JOB DESCRIPTION
CREATION DATE:
March 2020
POSITION:
Dispatch Co-Ordinator
BUSINESS UNIT:
Sciences
LOCATION:
Craigavon
REPORTING TO:
Dispatch Manager
RESPONSIBLE FOR (PEOPLE):
N/A
OVERALL ROLE OBJECTIVE:
The post holder is responsible for the effective co-ordination and processing of dispatch requisitions and import shipments for Almac Sciences and Discovery. This will include prioritising orders, liaising with couriers and communicating with various stake holders including Project Managers, Chemists and Quality. The post holder will be responsible for the preparation of dispatch paperwork and issuance of import customs clearance instructions to ensure that Almac remain fully compliant with HMRC procedures and regulations through the completion of post-clearance checks. The post holder will be one of the main internal contacts for all dispatch and import related queries.
JOB SPECIFIC RESPONSIBILITIES:
The post holder will:
1. Act as a primary point of contact within the Dispatch Department for all dispatch requests and import related queries for Almac Sciencesand Discovery.
2. Provide support for the Dispatch Manager by working as a team to agree priorities, communicate the priorities effectively and ensure timelines are met.
3. Represent Dispatch in internal meetings relating to the ongoing management of Almac Sciences and Discovery dispatch and import requirements.
4. Plan and organise the processing of Almac Sciences and Discovery DRF’s.
5. Generate dispatch documentation to ensure that all orders are processed in time to meet the required shipping dates.
6. Ensure that the shipping of materials complies with all packaging, transportation and customs regulations.
7. Assist with the processing of any additional information or paperwork as required e.g. Import / Export Licences, TSCA Certification, USDA Statements, Dangerous Goods Declarations and Radioactive Statements.
8. Manage the Dispatch Log to ensure that relevant information is accurately captured and presented in a timely manner. Ensure that accurate hard and soft copy records are retained and filed, as appropriate.
9. Provide printouts from temperature recording devices, analyse and interpret the data and, if required, notify relevant personnel of out of specification shipments.
10. Communicate effectively with the relevant internal customer contact, regarding Almac Sciences and Discovery dispatch queries. Ensure they are provided with all of the relevant dispatch information that they require.
11. Asist in ensuring that adequate stock levels are maintained for all packaging materials.
12. Plan and organise the processing of Almac Sciences and Discovery imports to ensure that items are cleared through customs and delivered with minimal delay.
13. Ensure that couriers and customs brokers provide all necessary documentation, requesting additional paperwork, where required.
14. Identify import shipments for other Almac business units where Sciences / Discovery have been incorrectly notified, re-directing to relevant party for action.
15. Manage all aspects of import documentation to ensure that Almac remain fully
compliant with HMRC regulations / guidelines including checks on the value stated on the Shipper’s Commercial Invoice against that on the Purchase Order and requesting amendments from suppliers, where required.
16. Manage the import log to ensure that relevant information is accurately captured and presented in a timely manner.
17. Liaise with stake holders to ensure that any additional information required for issuance of customs clearance instructions, is obtained in a timely manner.
18. Provide detailed clearance instructions to the courier / broker taking account of the relevant importer, customs procedure code, tariff classification, incoterms and payment of import duties and taxes by the appropriate party.
19. Review customs entries post submission to ensure accuracy, requesting post-entry amendments where required and documenting same.
20. Review monthly MSS Imports Data Report from HMRC against the internal Import Log to identify anomalies, obtaining supporting documentation and post-entry amendments from the relevant party, where required.
21. Ensure that orders are raised in TROPOS against the applicable project for all import duties and taxes paid on each import shipment.
22. Manage and maintain both soft and hard copy folders for all supporting documentation and correspondence.
23. Provide regular updates to internal and external customer contacts on shipment timelines and delays.
24. Liaise with internal customers regarding issues with shipments and escalate to the Dispatch Manager as appropriate.
25. Assist in the generation and review of new or revised Dispatch Instructions and SOPs.
26. Assist in the generation of Quality documentation for the Dispatch Department, ensuring all documentation is appropriately completed in an accurate and timely manner.
