Stops Supervisor at DHL

Role Context:

• To assist Stops Manager to oversee the efficient day to day operation of Imports and Exports Stops; ensuring that targets, compliant measures are maintained in accordance to network standards and Customs Procedures, as well as identifying areas for possible change or improvement. Responsible for supervising and management of the daily Stops Activities including, daily escalations to Customs, Bond Aging by conducting a daily store check on both Imports and Exports Stops and also ensuring that all None- compliance activities are addressed in according to our internal processes/ sub-processes. To ensure that all penalties imposed are communicated, collected from the customers and billed correctly.
• Responsible for overseeing scanning of all documents into GI once cases are finalised and released by Customs. Furthermore responsible for staff development/ daily coaching and daily production meetings (PD Sessions).
• Managing all sub-ordinates to perform according to company standards. 
• Establish departmental objectives and performance standard or Key Performance Indicators.
• Manage by objectives and Key Performance Indicators and make sure that employees achieve the required standards all the time.
• To manage and maintain productivity.
• To ensure that all sub-ordinates comply with the legislation and regulations.
• To design and implement departmental systems and processes.
• To ensure continuous improvement in processes in order to increase efficiency.
• Conducting Performance Appraisal with sub-ordinates and performance coaching.
• To ensure that all new employees receive adequate training (Departmental and Induction training).
• To ensure that all stop cases are allocated and booked for inspection by customs.
• To monitor all customs reports and ensure that actions are taken to address the requirements.
• Checking on daily basis that employees complete the necessary stop documentation. 
• To conduct stop documentation audit to ensure accuracy and quality of work.
• To monitor progress on all outstanding cases/pended and communicate its age as per the stop control sheet.
• Act as a mentor and a leader in the query department by assisting employees with queries.
• To reduce waste and improve performance to our customers.
• To communicate any business changes to your employees at all times.
• Execution of Labour Relations processes for poor performance and disciplinary/dismissal enquiries. 
• Weekly reporting about Key Performance Indicators of the employees.
• Consolidation of all daily/weekly reports for stop shipment for reporting purposes.
• Follow- ups and provides feedback to customers at all times.

Key responsibilities:

• To integrate quality into the business by ensuring that every customer contact is a demonstration of absolute dedication towards providing first time ideal solutions for the satisfaction of customer’s immediate and future needs.
• To implement ISO standards and Global SOP procedures at all times.
• To provide an efficient, friendly & Insanely Customer Centric service to customers so as to maintain service excellence & DHL’s reputation as market leader.
• To constantly quality check all Entries and related documentation such as worksheets, commercial invoices, permits and exemption certificates for correctness and accurate completion as per the requirements of the Customs and Excise Act of 1964 and/or any subsequent amendments.
• To activate standard clearance procedure in accordance with DHL priorities and goals.
• To ensure the accurate preparation of Import Customs declarations and the timely provision of those for review (as required).
• To ascertain that all Customs Declaration are vetted, validated, and processed as per Local requirements.
• To ensure all relevant Queues in the system are maintained and entries are being Frame timeously
• To determine the correct tariff headings and duties applicable to imported goods including rebate items, anti-dumping duties etc. and check on correctness of tariff headings applied by Clearance and Contact Centre staff.
• To continuously update customs tariff knowledge and advise staff and importers of changes within the industry.
• To keep abreast with changes as published in the Government Gazette and/or notified by Jacobsen’s.
• To keep management and colleagues informed of developments relating to customs tariff changes. Also be in continuous communication with Gateway Services Group on all Customs and customer issue’s that will have a direct impact on the various departments.
• To provide guidance to staff where necessary during this process and ensuring that such records are kept as part of the overall quality report on a monthly basis or as required.
• Prepare and distribute memos to superiors, colleagues, highlighting changes within the customs tariff structure, changes in clearance procedures with respect to specific importations.
• To raise issues timeously to the higher level to get the appropriate support and escalate if necessary.
• To prepare, hourly, per shift and daily reports on the productivity of the staff and Queues in the system.
• To analyse reasons of poor-quality Declarations and to ensure the timely completion of all necessary reports required to update shipment process status.
• To assist with any other functions outside of the job description to ensure that the Clearance Department runs effectively and efficiently according to network standards as required.

Qualifications – External

Minimum Requirements

Education & experience

• Matric
• Customs Qualification/ Certificate
• 5 years’ experience with framing entry
• Fully conversant with the Customs and Excise Act of 1964, rules and regulations and ability to complete all relevant prescribed customs forms in terms of the Act.
• Experience within the air express industry.
• Excellent knowledge of practices within the Customs Adjustment environment