Kapil John

To receive enquiries from concerned sales department and float enquiries to respective vendors or suppliers as per request received.
 Provide sales team landing cost price for respective enquiry.
 Coordinate with warehouse team to check the stock of fast moving and reorder the quantity accordingly.
 Negotiate the best deal for pricing and supply contracts with vendors.
 Placing order with vendors locally and internationally.
 To make stock adjustments, stock transfers as when needed and prepare landing cost after clearance of
Shipment.
 Maintain good relationship with freight forwarders to keep updated on current price increases and new shipping rules and regulations.
 Roll out enquiries for international shipping and nominate an appropriate freight forwarder after comparing the price.
 Maintain and update list of suppliers.
 Work with team members to complete duties as needed.
 Reconcile or resolve order discrepancies with suppliers.
 Provided advice and guidance to clients on shipping methods and services, risks, and costs associated with international shipments as when needed.
 Liaising with delivery and warehouse teams to ensure goods are received on time
 Inspecting purchased products upon delivery and reporting any issues timely.
 Coordinate with suppliers and ensure compliance with international shipping regulations, customs regulations and takes necessary action to resolve problems and disputes.
 To coordinate with customs broker and ensure customs brokerage services and issues appropriate and timely customs related documentation to ensure customs compliance.
 Notify the warehouse team about shipment arrival and under clearance shipments and follow up with warehouse to know if there are any discrepancies and prepare appropriate GRN.
 Verify all documents before submitting to accounts for costing of all shipments cleared from customs.

Worked
as Procurement Officer on a leave vacancy.
 To receive enquiries from concerned sales department and float enquiries to respective vendors or suppliers as per request received.
 Provide sales team landing cost price for respective enquiry.
 Coordinate with overseas branch office for price enquiry & shipment arrangement of ready material.
 Maintain good relationship with freight forwarders to keep updated on current price increases and new shipping rules and regulations.
 Roll out enquiries for international shipping and nominate an appropriate freight forwarder after comparing the price.
 Create and maintain good relationships with vendors/suppliers and renegotiate prices on a regular basis.
 Negotiate the best deal for pricing and supply contracts.
 Maintain and update list of suppliers.
 Work with team members to complete duties as needed.
 Reconcile or resolve order discrepancies with suppliers.
 Provided advice and guidance to clients on shipping methods and services, risks, and costs associated with international shipments as when needed.
 Coordinate with suppliers and ensure compliance with international shipping regulations, customs regulations and takes necessary action to resolve problems and disputes.
 To coordinate with customs broker and ensure customs brokerage services and issues appropriate and timely customs related documentation to ensure customs compliance.
 Notify the warehouse team about shipment arrival and under clearance shipments and follow up with warehouse to know if there are any discrepancies and prepare appropriate GRN.
 Verify all documents before submitting to accounts for costing of all shipments cleared from customs.

Upon being granted a permanant role in consideration of my excellent work during the leave vacancy, I was relied upon to receive shipment documents from respective purchase assistant and check if appropriate documents received is correct to proceed for shipment clearance
 Coordinated with clearing agents to know customs duty for respective shipment documents. Kept a record of shipment documents given to clearing agent
 Re-calculated if received customs duty is correct or not and forward customs duty request to accounts for preparing cheque
 Followed up with shipping line for cargo arrival notification. Coordinated with accounts and collection department for customs duty and D/O cheque
 Informed store and respective sales person about the arrival of shipment. Followed up with clearing agent to know the status of the shipment until it arrives at warehouse
 Coordinated with storekeeper to receive shipment arrival notification and GRN (Goods Receive Note). Followed up with clearing agent for shipment clearance invoice
 Obtained invoice approved from procurement manager and forwarded to accounts.
Tasks Allocated During Leave Vacany
Processed stock order and customer order request as received from procurement manager. Upon preparing PO, sent signed and stamped PO to respective suppliers. Followed up with supplier for order acknowledgement after sending PO
 Upon order readiness, collected info from supplier such as weight and volume of shipment
 Coordinated with shipping and forwarding companies to obtain quote for shipment pick up as per the weight and volume provided by supplier
 Upon getting freight quotes; compared and nominated the respective forwarder to pick up shipment
 After nomination, collected origin agent details from forwarding company and forwarded same info to supplier
 Prepared purchase requisition and sent quote request to respective suppliers
 Obtained quotation and compared price. Developed excellent working relations with suppliers and negotiated with them to close deals in favour of our company
 Forwarded quotation to concerned sales person and got confirmation that quoted items by supplier is as per specs requirement

