documentation Verification
- Receive and review all supplier invoices, certificates of origin, permits, and supporting documents.
- Cross-check supplier documents against order details to ensure consistency and completeness.
- Flag discrepancies or missing documentation promptly to the Imports Manager for resolution.
3. Statutory and Compliance Administration
- Prepare, verify, and submit import-related documentation required by SARS, NRCS, ITAC, and other statutory authorities.
- Monitor all import licenses, permits, and regulatory approvals to ensure validity and compliance.
- Maintain updated knowledge of import regulations and ensure Boxer’s adherence to all applicable laws.
4. Invoice and Payment Control
- Request, receive, and verify supplier invoices with proof of payment and shipping documentation.
- Print, process, and submit invoices for internal approval in line with company procedures.
- Track and reconcile invoice processing timelines to ensure timely payment and avoid delays.
5. Shipment Coordination and Registration
- Register and update shipment details in the internal tracking system, ensuring accurate reflection of arrival dates, supplier details, and documentation.
- Coordinate with freight forwarders, clearing agents, and suppliers to ensure smooth flow of shipments from dispatch to delivery.
- Follow up on pending shipments and proactively resolve import-related delays or discrepancies.
6. Finance and Operations Support
- Provide consistent administrative support to the Finance and Operations departments.
- Assist with data preparation for reporting, reconciliations, and internal audits.
- Collaborate with the Operations team to ensure imported goods are cleared and received in line with company timelines.
7. Claims Management
- Prepare and submit claims to suppliers and service providers for shortages, damages, or pricing discrepancies.
- Track claim status and maintain accurate documentation for audit and follow-up purposes.
- Liaise with internal departments to ensure timely and satisfactory resolution of claims.
Performance and Success Indicators
- Traceability and Accuracy: 100% accurate and organized documentation system with zero missing or misplaced files.
- Regulatory Compliance: Full adherence to SARS, NRCS, ITAC, and customs requirements, with no compliance breaches.
- Operational Efficiency: Timely registration and processing of shipments and invoices.
- Stakeholder Support: Positive feedback from Finance, Operations, and Procurement teams regarding responsiveness and service quality.
- Problem Resolution: Prompt handling of discrepancies, claims, and supplier documentation issues.
Knowledge, Skills, and Competencies
Knowledge Areas:
- Import and export control processes.
- Customs clearance, duties, tariffs, and incoterms.
- Basic financial documentation and cost analysis related to imports.
- General office administration and document management systems.
Technical and Soft Skills:
- Strong analytical and problem-solving abilities.
- Exceptional attention to detail and data accuracy.
- Effective written and verbal communication.
- Advanced Excel skills for data tracking and reporting.
- Ability to prioritize and manage multiple tasks simultaneously.
Behavioral Competencies:
- Proactive and self-driven work ethic.
- High integrity and commitment to confidentiality.
- Professionalism in communication and conduct.
- Resilience under pressure and adaptability to changing priorities.
- Team-oriented mindset with a willingness to assist across departments.
Working Conditions
- Environment: Office-based, with frequent communication across departments and with external service providers.
- Working Hours: Standard office hours, with occasional overtime required during shipment or financial closing periods.
- Physical Requirements: Minimal – primarily desk-based work involving data entry, documentation review, and computer use.
Remuneration and Benefits
- Competitive market-related salary package based on experience and qualifications.
- Inclusive benefits aligned with company policy (e.g., medical aid, pension fund, and staff discount programs).
- Opportunities for professional development and career growth within Boxer’s national network.
Application Process
Interested candidates who meet the above requirements are invited to submit a comprehensive CV, certified copies of their qualifications, and a cover letter outlining their suitability for the position.
Boxer is an equal opportunity employer, committed to diversity and inclusion in the workplace. Preference will be given to candidates who best meet the job requirements and company values.
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