FOR BAKU OFFİCE
DHL is present in over 220 countries and territories across the globe, making it the most international company in the world. With a workforce exceeding 340,000 shipping professionals, we provide solutions for an almost infinite number of logistics needs. DHL is part of the world’s leading postal and logistics company Deutsche Post DHL Group, and encompasses the business units DHL Express, DHL Parcel, DHL eCommerce, DHL Global Forwarding, DHL Freight and DHL Supply Chain.
DHL Global Forwarding – Industrial Projects , has been awarded a five year contract for the General Freight Forwarding Services for the BP operated assets in Azerbaijan,Georgia and Turkey.
E-mail: [email protected]
Vacancy 1: HSSE Manager
OVERALL ROLE
Responsible for ensuring full compliance with BP , DHL HSSE policies, procedures, and all applicable Azerbaiajn legislations
Involved in the development and implementation of the DHL Project Specific HSSE plan
Promote Alignment of BP Golden Rules with DHL HSSE Policies
Provide support to the DHL Azerbaijan Project Team
Reporting of HSE Lagging and Leading indicators, as required by BP and DHL in relation to the AGT Project.
Responsible for ensuring that all sub-contractors engaged by DHL , are aware of and comply with all project HSSE requirements
Reporting to DHL Project Manager Azerbaijan
RESPONSIBILITIES & OBJECTIVES
Day to Day Management of the HSSE process within the Warehouse complex, as per DHL HSSE Project Logistics Plan
Implement site procedures, Visitor Induction, Emergency evacuation plan and designated Muster points
Train & Coach – Ensure every member of staff knows & understands their HSSE roles
Prepare HSSE Reports for Monthly Management Review
Control of HSSE Training matrix and ensure that all employees complete all mandatory HSSE training related to their roles, as required by BP , DHL and AZ legislation
Ensure that DHL hold regular HSSE meetings as described in the DHL Project Specific HSSE Plan.
Lead Safety / Toolbox talk programmes
Implementation of HSSE Project Logistics Plan
Take part in / lead incident and accident investigation
Controls documents (records of inspections etc)
Ensures lifting operations and OOG movements are properly planned and documented.
Specifies lashing/securing requirements
Communicate via various methods HSSE best practices, statistics, lessons learnt and new systems & procedures
Oversees HSSE incentive programme
Leadership of Sub-Contractor Inspections/audits and reporting in all aspects of HSSE
PEOPLE MANAGEMENT
Career Development
Lead by Example
Communicate HSE Initiatives
KEY CAPABILITIES
Proven experience of HSSE work within Logistics
NEBOSH Diploma or equivalent qualification in Occupational Health & Safety
Auditing Experience
Knowledge of Logistics
Knowledge of Load Restraints
Knowledge of oil & gas materials
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 2: Transport Manager
OVERALL ROLE
Responsible for ensuring full compliance with BP , DHL HSSE policies, procedures, and all applicable Azerbaijan legislations
Involved in the development and implementation of the DHL Project Specific HSSE plan & Aligment with BP Golden Rules
Responsible for the integrity of all trucks,trailers ,vehicles involved with DHL activities
Responsible for ensuring that all Road Transport sub-contractors engaged by DHL , are aware of and comply with all project HSSE requirements, BP Site entry procedures
Reporting to Operations Manager with dotted line to DHL Project Manager Azerbaijan
RESPONSIBILITIES & OBJECTIVES
Day to Day Management of the HSSE process for Trailers & Material Handling equipment
Perform 360 walkaround spot checks on all trucks / trailers before each loading / trip
Provide escort service of International & Local deliveries to BP Nominated sites
Participate in management of key shipments and ensure critical shipments are handled expediently
Liaison with DHL Baku Project Coordinators with processing of Delivery Manifests to BP sites
Specifies lashing/securing requirements
Lead Safety / Toolbox talk programmes with drivers, material handling operators.
Updating of sub-contractors trailer/equipment records /Technical passports and store in DHL Material Management System.
Responsible for the management of DHL personnel leased vehicles, Servicing & Maintenance records.
