Job Description

JOB SPECIFICATION:-
Designation Dispatch Executive
Experience 3 5 Years
Qualification Any Graduate
Industry He must be from Manufacturing Company & should have all experience from dispatch department, Mix profiles will not be considered.
Softskill SAP/ERP Software . MS office
Overall Responsibility:

• To manageDispatch and Excise {Local and Export} related work.

Key job role / duties / responsibilities:

• Receive Finished Goods / Components with QC Clearance from Production shops & Stores.
• Offer stored goods to QC check which are lying in warehouse more than One Month.
• Maintain Daily StockStatement. Check Finish Goods / Component stocks in the system and in-case of shortage of goods, inform to PPC, QC, Production, Sale, Purchase.
• Ensure Road Permits and other dispatch related documents are available.
• Intimation to customer and Sales, PPC regarding the dispatched details, like Invoice No, Po No,Vehical NO , Driver No, Date & Time of Dispatched, LR /Air Way bill no etcxe2x80xa6(These Documents mail to Customer & Sales Team)
• Ensuring confirmation from customer regarding delivery & taking acknowledgment copy from customer against each invoice.(With Sales Co-ordination this is Tracking)
• Ensure arranged Vehical /truck/container from approved transporter/Agency and regularized the same in case of discrepancy.
• Check the vehicle condition / material protection cover / tying ropes for transport worthy to prevent any damage to the goods during transportation.
• Prepare error-free Invoice and transport documents for indigenous and export sales.
• Handling pre-shipment & post-shipment documentation & related activities in respect of export clearance and for the incentive claim.
• Hand-over all related transport documents to the driver of the transporter and inform security for verification of goods/ components loaded as per LR and Invoices.
• Hand-over all related dispatch documents to Accounts / Sales for their further actions.
• Making all statutory payment with respect to Excise Tax & Service Tax of all the units of PHEPL-Group & PCPL
• Filing of all Excise Returns (E.R.-1, E.R.-6, E.R.-4, E.R.-5, E.R.-7) & Service Tax Return (ST-3)
• Handling correspondence with Central Excise Dept.
• Verification of Returns, documents (Excise & Service Tax) of other PHEPL Units & PCPL
• Participate in Sales Tax, Service Tax and Excise Audit
• Maintaining all the records, statements, documents & reports in relation to excise & dispatch as per statutory requirement.
• Handling documentation of Labor job (material sent & recd. for job work) transactions. Prepare Sales Orders for Job Work.
• Preparing reply to show-cause-notices, Order-in-originals, audit objections, making appeals in consultation/guidance provided by Excise consultant.
• Monitor the proper storage of Finished Goods & Accessories are at specified Location / rack/ bins etc.
• Monitor working condition of Material Handling & Storage facilities.
• Take weekly / monthly Inventory of Finished Goods & Accessories and send report to PPC, Sales, Purchase and Accounts.( Weekly Basis)
• Keep record of rejected damaged Finished Goods, Accessories & Sale Return from the customer and send report to PPC, Sales, QC, Purchase andAccounts.
• Manage and maintain effectiveness of IT and other essential in-store systems.
• Provide Training to Dispatch & Excise people to enhance skills, knowledge, behavior, update in latest and forth-coming Rules and Regulations in Excise, Service Tax, Sales Tax, Export Formalities and other Legal requirements in taxation.
• Maintain and follow ISO 9001 procedures & work instruction, keep & updates the related records, take corrective and preventive actions on the non-conformities observed and actions taken for continual improvements
• Follow the Schedule for ISO 9001 Audits & corrective actions on the audit observations and non-conformity noted during the audit