Played an active role for the company to receive 'TOP 100' award by KPMG to be amongst top 100 companies in Tanzania. Developed and implemented innovative system for ordering supplies and tracking inventory control. Enhanced procurement system which eliminated delays, reduced paperwork and enhanced inventory control

 Developed plan for strategic sourcing including vendor development, RFQ, comparison of quotations, formulation of contracts and negotiations as per Director, General Manager and Sales Team requirement
 Played a key role in coordinating with various suppliers to fix rate contracts, which cut down the process time substantially for timely delivery of materials
 Provided effective leadership to prepare proforma for the confirmed orders as per sales team requirement and send the proforma and drawing request to respective supplier and follow up with sales and technical team for approved drawing and email to concerned supplier
 Evaluated and negotiated with suppliers and manufacturers on the price and regularly coordinated for timely deliveries and quality in addition to ensuring timely advance payments as per proforma amount
 Interfaced and coordinated with suppliers for consistency of quality work, dispatch status and maintenance/verifying of shipment documents for confirmed orders
 Planed and conceptualized various strategies to achieve business goals aimed towards the growth in business volumes as well as profitability while preparing tender documents and costing for new sales tender proposal
 Accountable for organizing meetings and appointments for the Director and ensure their schedule by proper planning
 Responsible for greeting guests and customers on telephone as well as in person for answering/addressing their queries and requests
 Deftly made necessary arrangements for meetings/conferences according to the specifications provided by the senior management
 Provided effective Customer Relationship Management through satisfactory customer service, timely resolution of customer queries and maintaining secrecy of customer data and operations
 Entrusted with responsibility for preparing and maintaining inter-department memos, agreements and correspondences for clients in commencement, revision, renewal and resumption of agreements
 Meticulously analyzed price proposal with clients, customer interview reports and other required data to determine reasonable needs of prices reviews and interprets contract provisions to achieve cost effectiveness
 Drove efforts for handling client inquiries, complaints and agreement related issues and effectively follow up to secure maintenance agreements and ensure closure of elevator’s complaint and service as per TAT
 Geared the activities for developing and maintaining organizational culture, values and reputation among markets, customers, suppliers and global business partners
 Efficiently handled vendor management including procurement, AMC payment, customs duty payment, shipment documents and support incidents management
 Structured tender documents delineating clearly scope of work, technical specifications, bill of materials and overriding terms and conditions governing the supply contract, in coordination with user & legal department
 Steered the efforts to ensure arrival of shipment documents to clearing agent and coordinate successfully for clearance of shipment without paying any storage/demurrage charges