Participates in local transport RFQ’s , recommends appropriate trailer types to be used and secures favourable rate negotiations
Strict reporting of Overage,Shortage,Damage procedure.
Take part in / lead incident and accident investigation
Controls documents (records of inspections of Trucks / Trailers, Handling Equipment, Lifting Equipment, Lashing / Securing materials etc)
Participation of HSSE site inspections/Audits
Ensures lifting operations and OOG movements are properly planned and documented.
Leadership of Sub-Contractor Inspections/audits and reporting in all aspects of HSSE
PEOPLE MANAGEMENT
Career Development
Lead by Example
Communicate HSE Initiatives
KEY CAPABILITIES
Proven experience of Road Transportation in Azerbaijan & Traffic Legislations
HSSE Trainings
Knowledge of Logistics
Knowledge of Load Restraints
Knowledge of oil & gas materials
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 3: Operations Manager
OVERALL ROLE
To ensure Safety is our number one priority, and adherence to BP Golden Rules
To manage the maintenance of Procedures and Operational systems for the Project Team in Azerbaijan
Ensuring cargo movements are conducted effectively and efficiently without compromising HSE issues
Timely Customs Clearance and delivery to BP Sites.
Supervision of Project Coordinators and Warehouse Team
Control of Customs Temporary Import / Export Procedures
Assist DHL Project team on issues / initiatives
Reporting to DHL Project Manager – Azerbaijan
RESPONSIBILITIES & OBJECTIVES
Monitor Responsible Storage process ( BP Transmittal Letters / Cargo in warehouse reports )
Monitor Tracking and Tracing of all shipments via MMS and Sub-Contractors updates
Monitor Customs issues and report progress to Project Manager
Ensure project compliance with Customs and other shipping regulations
Update company records , files, templates , checklists,
Super user of DHL Material Management system and verifying accuracy in all time stamps & reports for the AGT Project.
Ensuring that agreed DHL/BP KPI’s are being met
Participate in management of key shipments and ensure critical shipments are handled expediently
Deliver equipment/materials on time and ensure KPI’s are met
Assess failures in procedures via root cause analysis
Assist with the Implementation of the DHL HSSE Project Plan
Liaise with DHL Global network
Liaise with BP Logistics & Customs Team , Procurement & Engineers.
Supervison of Airfreight dept, Surface dept, Customs dept, Warehouse Team.
Lead regular team meetings to review department performance, to ensure continous compliance & Improvements and give feedback when required.
Assist with the evaluation of employees
Support team members during peak periods in different areas of operation when required
Control of Overage,Shortage & Damage report
Attend meetings with Client as and when required.
Participate in DHL / BP Monthly Management Review
Supervision of Sub-Contractor performance and reporting discrepancies
Development of Local Content Plan
Supervision of Invoice Procedure from Subcontractor to BP, and other administration duties related to the efficient running of the BP Project Team.
Ensure DHL Baku project team are completing all jobfiles accurately for timely billing
Provide motivation and drive to deliver the above in an integrated team environment and proactively contribute towards all activities to meet the Projects overall objectives.
PEOPLE MANAGEMENT
Career Development
Lead by Example
Team Satisfaction
KEY CAPABILITIES
Strong Operational & Supervisory Expereince
Knowledge of HSSE
Knowledge of International Logistics
Knowledge of Load Restraints
Knowledge of oil & gas materials
Coaching & Mentoring skills
Tactful & Persuasive
Understanding of contracts and relationship management processes in supply chains
Excellent organizational and time management skills.
A working knowledge of quality management systems
Good written and spoken communication skills.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Strong team leadership
Very good command of English, Azeri and Russian.
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 4: Warehouse Manager
OVERALL ROLE
Responsible for ensuring full compliance with BP , DHL HSSE policies, procedures, and all applicable Azerbaijan legislations
Involved in the development and implementation of the DHL Project Specific HSSE plan & Aligment with BP Golden Rules
Control of all Materials Inbound & outbound
Providing a reliable, responsive Materials Control service
To issue Management & Client Material Status Reports via DHL MMS, and ensure the traceability of materials throughout all phases of the project.
