Import Manager

Job Summary:

To lead and manage international/foreign sourcing and procurement of supplies and goods by working with vendors, suppliers, and other parties to ensure smooth flow of shipments and on time arrival with the minimum possible cost under the framework of international & local regulation.

Generic Duties

• Plans, leads, organizes, staffs & controls department’s overall activities.
• Designs and implements procedures, systems, and tools to maximize departmental operating efficiency.
• Assesses risks by following industry trends to ensure profitability, company survival and provide solutions.
• Coaches, mentors, and develops employees through periodic performance evaluations and ongoing performance dialogue and feedback.
• Ensures adherence to company policies and procedures and undertake disciplinary actions if the need arises.

Main Duties and Responsibilities

• Plans, coordinates, and monitors all import procurement activities to ensure uninterrupted supply of imported materials, equipment, and services.
• Consolidates and prioritizes import requirements in line with operational needs and available foreign currency resources.
• Coordinates foreign currency utilization plans and import priorities with Treasury, Finance, and business units.
• Reviews commercial evaluations, supplier recommendations, and import procurement plans and submits recommendations to the Deputy Director and Supply Chain Director.
• Monitors the status of all import transactions, including LC, CAD, TT, Advance Payments, and document settlements, and follows up for timely execution.
• Maintains close follow-up on all outstanding import orders and ensures timely shipment and delivery of goods.
• Coordinates with suppliers, banks, freight forwarders, shipping lines, customs authorities, and regulatory bodies to facilitate smooth import operations.
• Monitors Goods-in-Transit (GIT) and prepares periodic status reports for management.
• Identifies import-related risks and operational bottlenecks and escalates critical issues requiring management intervention.
• Follows up supplier performance, shipment delays, shortages, damages, and contractual obligations and recommends corrective actions.
• Coordinates with Manufacturing, Farm, Coffee Processing, Dealership, Corporate, Warehouse, Logistics, and Finance teams to ensure timely fulfillment of import requirements.
• Ensures timely handover of shipping and clearance documents to the Transit and Logistics teams for customs clearance and delivery.
• Prepares and submits periodic reports on import status, FCY utilization, supplier performance, and operational risks.
• Supports strategic sourcing initiatives, import cost optimization programs, and supplier development activities.
• Serves as the focal point for import-related communication with internal and external stakeholders.

ERP and Process Responsibilities

• Ensures all import procurement transactions are accurately processed and maintained in the ERP system.
• Monitors ERP workflow compliance for Purchase Requisitions, Purchase Orders, Goods Receipt Notes, supplier records, and import documentation.
• Coordinates with IT, Finance, Warehouse, and user departments to improve ERP-related import procurement processes.
• Ensures data accuracy and completeness of supplier master data, item master data, and import transaction records.
• Supports ERP implementation, testing, training, reporting, and continuous improvement initiatives.

People Management Responsibilities

• Supervises Senior Import Officers and Import Coordinators.
• Assigns, coordinates, and monitors work activities within the Import Procurement Section.
• Coaches and develops team members to improve performance and operational effectiveness.
• Monitors departmental KPIs and ensures timely achievement of import procurement objectives.
• Performs other duties assigned by the Deputy Director and Supply Chain Director.

Qualification and Skills

Education

• BA or MA in Logistics and Supply Chain Management, Business Management, Management, or related fields.

Experience

• 8 years of relevant experience

Skills

• Excellent verbal and written communication skills.
• Interpersonal and negotiation skills with a proven ability to create and maintain positive working relationships with vendors, suppliers, shippers, and customers.
• Supervisory and leadership skills.
• Familiarity with international trade regulations.
• Understanding of e-business / e-procurement systems.
• Computer literacy, proficient in Microsoft Word, Excel, and Publisher amongst others.
• Excellent planning and scheduling skills.
• Time management skills.
• Ability to make decisions on the go in liaison with the relevant stakeholders.
• Problem-solving & conflict management skills.

Skills Required:

• Logistics / Supply / Chain