Any one in the shipping & logistics or documentation field. could you please explain about my job responsibility ?

Each of above tasks are having its own procedure, but again they are similar or linked to each other somehow (depends on the organization structure) and the assigned duties to you (as an employee) but in general I would say:

Logistic: Related to distribution, sorting, stock level, dispatching, receiving, trucks, maintenance of those vehicles... etc.  (sometimes they are even incharge about the documents preparation).

Shipping(Express, Cargo, Freight or Land): Related to sending, receiving, Packaging and details of the the shipment.

Documentation: Care about all required documents to be along with the shipment to move smoothly through its cycle (which are depending on the type of commodity) also as per the customs regulations of the origin and destination.

Best Regards,

Assist in the centralization of the programme or specific programmatic area supply chain by improving effective order management systems national and international orders

Ensure local, and national procurement practices are compliant with  your company  policies and procedures, donor regulations and the Country’s legal provisions.

·         Coordinate and ensure national transportation of freight by land, sea and air is in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to all project locations

Maintain warehouse systems and ensure that stock management and administration systems are implemented throughout the programme. Monitor projects stock levels and advice on appropriate stocking and replenishment to meet project demands

Ensure that a centralized programme asset register is maintained; ensuring that all programme assets are logged, issued with unique Merlin asset numbers and ID cards, and are tracked.

Regularly visit all project sites to ensure that systems are in place and functioning and that capacity is built. Provide prompt technical support when required to logs staff within Programme.

·         Undertake any other tasks as required by the line Manager within the skills and experience of the Deputy Logistics Manager

Export 

• Responsible for issued the release letter and gat in letter for clients
• Responsible for issued the shipping order cargo for clients.
• Responsible for follow up the movements for all containers.
• Issued all letters related with gate out & in for all containers
• Reply to our clients' inquires.
• Responsible for preparing the loading lists for all vessel.
• Direct responsible for keeping the office neat and tidy by ensuring all cargo files and paperwork are properly stored at end of each day

Import

• Sending pre-arrival notification to all import clients before the arrival cargo
• Responsible for issued the delivery order for inward cargo.
• Responsible for receipt of original B/L and private authorizations cargo.
• Issued the landing charge invoices.
• Release cargo for customers after payment expenses of the crisis.
• Prepare of all necessary liner T/T documentation such as Cargo Manifest & Bills of Loading.
• Data entry import containers & Update MESOFT system.
• Follow up the income mails through (My Ocean) & reply for requirements.
• Follow up the import container demurrage.
• Reply to our client inquires.
• Provide finance department with clear accounts for forward ring business.
• Ensuring all files and paperwork for import department are properly stored at end of each day.
• Settlement demurrage & freight.

- Equipment Control.

• Responsible for Equipment Control & Logistics tasks related to Containers movement in port.
• Report all port activities movement to  head Office.
• Send Daily Damietta stock Container movement
• Supervise on yard Terminal executive and report all gate movement report to Alex head Office

 Dealing with the Customs.

A- Import.

• Collection and print all private cargo manifest special import cargo on vessels.
• Review cargo manifest with B\\L of imported cargo to make sure the weights- numbers of the cargo inside containers.
• Printing and writing statement shipments special for the cargo Import.
• Send the cargo manifest manifest through E.D.I system to customs.
• Delivery cargo manifest and statement shipments hardcopy to customs.

B- Export.

• Collection and print all private cargo manifest special export cargo loading vessels.
• Review cargo manifest with release received permissions from customs to make sure weights and numbers that have been loading within the containers.
• Delivery cargo manifest special export cargo loading vessels, authorizations release, loading lists export containers with shipping order cargo to customs.

-Logistics

• Containers transportation from rail yard to stores.
• Containers transportation security from stores to consignees by land transport or train.
• Storage general cargo in bulk
•  Transfer the cargo from stores to vessels loading by land transport.
• Storage and transportation unites cargo for petroleum large projects.
• Storage and transportation spare parts and delivered vessels.

 - customer service (Import and Export)

·    

·         receive and register enquiries and orders in the system, ensuring all the information is correct

·         interpret the order seeking technical advice if appropriate

·         identify order building opportunities through telephone sales expertise

·         Response to customer according to the established target

·         issue delivery instructions to the appropriate supply point and follow up delivery of the goods

·         Keep customer informed of changes in the order, surcharges and any other relevant information for the sake of good order.

·         Resolve any order related problems including suggestions for redirection of orders if appropriate.

·         follow up outstanding enquiries and quotations

·         Keep sales support staff and account managers aware of all key issues relating to their customers

·         To be a member of the sales team for the respective account portfolio with the Account Manager and Sales Support Coordinator

·         provide regular feedback on technical, service quality and commercial issues raised by customers to the Customer Support Manager or Customer Services Manager and the respective Account Manager

·         To gather information required to help investigation and resolution in invoice dispute.

- manage (receiving/ shipping) aspects of the warehouse

-Ensure shipments are received into inventory or ship timely.