Ensuring contractors and associated third parties maintain a full auditable trail.
Reporting to Operations Manager with dotted line to DHL Project Manager Azerbaijan
RESPONSIBILITIES & OBJECTIVES
Day to Day Management of the HSSE process within the Warehouse complex, as per DHL HSSE Project Logistics Plan
Ensure effective Logistic Materials Control throughout all phases of the project.
Supervising the materials inventory system to ensure complete traceability and accountability is achieved
Maintaining records of the accompanying documents and inspection certificates.
Promoting that materials and equipment are properly stored at the defined storage facility, in accordance with the Company’s and Manufacturer’s specifications relating to preservation.
Ensure packaging instructions on BP Materials are checked on arrival and followed . ( Indoor / Outdoor storage area )
Complete Cargo check list form upon arrival of trailers and report discrepancies to DHL Project Logistics Coordinators
Provide support to drivers entering site and ensure visitor procedure is followed.
Ensure drivers with long waiting hours are allocated to the rest area.
Overseeing the maintenance, equipment and inventory listing
Lead Safety / Toolbox talk programmes
Take part in / lead incident and accident investigation
Supervise receipt and goods inward inspections of all materials received and advise relevant individuals/departments.
Providing detailed Materials Status Reports (MSR) via DHL Material Management system
Manage all quarantine and receipt inspection with strict reporting of Overage,Shortage,Damage procedure.
Ensure all lifting operations and OOG movements are properly planned and documented.
Specifies lashing/securing requirements
Ensure all subordinate personnel are familiar with legislative standards and that compliance is carried out within area of responsibility.
Interfacing with relevant personnel to ensure reconciliation and physical audits are in compliance with Company policies and procedures
PEOPLE MANAGEMENT
Career Development
Lead by Example
Communicate HSE Initiatives
KEY CAPABILITIES
Minimum 10 years experience in the Oil and Gas industry in an appropriate discipline.
Knowledge of Materials/Equipment specific to the Oil and Gas Industry, Materials Management, Supply Chain process.
Experience in site material and equipment organization
Experience of liaising with and organizing variety of sub-contractors.
Knowledge of Material handling equipments, Load Restraint materials/equipments and its maintenance procedure
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Understand the safety implications for the control of lifting equipment and handling and storage of hazardous materials.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Knowledge of Azerbaijan Customs Legislations
Computer literate in Microsoft Excel and Word.
Vacancy 5: Surface Supervisor
OVERALL ROLE
To ensure Safety is number one priority
Responsible for all surface shipments
Ensuring cargo movements are conducted effectively and efficiently without compromising HSE issues
Timely Customs Clearance and delivery to BP Sites.
Supervision of Project Coordinators and liaison Warehouse & Transport Team
Monitoring of Customs Temporary Import / Export Procedures
Assist DHL Project team on issues / initiatives
Reporting to Operations Manager
RESPONSIBILITIES & OBJECTIVES
Close co-operation with DHL Surface team.
Monitoring of Pre-Alert documents & Green Light Procedure
Monitor Tracking and Tracing of all shipments via MMS and Sub-Contractors updates
Leadership on all transportation activities via Georgia ( Poti/Tbilisi and and border corssing formalities at Gardabani )
Close co-operation with Carriers
Supervision of Azerbaijan & Georgia sub-contractor/customs brokerage performance.
Monitor Responsible Storage process ( BP Transmittal Letters / Customs Bonded deliveries from Airport to DHL warehouse )
Monitor Customs issues and report progress to Operations Manager
Ensure project compliance with Customs and other shipping regulations
Update company records , files, templates , checklists,
Super user of DHL Material Management system and verifying accuracy of all time stamps & reports for the AGT Project.
Participate in management of key shipments and ensure critical shipments are handled expediently
Deliver equipment/materials on time and ensure KPI’s are met
Liaison with DHL Transport Manager for processing delivery manifest to BP Sites
Assist with the Implementation of the DHL HSSE Project Plan
Updating of operations process flows and identifying areas for improvement
Liaise with DHL Global network
Liaise with BP Logistics & Customs Team , Procurement & Engineers.
