Foreign Procurement Expeditor

Job Purpose:

To ensure the on-time delivery of imported materials, equipment, and services by actively expediting suppliers, coordinating financial and banking requirements, and aligning logistics and customs activities from purchase order issuance through final delivery. The role proactively monitors all purchase order milestones, identifies risks related to technical documentation, bank and LC requirements, shipping availability, and import formalities (ACID, COO legalization), and drives timely resolution through close coordination with internal and external stakeholders to protect production schedules and business commitments.

Key Responsibilities:

1. Expediting & Supplier Management

Expedite foreign suppliers against confirmed purchase orders to ensure compliance with agreed delivery dates and contractual milestones.

Track manufacturing progress, readiness dates, and shipment schedules for imported materials and equipment.

Proactively identify potential delays related to production, documentation, or capacity constraints and escalate risks early.

Follow up on submission of required technical documents, drawings, manuals, and certificates prior to shipment.

Maintain regular communication with suppliers regarding production status, packing readiness, and dispatch plans.

Support resolution of supplier-related issues affecting delivery performance.

2. Finance & LC / Payment Coordination

Coordinate with Finance and Treasury teams on Letters of Credit (LCs), bank guarantees, and supplier payment terms.

Ensure suppliers comply with LC terms and documentation requirements to avoid discrepancies and delays.

Track payment milestones and ensure timely processing to prevent shipment holds.

Support clarification of banking requirements with suppliers (invoice format, packing list, certificate wording, etc.).

3. Logistics & Customs Interface

Coordinate with Logistics and Freight Forwarders on booking shipping slots and vessel schedules.

Ensure timely submission and accuracy of shipping documents (Commercial Invoice, Packing List, COO, BL/AWB).

Monitor ACID registration, COO legalization, and other regulatory documentation required for import clearance.

Interface with Customs Clearance agents to ensure smooth clearance and minimize demurrage or storage costs.

Track shipments from supplier dispatch until arrival and final delivery to warehouse or site.

4. Stakeholder Communication & Reporting

Maintain detailed expediting trackers and milestone dashboards for all foreign purchase orders.

Prepare regular status reports highlighting risks, delays, and recovery actions for management.

Communicate proactively with internal stakeholders (Planning, Production, Engineering, Warehouse) on expected delivery dates and changes.

Act as the main coordination point between suppliers, finance, logistics, and internal users regarding delivery status.

Support management with data for supplier performance evaluation.

5. Quality & Compliance

Ensure shipments comply with contractual requirements, approved specifications, and international trade regulations.

Verify completeness and correctness of shipping and compliance documentation before dispatch.

Support Quality and Inspection teams in coordinating third-party inspections (if required).

Ensure adherence to Incoterms, import rules, and company procurement procedures.

Maintain proper records and audit trail for all foreign procurement transactions.

Technical competencies:

Purchase order milestone tracking

Supplier expediting techniques

Import logistics coordination

Documentation control

ERP transaction handling

Risk identification and escalation

Qualification & Education:

Education: Bachelor's degree in Engineering, Supply Chain or related field.

Years of Experience: 23 years of experience in expediting, procurement operations, logistics coordination, or supplier follow-up.