Document Clerk

**Business Area**:
Dubai, Drilling

**Direct Reporting**:
Document Controller

**Functional Reporting**:
Logistics Supervisor

**Purpose**:

- The Logistics Document Clerk connects between FME Internal departments, i.e. Warehouse, Logistics, Purchasing, Inside Sales, Finance, OSC/JAFZA Customs and co-ordination with customer freight forwarder.
- The individual is accountable and responsible for maintaining all the logistics and warehouse documentations, proper filing of Entry & Exit Custom Documents, follow FET process for incoming goods, and dispatch service to customers, encompassing both speed, accuracy, efficiency, and safety.
- While managing the transaction and encompassing logistics, customs documentation, Commercial Invoice, Packing List, COO, packing and labelling.
- Coordinate freight services and manage the logistics process in line with customer requirements, whilst adhering to the company’s QHSE standards, policies, and procedures.
- Expedite and control exports and imports to fulfil the predetermined delivery requirements.

**Key Responsibilities: (Key Tasks)**
- Process information into the company’s system (Microsoft Navision) in a timely fashion - Processing of Delivery Notes, Goods Receiving Notes (DN/GRN) and upload DN / GRN with all supporting documents to Matrix ERP System and timely submission to Finance Department.
- Adhere to the logistics process to ensure timely and cost-effective delivery of products.
- Efficiently communicate with Customer Freight Forwarders for the progress of collection of orders effectively and timely manner and Supervisor alike.
- Take direction from the Logistics Supervisor as required to ensure internal department needs are satisfied.
- Develop skills and knowledge to provide coverage for absent departmental colleagues as required.
- Planned regular communication with Supervisor relating to Documents, Shipping, and deliveries.
- If required by Departmental requirement / absence of other personals arrange delivery for domestic and international shipments, collection follow up and couriers and liaise with sales and service relating to shipping of rental/service assets.
- Liaise with Internal departments, vendors, and customer regarding delivery / tracking details.
- Monitoring the Inbound/Outbound status and operation, ensuring on time deliveries.
- Produce and/or obtain necessary documentation for shipment, like commercial invoice packing list, certificate of Origin, bill of entry, bill of exit, transfer of ownership. (CI/PL/COO)
- Close communication with Warehouse Lead for Shipments In and Out.
- Tracking, Monitoring, the movement of incoming and outgoing shipments on daily basis updating in excel tracking sheet and updating in the ERP System (Teams).
- Maintaining and generating daily incoming and outgoing shipping status / reports for submission for upper management.
- Carry out health and safety duties as directed by line manager.
- Carry out any other logistics duties as directed by line manager.

**Accountabilities: (Deliverables)**
- Timely and accurate processing of:

- o Receivables & GRN.
- o Put aways.
- o Recording of purchase receipts. and Bill of Entry & Exits.
- o Pick Tickets & Registering Picks.
- o Shipping & DN & timely submissions to finance department.
- o Cycle counts.
- All freight movements carried out in accordance with regulations.
- Quality assurance - All Staff are responsible for the completeness of their work and reporting any quality, or perceived quality problems through their line manager or direct to the QHSE Manager.
- Cleanliness and tidiness of personal work area.

**Internal/External Interaction**:

- Logistics Supervisor.
- Sales and service department.
- Warehouse Lead & Document Controllers.
- Purchasing and Expeditor.
- Finance department.
- OSC / JAFZA Customs, and Clients.
- Freight Forwarding companies.
- Customer & Customer Freight forwarder.

**Person Specification**:
Education / Qualifications:

- Secondary School qualification - essential
- Bachelor Degree in Business Administration
- desirable

Technical Competencies:

- Familiar with Navision ERP - desirable

**Key Skills**:

- Working knowledge of Microsoft Office - essential
- Ability to learn the use of bespoke database software quickly - essential
- Accuracy of data input and filing - essential
- Work with minimum supervision - essential
- Excellent communication skills, both verbal and written - essential
- Ability to multi-task - essential
- Work under pressure - essential
- Well known in Custom Procedures - essential

**Experience**:

- Previous experience within an office environment - desirable

**QHSE Competencies**:

- Maintain behaviour in compliance with Forum HSE requirements - essential
- Maintain responsibility and accountability through personal commitment and behaviour - essential
- Report any unsafe or environmentally unsound acts and conditions to their immediate Supervisor such that remedial action can be taken to manage the risk -