• To raise and process purchase request as per respective department requirement.
• Organizing all procurement activities relating to request for proposals and quotations.
• Reviewing requisitions for completeness and accuracy; follow up on discrepancies with the
initiating department; identify available suppliers for each requisitioned item.
• Coordinating and scheduling meetings and appointments as requested; respond to inquiries
which do not require the personal attention of the Commercial Officer.
• Responding to inquiries from different departments regarding requisitions, purchase orders, contracts and pricing information.
• To process the purchase request of all materials local/imported as per requirement of various departments.
• To process capex for any purchase of capital nature like-Fixed Asset in coordination with accounts and to keep track of capital expenditure by regular updating.
• To prepare LPO after approval of Purchase request.
• To follow up with supplier for the delivery of the materials as per the specified time line.
• To ensure suppliers submit invoices promptly on delivery of materials.
• To coordinate with store keeper to confirm the receipt of material according LPO and coordinate with supplier in case of discrepancy.
• To keep updated and have a better knowledge of material and service available in market.
• To review pre-printed stationery requirement and keep track of issues and place orders as and when required.
• To issue stationery to various branches/offices as and when required with proper track.
• To segregate LPO’s and maintain party wise file in the commercial department.
• To maintain track sheet for LPO’s issued.
• To maintain track sheet of various monthly purchases to ensure LPO’s are closed and there by eliminate any chance of stock out.
• To ensure shipping documents are received in advance before ship arrives at port.
• Segregate shipping document and retain original for broker, a copy for commercial department and forward a copy to respective depots and finance department at HO.
• Updating the shipment file with necessary data and keep the file upto date.
• Ensuring customs duty cheques are received in advance from finance.
• Tracking shipment arrival notice and handover customs duty advance cheque to broker along with original shipping document.
• Coordinating with insurance company/corporate office for all addition and modification of marine insurance.
• Ensuring all the containers are insured immediately on receipt of shipment acknowledgement from the supplier.
• Preparing insurance intimation policy with accurate information and forward the duly signed copy by SCM to respective stakeholders for insuring the container.
• To ensure all cargos are insured while transferring between depots.
• Any invoices received from supplier to be thoroughly checked and same to be handed over to SC Asst. for tracking and submission to finance.

• Preparing quotations as per sales team’s requirement, executing & maintaining customers’ purchase order and generating invoice against each purchase order.
• Responsible to issue purchase order to vendor/suppliers.
• Coordinate documents from the vendors including inbound freight and open Pos.
• Assist in new product sourcing and comparison & assist in labeling the new material.
• Following up with the clients to procure order and providing administrative support to the General Manager.
• Ensuring timely payment collection and maintenance of financial records.
• Coordinating with bank for payment transfer, cheque deposition & LC terms process.
• Managing various functionalities of the Financial dept., managing payroll, and accounts payable & receivable and ensuring compliance with accounting deadlines.
• Developed and maintaining excellent vendor & customer relationships.
• Maintaining files and logs, filing & documenting records and maintaining MIS for management review.
• Coordinating and following up with PRO & recruitment agency for visa process.
• Coordinating with the Forwarders for fast shipment clearance and coordinating travel arrangements including flights, hotel bookings, etc.
• Utilize various transportation providers to facilitate material movement planning and scheduling.
• Arranging all documentation for overseas shipments, including legalization of documents and compliance with requirements of Letter of Credit.
• Accurately verifying Bill of Lading, Certificate of Origin, freight forwarder documents & billing.
• Reviewing all orders of major customer, tracking shipment of orders and timely delivery.
• Tracking of product inventory.

• Handled walk in customers, scrutinized application forms and ensured zero error services to the customers.
• Managed renewals & premium collection, agent advisor coding process and followed up with HO.
• Involved in auditing pigeon hall & hospitals and providing better service to the customers.
• Coordinated with Agents & Advisors, provided support to the sales team and attained sales & service objectives.
• Handled accounting functions including reconciliations, cost, cash control, account receivable & payable and payroll management.
• Prepared daily, weekly, monthly & yearly sales reports for the sales team & top management.
• Generated repeat business through successful client follow-up.
• Handled additional responsibility for training ops Shiksha for all Agents, Advisors and Sales Officers.

• Handled customers’ queries and request for information on products & services, answered calls in a prompt & courteous manner and resolved complaints and escalation cases.
• Forecasted trends and conducted business analysis for preparing management reports.
• Identified loop holes in the process, rectified process gaps and suggested areas of improvement & cost benefits.
• Maintained daily reports, prepared a summary of all activities including process lapse, failures, etc.

• Worked as a Sales Coordinator in the Personal Loan & Credit Card Dept. and as a Front-End Executive handled walk-in customers.
• Managed MIS for Sales Executives and Phone Banking Officers.
• Entered details of cheques in the system & updated customers on cheque bounce cases with reason.
• Generated leads by following up high value customers.
• Scrutinized application forms for Credit card & Personal loan.