Supervison of Surface coordinators and provide support during peak periods
High level monitoring of Overage,Shortage & Damage formalities and follow up with Transport & Warehouse managers.
Attend meetings with Client as and when required.
Participate in DHL / BP Monthly Management Review
Supervision of Invoice Procedure from Subcontractor to BP, and other administration duties related to the efficient running of the BP Project Team.
PEOPLE MANAGEMENT
Career Development
Lead by Example
Team Satisfaction
KEY CAPABILITIES
Strong Operational Expereince
Knowledge of HSSE , load restraint, packaging , hazardous materials
Knowledge of Road & multimodal shipments , transit times, border crossings and cargo capacities per various equipments
Knowledge of oil & gas materials
Attention to details with shipping documentations and Azerbaijan customs procedures
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve
Excellent organizational and time management skills.
A working knowledge of quality management systems
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 6: Airfreight Supervisor
OVERALL ROLE
To ensure Safety is number one priority
Responsible management of all airfreight shipments
Ensuring cargo movements are conducted effectively and efficiently without compromising HSE issues
Timely Customs Clearance and delivery to BP Sites.
Supervision of Project Coordinators and liaison Warehouse & Transport Team
Monitoring of Customs Temporary Import / Export Procedures
Assist DHL Project team on issues / initiatives
Reporting to Operations Manager
RESPONSIBILITIES & OBJECTIVES
Close co-operation with DHL UK Airfreight team.
Monitoring of Pre-Alert documents & Green Light Procedure
Monitor Tracking and Tracing of all shipments via MMS and Sub-Contractors updates
Close co-operation with Carrier representatives at Baku & Tbilisi Airports
Supervision of Azerbaijan & Georgia sub-contractor/customs brokerage performance.
Monitor Responsible Storage process ( BP Transmittal Letters / Customs Bonded deliveries from Airport to DHL warehouse )
Monitor Customs issues and report progress to Operations Manager
Ensure project compliance with Customs and other shipping regulations
Update company records , files, templates , checklists,
Super user of DHL Material Management system and verifying accuracy of all time stamps & reports for the AGT Project.
Participate in management of key shipments and ensure critical shipments are handled expediently
Deliver equipment/materials on time and ensure KPI’s are met
Liaison with DHL Transport Manager for processing delivery manifest to BP Sites
Assist with the Implementation of the DHL HSSE Project Plan
Updating of operations process flows and identifying areas for improvement
Liaise with DHL Global network
Liaise with BP Logistics & Customs Team , Procurement & Engineers.
Supervison of Airfreight coordinators and provide support during peak periods
Monitoring of Overage,Shortage & Damage formalities and collating customs akts from the airport , with follow up to carriers. Uploading of Reports/photos to DHL MMS.
Attend meetings with Client as and when required.
Participate in DHL / BP Monthly Management Review
Supervision of Invoice Procedure from Subcontractor to BP, and other administration duties related to the efficient running of the BP Project Team.
PEOPLE MANAGEMENT
Career Development
Lead by Example
Team Satisfaction
KEY CAPABILITIES
Strong Operational Expereince
Knowledge of HSSE , load restraint, packaging , hazardous materials
Knowledge of Aviation industry, and carrier schedules and cargo capacities per carrier/aircraft
Knowledge of oil & gas materials
Attention to details with shipping documentations and Azerbaijan customs procedures
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve
Excellent organizational and time management skills.
A working knowledge of quality management systems
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 7: Project Logistics Coordinator
OVERALL ROLE
To ensure Safety is number one priority
Responsible for receiving & checking Pre-Alerts and setting up Jobfiles
Ensuring cargo movements are conducted effectively and efficiently without compromising HSE issues
Timely Customs Clearance and delivery to BP Sites.
Monitoring of Customs Temporary Import / Export Procedures
Accurate & timely updating to DHL Material Management system
Assist DHL Project team on issues / initiatives
Reporting to Airfreight/Surface Supervisors
RESPONSIBILITIES & OBJECTIVES
Close co-operation with DHL UK project team.
