Data Admin Agent

Job Title – DATA ADMINISTRATION AGENT

Introduction

DHL is a leading global brand in the logistics industry. DHL’s family of divisions offers an unrivalled portfolio of logistics services, ranging from national and international parcel delivery, international express, road, air and ocean transport, to industrial supply chain management. With its unrivalled presence in developing markets, DHL is decisively positioned as “THE logistics company for the world”.

DHL Express is a company that pioneered cross-border express delivery in 1969 & now is active in more than 220 countries and territories worldwide. We connect people and improve their lives. And we do it by being uncompromisingly customer-centric and delivering excellence day in and day out. By bringing people together and making life simpler – for our customers, our employees, our investors, and our society – we help make the world a better place.

Role Descriptor

• Prepare shipment records (or files) for customs clearance entry by ensuring that the information available in the shipment record reflects the available data to DHL (in DHL systems, including CIA images, and Customer Database Records).
• Assist with general administrative duties related to customs clearance such as the printing, collation, distribution and filing of customs clearance-related documentation.

Role Details

• Role title : Data Administration Agent
• Corporate/Business : DHL Express
• Department/Function : Operations
• Job family : EXP IN Customs Export & Transit
• Reports to : Customs Clearance Supervisor

Key Responsibilities

He/she will have to perform the following key activities:

• Assist in administrative duties within the clearance department such as the printing, collation and distribution of the required customs documentation needed for lodgment of a customs entry.
• Assist in the collation of the necessary documents for BTO shipments to facilitate smooth handover of the documents to the appointed broker.
• Validate and if needed, correct the data elements in the shipment records to ensure that the data elements in the records are in accordance to the approved format and structure acceptable to the regulatory agencies and systems.
• Verify and if needed, correct the shipment details in the shipment record to ensure that the information in the shipment records are in accordance to the information available in commercial documents provided by the customer and/or customer instructions available in DHL’s Customer Database Records.
• Note: In relation to the task stated above, the DAA will ensure that multi-commodities in a shipment are recorded in the shipment record. The DAA will verify the actual number of shipment commodities from the commercial documents available in the shipment.
• If a shipment record is not available (example over-landed shipments), the DAA will assist to create an initial shipment record (or file) for the over-landed shipment using the commercial documents available on the physical shipment.
• Following the successful conclusion of the ‘cleansing” of shipment records, the DAA will if required, assign the shipment records according to the declaration modes and distribute these records to the appropriate parties in the clearance department for follow-on work in the clearance work cycle. {This task may be automated in some locations}.
• For shipment records which cannot be “cleansed” due to inadequate or insufficient information available, or have been identified as requiring special handling/treatment, e.g P & R, the DAA will assign these to the Clearance Support Group for further investigation and resolution.
• Perform filing and archiving of customs documents for shipments that have been cleared by DHL.
• Perform co-ordination duties within the clearance department as assigned by the duty supervisor, and/or between the clearance department and other DHL departments (e.g. between the clearance department and NCG, or warehouse operations or the accounting department) and/or external agencies (e.g. between Customs and the DHL clearance department).
• Act as a mentor for the trainees/ Government Apprentices/ Probationers and train them.
• Impart First Aid training to the employees & Conduct refresher course for the employees.
• Imparting on-the-job training to new comers, trainees/ apprentices, evaluating their progress during the training period and recommending – for probation or termination – based on performance.
• Recommending leave for the trainees/ apprentices/ probationers.
• Performance appraisal/ recommending salary increase of the trainees/ probationers.
• Selection of trainees/ apprentices, assessing the candidature and recommending.
• Incumbent has no direct reports and authority over country line and functional personnel.
• Informal influence to enable improvement and change within the organization.

Skills Required

• Software skills (Word, Excel, PowerPoint, etc.)
• Communication skills (English), spoken and written

Profile Requirements

(Experience/Certifications/Qualifications/Licenses)

• Completed High School Education.