Supply Chain Executive

JD
Expeditors Process
Outlines the workflow for converting the Approved Order Workings into ERP for PO creation, Confirmation from supplier in form of the Performa Invoice, bookings, Arranging freight (wherever required), Validation of the draft documents followed by custom clearance in line with the MOPH regulations for receipts.


Phase 1: Purchase Order Creation & Issuance- Reviews the issued PO for critical lead times, requested delivery dates, and correct Incoterms as per the supplier agreement.

Phase 2: Supplier Acknowledgement- The supplier formally accepts the Purchase Order, confirming to meet the required quantities as per the formal PO along with T&C. Follow up in case there was delay in acknowledgement ensuring the orders processed at the right time.

Phase 3: PO Dispatch & Production Scheduling- Monitors the production and dispatch schedule. The expeditor tracks for the scheduled and agreed arrivals.

Phase 4: INCO-TERMS : EXW- FOB TERMS SHIPMENT- BOOKINGS- Circulate RFQs based on the applicable requirements from the shipping line & forwarders to do the cost comparison for the cost-effective solution in alignment with the division finance to stay intact on the margin.

Phase 5: Pre-Shipment Document Validation- Before the cargo leaves the origin facility, all compliance & shipping documents (Invoice, Packing List, COO, Health certificate, Bill of lading) related must be reviewed, validated and reported to the supplier in case of any discrepancies. Upon receipt of the final versions, legalization and attestation part needs to be checked by the expeditor given this is mandated requirement in Qatar.

Phase 6: MOPH FILE - QFR CODES -TRANSMITTAL Upon receiving the originals in hand, MOPH to be prepared and Transmittal to be generated from the system ensuring the shipment related information is captured in the TR.

Phase 7: FINAL DOCUMENTS HANDOVER TO C&F Timely submission of the original shipping documents as complete set including the MOPH & TR to C&F.

Phase 8: Pre- Alert for Road Shipments Ensure to share the full set of documents to alert the GAC team in advance post alignment with C&F Team on the document validation.

Delay in submission of the documents that may lead to additional charges incurring shall be on supplier responsibility or Expeditor.

Phase 9: Advanced Shipping Notice- On receipt of Valid documents, to ensure the ASN is created linked with the respective PO & the same to be notified to the warehouse team prior to the arrivals.

Phase 10: Scanning & V close- Upon receipt of ASN Summary, each SKU to be validated with the Production Expiry dates, damages, shortages & any quality concerns to report to the concerned supplier & relevant stake holders including Insurance wherever applicable for the necessary action.

Phase 11: POSTINGS- Once the ASN is interfaced & generates the GRN in Oracle, supply chain needs to send the posting by attaching all the supporting shipping documents including customs bayan notifying the additional charges besides Expense Sheet if any for the proper costing process.

Phase 12: MOPH ON HOLD- Every inspection report on hold by Ministry of public health needs to be addressed case by case as per the requirement in coordination with the regulatory team and Supplier.


REPORTINGS

Age on Arrival reporting to the suppliers and division.

Shortage & Damages reconciliation with the Insurance and supplier wherever applicable.

On Hold report Validation and tracking ensure the stocks are released for sales.

Ensure to close the MOPH on Hold including the release of the lab related shipments.

Arranging samples as per the MOPH requirements post clearance.

Closing of the POs and adjusting the Promise dates in line with the scheduled arrivals.

On arrival and scanning of every shipment, check for the shortages/damages and raise the Insurance claims accordingly with QIC.

Ensure to track all the insurance claims till the CNs are received and claims are closed.

Monitoring and updating the shipment tracker on daily basis & report the concerns to the relevant stakeholders.