Overall Responsibility:Export of Production time by following export formalities, rule & regulations
Key job role / duties / responsibilities:-
1. Manage the movement of products/materials in and/or out of the country in accordance with organizational policy and procedure, and to comply with relevant local, country and international law and process.
2. Manage the necessary documentation and online forms for the efficient, cost-effective and lawful execution of all export activities(like GSP & if any other subject to FTP)
3. Maintain and share with colleagues as appropriate, personal knowledge of all relevantexport law and
Procedures; Tariffs and duties; licenses and restrictions.
5. Communicate with export related authorities, and customers andsuppliers, in all relevant territories and countries, as necessary to ensure efficient, positiveand lawful relations, support and activities.
6. Anticipate, research and report on future changes in export laws and in relevantlocal territory practices, and ensure such knowledge is reflected into the planning of own strategy, resources and procedures.
7. Plan and implementexport strategy and activities consistent with overall aims and requirements of the organization)
9. Liaise with other departments in order to establish and maintain effective and relevantexportactivities and support in relation to the organization's sales, design, purchasing,materials management, production and overall operating functions. (Co-ordination with Sales Dept.)
10. Adhere to local and externally relevant health and safety laws and policies.
11. Monitor, record, analyze and report on activities, trends, results and recommendationsrelating to export activities.
12. Manage/liaise with stock control, warehousing and distribution activities influenced by or reliant upon export activities.
13. Manage and maintain effective and lawful insurance provisions relating to export activities. (Subject to trade terms)
14. Maintain personal ability in, and appropriate use of, all relevant ICT (Information &Communications Technology)
andother systems within the export function.
15. Follow DGFT & FTP Procedure. Prepare Redemption statement and submit to DGFT for Redemption
16.Maintaining export data sheet.
17 Maintaining EPCG license data sheet.
18. Payment follow-up as per payment terms of exports shipments.
19. Submission of Triplicate Bill of exchange to Bank along with supporting documents as a POI for RBI purpose.
20. Execute Pre-Shipment & Post Shipment documents for Export consignment& send original docs to customers.
21. Co-ordination with CHA for file of Shipping Bill and Custom passing of documents.
22. Instruction for release of B/L & AWB.
23. Co-ordination with Insurance Company for Insurance of the consignment if needed.
24. Submitting documents to Banker's for negotiation of documents for payment Against L/C. or advance through Arrange& monitor Pre shipment Inspection procured.
25. FIRCissuance from Bank's after received payment from customer.
26. Follow up with Bank for upload of BRC on DGFT site.
27. Arranging documents for proof of Export and forward to Factory for further submission.
28. Handling Duty Drawback.
29. Prepare and submit relevant documents in a timely and accurate manner, for example:shipping schedules; letters of credit; EPCG documents; credit control mechanisms, licenses; declarations; packing, routing, transport and safety documentation.Handling import documents & entire procedure
30. Investigate, plan and implement strategically effective and relevant transport methods, which meet optimally the needs of the organization and its suppliers and customers.(Plan Required logistic arrangement)
31. Plan and manage the effective and necessary conversion of weights, sizes, values, and quality standards interpretations between importing and exporting systems and territories.
32. Manage language and communications translation issues and activities as necessary to enable effective relations, distribution and integration of exported material,product, equipment within the supply chain of exporter, (for example Material / product specifications, handling instructions, operating manuals, product training, etc.)
33. Daily taking review of Uncompleted & completed activities related to Import material with Purchase team & take further action.Material follow up with vendors & material arrangement based on customer priority / Urgency.
34. Maintain and follow ISO 9001 procedures & work instruction, keep & updates the related records, take corrective and preventive actions on the non-conformities observed and actions taken for continual improvements.
35. Follow the Schedule for ISO 9001 Audits & corrective actions on the audit observations and non-conformity noted during the audit.
36. Calculate export landing cost.
37. Procuring quotation from various shipping line and finalizing the same for each and every consignment with due approval from CFO.
38. Export incentive claim and other export benefit such as EPCG and advance license and bank documentation
39. Manage financial and currency processes and transactions in accordance with policy and law, and to optimize cost-effectiveness of activities.
40. Anticipate research and report on future changes in export laws and duty / Tax by Indian Govt. &relevant country.
41. Tracking the shipment, custom clearance, arranging transport.
42. Liaise with other departments in order to establish and maintain effective and relevant export activities and support in relation to sales, purchasing, and materials management.
43. Manage/liaise with Export Agencies for shipping documents, payment to customs, the suppliers and Banks.
44.Prepare and submit relevant administration in a timely and accurate manner, for example: shipping schedules; letters of credit; EPCG documents; credit control mechanisms; licenses; declarations; packing, routing, transport and safety documentation.
45. Assisting the excise team as and when required.
Competencies
1) Knowledge of Transporters
2) Negotiation Skills
3) Taxation Knowledge
4) Knowledge of Transport documentation
5) Knowledge of Export Documentation
6) Knowledge of systems
7) Co-ordination and Communication
8) Problem Solving Skills
9) ERP