28. Fulfil any necessary administrative duties in relation to the dispatch and import processes, as required.
GENERAL ROLE RESPONSIBILITIES:
Quality
Ensure GMP/ GDP is adhered to in all
areas of work.
Health & Safety
Understand Company’s Health & Safety
Policy and follow all company HSE
procedures. Report all accidents or any
unsafe conditions in the work place.
Training and Development
Ensure training has been received
before undertaking specific duties and
that all training is recorded in training
records.
Human Resource Management
Adhere to all HR policies and
procedures, to include all absence
policies and procedures.
Communication
Communicate within your own
department to ensure that all relevant
information is forwarded to the
appropriate personnel on a regular and
timely basis. Provide regular updates to
your line manager regarding progress
on required duties and the status of any
projects.
Equal Opportunities
Observe and adhere to the company's
Equal Opportunities and Dignity at Work
policies ensuring that a neutral and
harmonious work environment is
maintained in which bullying and/or
harassment does not occur.
Core Competency Framework
Ensure that all job specific
responsibilities relating to the overall
role objective are carried out in
accordance with the requirements
outlined within the Almac core
competency framework.
By signing this Job Description I accept that I have received and read the Job
Description and have accepted the responsibilities identified therein.
EMPLOYEE’S SIGNATURE:
PRINT NAME:
DATE:
PERSON SPECIFICATION
CREATION DATE:
March 2020
POSITION:
Dispatch Co-Ordinator
BUSINESS UNIT:
Sciences
LOCATION:
Craigavon
REPORTING TO:
Dispatch Manager
RESPONSIBLE FOR (PEOPLE):
N/A
ESSENTIAL REQUIREMENT DESIRABLE REQUIREMENT ASSESSMENT METHOD
QUALIFICATIONS Degree (or equivalent) qualification
Or
Significant experience in similar role may be considered in lieu of academic requirements
Dangerous Goods Certification (IATA, ADR,
IMDG) Application Form and Documentary
Evidence
EXPERIENCE Experience in a customer facing role.
Experience in generation of technical documentation in a regulated environment.
Understanding of the export documentation requirements for shipments to countries outside the EU.
Knowledge of the import process, including but not limited to, HMRC procedures, tariff classification, incoterms, customs
declarations, preferential trade agreements and taxation.
Application Form and Interview
KEY SKILLS Proficiency in use of Microsoft Office applications (to include Word, Excel and Outlook) Effective communication skills (verbal and written)
Proven ability to adopt a methodical approach, managing multiple tasks simultaneously whilst maintaining a high level of accuracy in all work carried out Proven ability to work effectively on own initiative and effectively contribute within a team environment
Proven ability to analyse operational tasks, identify and implement process
improvements
Creation of Technical documents Liaising with transportation and courier companies
Generation of documents for export and import of materials
Proven working knowledge of shipping controlled drugs and dangerous goods
Psychometric Testing and/or Interview
ALMAC CORE COMPETENCIES
COMPETENCY
BEHAVIOUR
ASSESSMENT
METHOD
RESULTS DELIVERY
Delivers results on time, within constraints and inline with company policy and procedure and organisational strategy. Demonstrates a continuous drive for quality and a commitment to excellence.
Interview
PROACTIVE SOLUTIONS
Analyses and uses experience and logical methods to make sound decisions which solve difficult problems. Seeks practical/workable and innovative methods to deliver solutions.Interview
LEADS BY EXAMPLE
Promotes a clear vision and mission. Acts as a positive role model for the organisation, fostering a climate of teamwork and development.Interview
COMMUNICATION
Communicates clearly and effectively. Promotes the exchange of ideas and information across the organisation. Fosters dialogue to ensure everyone understands what is going on.Interview
CUSTOMER FOCUS
Strives to exceed the expectations andrequirements of internal and external customer; acts with customers in mind and values the importance of providing high-quality customer service.
Interview
JOB SPECIFIC
KNOWLEDGE
Demonstrates required job knowledge and understanding to successfully and competently fulfill or exceed the requirements of their post. Follows correct procedures and guidelines (SOPs). Proactively demonstrates a desire to enhance and develop their job knowledge.
