Import Export Specialist

1. General Purpose of the Job To assist in executing and monitoring the import and export operations of food products, ensuring the completeness of commercial, logistics, and regulatory documentation, and coordinating with international suppliers, shipping companies, customs clearance agents, and internal departments. The role aims to ensure the smooth movement of shipments, compliance with applicable regulations in the Kingdom of Saudi Arabia, preservation of product quality and safety, and minimization of delays and additional costs. 2. Job Duties and Responsibilities A. Import and Export Operations • Monitor purchase orders, supply requests, and shipping arrangements in accordance with approved plans. • Track shipments from order confirmation through arrival or delivery to the designated recipient. • Regularly update shipment records, shipment status, and expected arrival dates. • Escalate delays, quantity shortages, or product specification discrepancies to the direct manager. B. Shipping and Customs Clearance • Coordinate with sea, air, and land freight companies to book shipments and monitor their execution. • Liaise with customs clearance agents to ensure that customs clearance requirements are completed and shipments are released. • Follow up on shipping documents and verify their consistency with purchase orders and invoices. • Monitor customs duties, taxes, and logistics expenses in coordination with the relevant departments. • Assist in resolving customs-related and documentation issues in accordance with approved procedures. C. Documentation and Regulatory Compliance • Prepare and review commercial invoices, packing lists, bills of lading, certificates of origin, and other required documents. • Follow up on health certificates, certificates of conformity, permits, and additional documentation according to the product type and applicable import or export requirements. • Coordinate with the relevant authorities and customs clearance agents regarding the requirements of the Saudi Food and Drug Authority (SFDA) and the Zakat, Tax and Customs Authority (ZATCA). • Ensure that applicable regulatory and inspection requirements are met before shipment and customs clearance, in coordination with the Quality Department or Compliance Officer. • Maintain organized documentation and records to ensure easy retrieval when required for reference or audit purposes. D. Food Product-Specific Requirements • Monitor production dates, expiry dates, and remaining shelf life in accordance with company policies, customer requirements, and relevant regulations. • Coordinate temperature-control requirements and refrigerated or frozen transportation arrangements, where applicable. • Verify that required food labeling and product information are complete in coordination with the relevant departments. • Immediately notify the Quality and Warehouse Departments of any issues involving product damage, packaging integrity, temperature deviations, or product shelf life. • Assist in ensuring the implementation of traceability procedures and the ability to identify shipments and their sources when required. E. Internal Coordination and Reporting • Coordinate with the Procurement, Warehouse, Quality, Finance, and Sales Departments regarding incoming and outgoing shipments. • Prepare periodic reports on open and delayed shipments, costs, and missing documentation. • Reconcile shipping and invoice details against purchase orders and supporting documents. • Update supplier records, shipping company information, and shipment data in accordance with the systems used by the company. • Recommend operational improvements and submit them to the direct manager for review. 3. Job Authorities The job holder may exercise the following authorities within the limits of the company's approved policies and procedures: • Communicate directly with suppliers, shipping companies, and customs clearance agents to follow up on operational activities. • Request and obtain the documents and information required to process shipments. • Monitor shipment status and request periodic updates from relevant parties. • Prepare reports on costs, delays, and operational issues. • Submit recommendations for resolving problems and improving procedures. Limitations of Authority: The job holder is not authorized to approve financial commitments, amend contractual terms, approve suppliers, make decisions regarding non-conforming shipments, or approve official regulatory documents beyond the scope of authority delegated by the company.

Monitor purchase orders, supply requests, and shipping arrangements in accordance with approved plans. Track shipments from order confirmation through arrival or delivery to the designated recipient. Regularly update shipment records, shipment status, and expected arrival dates. Escalate delays, quantity shortages, or product specification discrepancies to the direct manager. Coordinate with sea, air, and land freight companies to book shipments and monitor their execution. Liaise with customs clearance agents to ensure that customs clearance requirements are completed and shipments are released. Follow up on shipping documents and verify their consistency with purchase orders and invoices. Monitor customs duties, taxes, and logistics expenses in coordination with the relevant departments. Assist in resolving customs-related and documentation issues in accordance with approved procedures. Prepare and review commercial invoices, packing lists, bills of lading, certificates of origin, and other required documents. Follow up on health certificates, certificates of conformity, permits, and additional documentation according to the product type and applicable import or export requirements. Coordinate with the relevant authorities and customs clearance agents regarding the requirements of the Saudi Food and Drug Authority (SFDA) and the Zakat, Tax and Customs Authority (ZATCA). Ensure that applicable regulatory and inspection requirements are met before shipment and customs clearance, in coordination with the Quality Department or Compliance Officer. Maintain organized documentation and records to ensure easy retrieval when required for reference or audit purposes. Monitor production dates, expiry dates, and remaining shelf life in accordance with company policies, customer requirements, and relevant regulations. Coordinate temperature-control requirements and refrigerated or frozen transportation arrangements, where applicable. Verify that required food labeling and product information are complete in coordination with the relevant departments. Immediately notify the Quality and Warehouse Departments of any issues involving product damage, packaging integrity, temperature deviations, or product shelf life. Assist in ensuring the implementation of traceability procedures and the ability to identify shipments and their sources when required. Coordinate with the Procurement, Warehouse, Quality, Finance, and Sales Departments regarding incoming and outgoing shipments. Prepare periodic reports on open and delayed shipments, costs, and missing documentation. Reconcile shipping and invoice details against purchase orders and supporting documents. Update supplier records, shipping company information, and shipment data in accordance with the systems used by the company. Recommend operational improvements and submit them to the direct manager for review.