Receiving Pre-Alert documents & providing approval for cargo release from origin point.
Monitor Tracking and Tracing of all shipments via MMS and Sub-Contractors updates
Control of shipment progress via Georgia and coordinate with nominated service provider
Close co-operation with Carriers
Monitoring of local sub-contractor/customs brokerage performance and reporting issues, if any
Monitor Responsible Storage process ( BP Transmittal Letters / Warehouse Material Satus report )
Report and track Customs issues with updates to line manager
Ensure project compliance with Customs and other shipping regulations
Update company records , files, templates , checklists,
Daily updating of DHL Material Management system and verifying accuracy of all time stamps & reports for the AGT Project.
Ensure Critical shipments are handled & reported expediently
Deliver equipment/materials on time and ensure KPI’s are met
Liaison with DHL Transport Manager for processing delivery manifest to BP Sites
Assist with the Implementation of the DHL HSSE Project Plan
Identify areas of operations process flows where improvements can be made
Liaise with DHL Global network
Liaise with BP Logistics & Customs Team , Procurement & Engineers.
Processing Overage,Shortage & Damage report & uploading photos into DHL Material Management System.
Attend meetings with Client as and when required.
Ensure jobfile cover is complete , with full back up documents for timely billing .
PEOPLE MANAGEMENT
Career Development
Lead by Example
Team Satisfaction
KEY CAPABILITIES
Logistics Expereince
Awareness of HSSE , load restraint, packaging , hazardous materials
Knowledge of oil & gas materials
Attention to details with shipping documentations and Azerbaijan customs procedures
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 8: Finance Administrator
OVERALL ROLE
To ensure Safety is number one priority
To manage the maintenance of Procedures and Operational systems for the Project Team in Azerbaijan
To administer the essential cost elements for the project for the preparation and verification of invoices, revenue, travel & expenses.
Assisting the DHL/BP Project Team on Administration as and when required.
Assist DHL Project team on issues / initiatives
Reporting to Finance Adminsitration Supervisor
RESPONSIBILITIES & OBJECTIVES
Receive sales invoices from Customs Brokerage companies & Baku Trailer Operators , and review for accuracy of charges and ensure all relevant back up documentation is provided.
Receive sales invoices from UK & US and review for accuracy of charges and ensure all relevant back up documentation is provided.
Follow-up and chase any queries to resolution
Maintenance of DHL & BP databases as per the agreed invoice procedure
Prepare sales invoices to BP accordingly.
Load BP invoices into backbone system as per contract conditions.
Scan/upload all DHL invoices billed to BP
Prepare copies of invoices and back-up documentation, i.e. TIR, CMR, AWB etc)
Maintain all time stamps and related KPI’s for all Customs Broker Invoices
Purchases. Check suppliers’ invoices for accuracy, back charge to clients as applicable.
Work with clients to resolve queries on sales invoices
Work in co-operation with Accountants to expedite payments and adviseDHL UK of approved invoices.
Expedite payments and advise DHL UK / US credit control of payment schedules.
To provide assistance to line manager in the preparation of all reports as required.
Identify areas of adminstration process flows where improvements can be made
Ensure that administrative matters are dealt with in a timely manner
PEOPLE MANAGEMENT
Maintenance of administration procedures in a collaborative approach
Keep Accountant informed of status of cost elements and administration procedural status
Keep the lines of communication open with BP and their officers
KEY CAPABILITIES
Finance Expereince
Good interpersonal skills
Team player
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve
Excellent organizational and time management skills.
A working knowledge of quality management systems
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 9: Warehouse Coordinator
OVERALL ROLE
To ensure Safety is number one priority
Control of all Materials Inbound & outbound
Updating of Material Status Reports via DHL Material Management System
Communicating & controlling drivers arriving to warehouse.
Checking of cargo and completing Overage,Shortage & Damage Report
Reporting to Warehouse Manager
RESPONSIBILITIES & OBJECTIVES
Ensure that HSSE process within the Warehouse are being implemented , as per DHL HSSE Project Logistics Plan
Ensure effective Logistic Materials Control throughout all phases of the project.