-Provide regular reporting to senior management on logistics issues.

-Participate with logistics sourcing teams in the development of customer’s shipping import/export requirements.

-Monitor and track the global movement of goods based on customer contractual requirements to verify order fulfillment.

-maintain all record keeping of domestic and international transportation documentation for export/import activity.

Export documentation specialists ensure that businesses file accurate documentation for all exports. 

Export documentation specialists must be familiar with various federal and international rules and regulations pertaining to exports and documentation, such as those set by the Office of Foreign Assets Control, the U.S. Food and Drug Administration and the U.S. Department of Agriculture. Recognizing international business customs and trade credit practices can be beneficial to people in this position. It also helps to know one or more foreign languages.

Transportation intermediary companies - for example, commercial banks and freight forwarders - often employ export documentation specialists. These workers process commercial invoices, perform billing operations and provide rate quotes. Export documentation specialists also confirm accurate pricing on documents and maintain precise records of a company's exports. They execute logistics duties and act as liaisons between clients.

According to a sampling of November2010 job postings for export documentation specialists on Monster.com, other requirements for export documentation specialists included strong organizational and communication skills, as well as an eye for detail. Applicants also were expected to be able to multitask and work in a fast-paced environment. Most employers also sought job candidates who were proficient in Microsoft Office Suite.

General Description: 

The specialist that you are responsible for export documentation and data entry for all shipments.

Duties and Responsibilities: 

Responsible for the execution of export documentation requirements for shipments originating in the UAE to destinations globally, which include Letter of Credit shipments, commercial 

invoices, etc. 

Ensure that all documentation meets export regulations 

Arrange details of shipments with forwarders, carriers as necessary for exports 

Produce labels and other documents for shipments 

Transacting of daily shipments 

(Very Important – One of the main role)Also you should be able to stay abreast with the changes in export laws and regulations that impact the operations of the organization. You are able to interpret and direct the application of complex governmental regulations.

Compiles reports for agreed weekly/monthly performance metrics and highlight issues on an ongoing basis

Organizational, planning, good geographical knowledge and an eye for detail are essential.

shipping & logistics or documentation field

Must follow the administration to inventory to receive daily reports on the inventory available

Must identify the applications received and to be implemented for comparison between them and what is available from stock

Must be received daily reports from the Department of Transportation trucks or ships available to transport inventory to customers

Must be received reports of any of the maintenance trucks or ships idle

Must communicate with customers to see the volume of applications to be performed

Created action plan for implementation depends on all of the above mentioned

Has to be follow-up implementation steps starting from warehouses and shipping passing through the transport , maintenance and even the arrival of applications for customers in the schedule in advance

After the completion of that has to be Created daily work report and the elevation of the director in charge

Reports are made daily, weekly , monthly and annual follow-up to the volume of work and the size and execution time and punctuality scheduled

Created reports on the status of work in general ( stores - transfer - Maintenance - Customer Service - Customer Care - purchases - sales - plans to work - work to solve all the problems )

If you can coordination between all these departments and reports findings to the daily work became fun and walking

Everyone who has answered has just about made it clear.  Don't forget the fundementals that the customer must come first. Deadlines must be hit, prioritising your work load.  Work as part of a team and not as an individual. Smile and enjoy your work as you will achieve more and the quality of your work will remain at a high level

Working in Logistics is a very varied & rewarding career with tasks ranging from the development of timely, cost-effective import & export schemes to the handling of the technicalities of local/international operations.

There could be a very significant international focus within the role where knowledge of international commerce, finance & import/export laws are essential.

Activities/responsibilities are vary depending on the type/ size of employer & the role being offered, yet most of their working day is spent in an office atmosphere as they verify that all documentation adheres to import-export policies and laws. But typically include:

-          Effective communications with suppliers/clients/within the team and the ability to handle multiple tasks all with an attention to fine detail.

-          Preparation of Customs documentation to ensure that any shipments either imported or exported meet all applicable laws so that entry or export can occur. (This is a very important role within Shipping & Logistics and can provide the perfect stepping stone to other senior roles within the industry).

-          Tracking shipments and communicate with clients about the package's progress & coordinate with customs agents for clearance on overseas deliveries.

-          May deal with quotes from prospective shippers and handle claims with insurance companies if any shipment problems happen to occur.

-          Will be required to handle technical details relating to possibly international transportation, such as customs regulations and any necessary documentation.

-          Must have a knowledge of national and international import/export legislation and must be able to effectively troubleshoot any issues that may arise in international freight transportation.

-          Documentation and organization is important – any changes to operating procedures, prioritization or any problems must be documented and communicated accurately.

-          Essential to the smooth running of day to day operation, and successful application in this career can lead to advancement to an international directorial position.

Bear in mind, at more senior levels, the role may also involve managing staff and overseeing activities within a department or specializing in a particular area, such as sea freight or air freight. as well as an awareness of different cultures and a diplomatic approach to any associated conflict.