Logistics Assistant

VISA APPLICATION:

 Completing the visa application process for purchasers and the management within the given time frame.

1. Filling the visa application either online or in the printed format as per the consulates requirement.

2. Arranging the required documents and fees to be submitted in the consulate based on the type of visa to be applied.

3. Manually applying with the aforesaid documents directly to the concerned consulates either accompanying the requisite personal or on his/her behalf within the set time as per the instruction of the Superior Manager.

4. Collecting the applied visa on the date and time mentioned by the consulate.

5. Informing the purchase department and the concerned personal regarding the status of his/her visa obtained through the Superior Managers.

6. Maintaining a statement of the status and validity of the visa obtained and doing regular follow up of the trip based on that.

TICKETING:

 Arranging tickets for Purchasers, Staffs and the Management.

1. Confirmation of proper approval by the top management for the ticket requested by the HR Department or the Purchase department.

2. Obtaining fare quotations from 3 different travel agents for the ticket to be purchased and making booking in the cheapest available seat and airline for the required travel date and sector. Fares are cross checked through the airline website.

3. Issuing the ticket after the quotations are approved by the Superior manager once the date and time is cross checked with travelling person and with the purchase department in case of purchasers trip.

4. Forwarding the hardcopy and softcopy of the issued ticket to the HR Department and informing the concerned branches in case of inter-branch travel of purchasers through the Superior managers.

5. Preparing the LPO for the ticket issued in favor of the concerned travel agent and filing the same with all the related documents and forwarded to the accounts department.

6. Maintaining the LPO files serially date wise and keeping a statement for the same

EXPORT

 Arranging Documents Needed for Export of Goods

1. Preparing the original invoice and packing list as per the details provided by the Doha & Bahrain purchase department with the approval from the Superior Managers.

2. Arranging the certificate of origin from the Sharjah Chamber of Commerce & Industry by manually applying for the same in case of Export to Qatar.

3. Arranging insurance for all the consignment to both the destinations either by sea, air or by land.

4. Maintaining a separate file for Exporting Laptops & Mobile Phones through DHL and keeping a track of the shipments by regular checking through the DHL website until delivered safely to the concerned destinations.

5. Maintaining the files of Export to both the destinations serially date wise.

EXPENSE PREPARATION

 Preparing expense details for cost calculation

1. Expense details of the import of goods from various destinations is prepared by accounting all the charges incurred on the consignment and is forwarded to the warehouse once approved by the Superior managers.

2. Expense incurred on the export consignments in UAE are forwarded to the Respective branches.

3. Maintaining the files with details of the expense incurred for each consignment serially date wise. ARRANGING PAYMENTS

 Arranging payment to the Agents

1. Preparing the details of the expense bills supplied by the freight forwarders and clearing agents with proper supporting documents to be forwarded to the account department for payment once approved by the Superior Managers.

2. Bills from the travel agents are cross checked with the LPOs prepared and credit notes for refunded tickets.

3. Preparing details of payments to be made to the Insurance Company once the certificate issued is received. Cross checking is made to avoid duplication of certificates.

4. Forwarding the details of Container unloading charges to the accounts department for payment once the bill is received.

5. Maintaining files of all the payment made serially date wise.

REPORTING

 Preparation of weekly and fortnight reports

1. Report of tickets issued – Weekly

2. Branch visit and local purchase trip – 15 days.

FILING

 Maintaining of Files

1. Separate files are maintained for Import, Export, LPOs, DP, L.C, Bank, T.T, Insurance, Visa, Letterhead, etc

2. Hardcopy of all the documents forwarded within or outside the company are maintained and kept filed.

Skills

 Proven analytical and written presentation skills

 Ability to communicate to a number of internal and external groups.

 Ability to identify potential problems before they occur. Proactive in preparation and uses initiative in response.

 Ability to manage day to day interactions with contracted external service providers and analyses their performance.

 Demonstrated capacity for self-organization.

 Computer skills, including internet navigation, and various office applications.

 Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization

Job Type: Full-time

Pay: RO225.000 - RO250.000 per month