Supervising the materials inventory system to ensure complete traceability and accountability is achieved
Maintaining records of the accompanying documents and inspection certificates.
Promoting that materials and equipment are properly stored at the defined storage facility, in accordance with the Company’s and Manufacturer’s specifications relating to preservation.
Ensure packaging instructions on BP Materials are checked on arrival and followed . ( Indoor / Outdoor storage area )
Complete Cargo check list form upon arrival of trailers and report discrepancies to DHL Project Logistics Coordinators
Provide support to drivers entering site and ensure visitor procedure is followed.
Ensure drivers with long waiting hours are allocated to the rest area.
Control of receipt and goods inward inspections of all materials received and advise relevant individuals/departments.
Update the maintenance, equipment and inventory listing
Participate with Safety / Toolbox talk programmes
Attention to lashing/securing requirements of BP materials on outbound trailers.
Assist with identification of serial numbers on materials for issuing export documents for Temporary export procedure
Co-operate with Customs Inspection team in identifying materials in warehouse
Provide expedient support in handling of materials classed as Critical
Interfacing with relevant personnel to ensure reconciliation and physical audits are in compliance with Company policies and procedures
PEOPLE MANAGEMENT
Lead by Example
Communicate HSE Initiatives
Team Satisfaction
KEY CAPABILITIES
Minimum 5 years experience in the Oil and Gas industry in an appropriate discipline.
Knowledge of Materials/Equipment specific to the Oil and Gas Industry, Materials Management, Supply Chain process.
Experience in site material and equipment organization
Experience of liaising with and organizing variety of sub-contractors.
Knowledge of Material handling equipments, Load Restraint materials/equipments and its maintenance procedure
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Understand the safety implications for the control of lifting equipment and handling and storage of hazardous materials.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Knowledge of Azerbaijan Customs Legislations
Computer literate in Microsoft Excel and Word.
Vacancy 10: Finance Administration Supervisor
OVERALL ROLE
To ensure Safety is number one priority
To manage the maintenance of Procedures and Operational systems for the Project Team in Azerbaijan
To manage the essential cost elements for the project for the preparation of invoices, revenue, travel & expenses.
Assisting the DHL/BP Project Team on Administration as and when required.
Assist DHL Project team on issues / initiatives
Reporting to Project Finance Manager
RESPONSIBILITIES & OBJECTIVES
To control sales and purchase ledgers and invoicing in conjunction with DHL UK/US accounting departments.
Receive sales invoices from UK & US and review for accuracy of charges and ensure all relevant back up documentation is provided.
Follow-up and chase any queries to resolution
Maintenance of DHL & BP databases as per the agreed invoice procedure
Prepare sales invoices to BP accordingly.
Load BP invoices into backbone system as per contract conditions.
Purchases. Check suppliers’ invoices for accuracy, back charge to clients as applicable in contract rates
Clients. Work with clients to resolve queries on sales invoices
Expedite payments and advise DHL UK / US credit control of payment schedules.
Reporting. Provide monthly management reports as agreed with the Project Directors & Managers.
Identify areas of adminstration process flows where improvements can be made
Supervise local administration staff.
Ensure that administrative matters are dealt with in a timely manner
PEOPLE MANAGEMENT
Maintenance of administration procedures in a collaborative approach
Keep Project Managers informed of status of cost elements and administration procedural status
Keep the lines of communication open with BP and their officers
KEY CAPABILITIES
Finance Expereince
Strong interpersonal skills
Team builder
Tactful & Persuasive
Ability to summarise issues and provide clarity in writing on how to resolve
Excellent organizational and time management skills.
A working knowledge of quality management systems
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Strong team leadership
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Tact and discretion, for dealing with confidential information.
Vacancy 11: Customs Temporary Import / Export Coordinator
OVERALL ROLE
To ensure Safety is number one priority
Adherence to Customs Clearance Procedures and Operational systems for the Project
Team in Azerbaijan
Daily communication with DHL Project teams & Customs Brokerage Service Providers
Daily updating of Customs Temporary Import/Export report Via DHL Material Management System
Ensure Temporary / Import Export KPI’s are met
Assist the DHL/BP Project Team on Administration as and when required.
