1. Role Purpose

The Import and Finance Administrator is responsible for coordinating all activities related to

international purchases and imports (shipping, customs, documenting), while supporting

the finance team with accurate processing, reconciliations, and reporting.

The role ensures that imported goods are delivered on "me, cleared correctly, and recorded

accurately in the financial system, in line with company policies and applicable regulations.

2. Key Responsibilities

A. Import Administration

• Coordinate end-to-end import process for all shipments (sea, air, road), from purchase order to delivery.
• Prepare, collate and verify all shipping and customs documentation, including:

o Commercial invoices, packing lists, certificates of origin

o Bills of lading / air waybills

o Import permits, licences, and any other statutory documents

• Liaise with:

o Suppliers and manufacturers

o Freight forwarders, shipping lines and clearing agents

o Internal stakeholders (procurement, warehouse, operations, finance)

• Track shipments and proactively manage delays, demurrage, and detention risk.
• Ensure correct tariff classifications, customs values and duties in line with regulations.
• Maintain an up-to-date register of all imports, including shipment status, costs, duties, and taxes.
• Resolve discrepancies between shipping documents, purchase orders and goods received.

B. Finance & Administration

• Capture supplier invoices for imported goods, freight, duties and related costs in the accounting system.
• Match invoices to purchase orders, delivery notes and shipping documents.
• Prepare landed cost calculations and ensure accurate cost allocation to inventory /projects.
• Assist with supplier and freight forwarder statement reconciliations and resolve queries.
• Assist with cash flow planning for imports (deposits, final payments, duties, VAT and other charges).
• Prepare payment packs for suppliers and service providers, including:

o Proof of delivery / GRN

o Approved invoices and supporting documents

• Ensure all documentation is filed (electronic and hard copy) in an audit-ready manner.

C. Forex & Banking (if applicable)

• Prepare documentation for foreign payments (telegraphic transfers, letters of credit, etc.).
• Liaise with the bank regarding exchange control, balance of payments reporting and queries.
• Monitor exchange rates and highlight significant variances or exposures.
• Ensure compliance with internal approval levels for foreign currency transactions.

D. Compliance & Controls

• Ensure adherence to customs, tax (e.g. import VAT, duties) and exchange control regulations.
• Support internal and external audits by providing documentation and explanations.
• Follow internal policies on procurement, segregation of duties and delegation of authority.
• Identify process gaps or control weaknesses and propose improvements.

E. Reporting

• Prepare regular reports on:

o Shipment status and expected arrival dates

o Import cost analysis (freight, duties, clearing charges)

o Supplier performance (accuracy, compliance)

• Provide monthly reconciliations and schedules required for management accounts.
• Contribute to periodic management reports on stock, cash flow and cost control.