Reporting to DHL Customs Supervisor with dotted line to DHL Operations Manager
RESPONSIBILITIES & OBJECTIVES
Daily communication with Customs Brokerage Service providers
Timely notification letter to BP end users regarding prolongation/re-export requirement
Ensure all customs temporary import/export documents & materials photos are uploaded into DHL MMS.
Ensure Materials serial numbers are properly recorded in MMS for identification long term.
Provide clarity in communication to BP end users regarding temporary import/export procedures
Provide support to DHL Baku Project Logistics Coordinators
Communicate & Track with overseas companies carrying out the repair works of BP Materials in conjunction with DHL UK Project office
Assist in resolving Customs Temporary import/export Clearance procedures
Identify areas of adminstration process flows where improvements can be made
Ensure that customs administrative matters are dealt with in a timely manner & achieve Superior Performance
PEOPLE MANAGEMENT
Maintenance of Customs Clearance procedures in a collaborative approach
Keep DHL Customs Supervisor & Operations Manager fully uptodate.
Keep the lines of communication open with BP and their officers
KEY CAPABILITIES
Minimum 5 Years experience in Customs Clearance
Knowledge of Azerbaijan Customs Codex
Knowledge of all Customs Temprary Import/Export Regimes
Knoweldge of Freight / Project Forwarding
Experience in processing Temporary import/export applications
Ability to bring clarity to explaining the Temporary Import/export procedures to BP Engineers
Process Driven
Strong Interpersonal skills
Tactful & Persuasive
Drive Customs Clearance Excellence
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
Vacancy 12: Customs Supervisor
OVERALL ROLE
To ensure Safety is number one priority
To manage the maintenance of Customs Clearance Procedures and Operational systems for the Project
Team in Azerbaijan
Lead the communication of clarifying Azerbaijan Customs Legislation as per Codex to the DHL Project Team
Management of Customs Brokerage Service Providers
Ensure Customs Clearance KPI’s are met
Assist the DHL/BP Project Team on Administration as and when required.
Reporting to DHL Operations Manageer with dotted line to DHL Project Manager Azerbaijan
RESPONSIBILITIES & OBJECTIVES
Daily communication with Customs Brokerage Service providers
Supervison of Customs Temporary import/export coordinators
Updating of Customs Clearance status report on all DHL/BP shipments ( inbound/outbound ) via DHL Material Management Systems
Lead dedicated Customs Clearance status meetings with the DHL Baku project team and provide guidance & udates to any changes in legislations
Liaison with Customs Inspectors and senior ranking officials in reagrds to all customs clearance matters
Supervison of BP Transmittal Letter / Responsible storage Procedure
Leadership in resolving Customs Clearance issues and provide lessons learned report to the DHL Project Team
Identify areas of adminstration process flows where improvements can be made
Ensure that customs administrative matters are dealt with in a timely manner & achieve Superior Performance
PEOPLE MANAGEMENT
Maintenance of Customs Clearance procedures in a collaborative approach
Keep DHL Project Manager & Operations Manager fully uptodate.
Keep the lines of communication open with BP and their officers
KEY CAPABILITIES
Minimum 3 Years experience in Customs Clearance
Knowledge of Azerbaijan Customs Codex
Knowledge of all Customs Temprary Import/Export Regimes
Knoweldge of Freight / Project Forwarding
Experience in processing Temporary import/export applications
Ability to bring clarity to explaining the Temporary Import/export procedures to BP Engineers
Process Driven
Strong Interpersonal skills
Tactful & Persuasive
Drive Customs Clearance Excellence
Excellent organizational and time management skills.
Good written and spoken communication skills.
Very good command of English, Azeri and Russian.
Accuracy and attention to detail.
Pragmatic and process driven with a focus on deadlines whilst delivering results to a safe & high quality standard.
A calm and professional manner.
Excellent computer and administration skills. (Word/Excel/PowerPoint)
A flexible and adaptable approach to work.
E-mail: [email protected]
