Job Description

Join Xylem in the global mission to #LetsSolveWater! As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

**JOB SUMMARY**

The main purpose of this position is to provide Order & Logistics for distributors, customers and sales team for Xylem Africa.

**KEY PERFORMANCE AREAS (5-9)**

**Description**

+ Order Processing: Order entry

+ Order Verification: ensuring accuracy, order need to be clean before processing.

+ Order fulfillment-following up with factory and procurement on orders-release picking list when needed.

+ Documentation Preparation: Pro forma Invoices, Commercial Invoices, LC documents, CAD documents, packing list, etc.

+ Coordinate Inspections and tests with customers (Export).

+ Customer Service: Handling customer inquiries and complaints, providing updates on order status and tracking information.

+ Assist with customs clearing and provide all necessary documents.

+ Issue Credit Notes.

+ Manage backlog for the month and quarter and attend backlog meetings.

**DUTIES & RESPONSIBILITIES**

**Check Stock availability.**

+ Checking of stock on the system (Iscala,SAP) and also with factory and different warehouses.

**Order taking into Iscala/SAP**

+ Receive official purchase order from customer.

+ Check customer order against quote.

+ Once the quote matches an order is loaded on the system

+ If not, check with Sales/Sales support and customer.

+ Send pro-forma invoice to customer for payments

**Order follow ups with procurement and suppliers.**

+ Check on Iscala/SAP for updated Estimated time of arrival (ETA) and factory.

+ If no ETA, follow up with procurement and the factory.

+ Update delivery dates on the system.

+ Drop shipments, follow up directly with the factory & copy procurement.

+ In cases where lead times are different from what was on the quote, negotiate with factory to try and get a better lead time.

+ Conduct weekly back-order checks to ensure orders are still on track.

+ Have meeting with customers to go through their open orders.

**Documentation Preparation - Commercial Invoices etc.**

**Ensure all exports documents are in place:**

+ Commercial Invoice

+ Packing List

+ Pro forma invoice

+ Shipping Instruction

+ Release picking ticket

+ Airway bill/ bill of lading

+ Certificate of origin

+ Certificate of conformity

+ And any other documents required for the order

**Ensure all local documents are in place:**

+ Release picking ticket

**Coordinate Inspections and tests with customers (Export)**

+ Ensure that applicable inspections are conducted on time (ITPs, BVAC inspections, Witness tests, Intertek inspections etc.)

**Customer Feedback**

+ Send order confirmation to customer once the order has been loaded.

+ Send final ETA to the customer on time.

+ Should there be any delays or changes in the order, notify the customer on time.

+ As soon as the order is ready, notify customer or arrange delivery.

**Ensure Perfect Order**

**Adequate stock**

+ If no stock arrange for airfreight.

**Item Entry**

+ Complete documentation for new part number to be loaded on SAP.

+ No account issues.

+ Documentation and Logistics in place.

+ Incoterms agreed on.

+ Check payment terms.

**Issue Credit Notes**

+ Complete credit register to get credit number.

+ Complete credit form

+ Submit all documents for authorization.

+ Once authorization has been given, submit to credit controller for processing.

**MINIMUM REQUIREMENTS**

**Minimum Qualifications**

National Diploma in Logistics/Supply Chain Management or equivalent qualification.

**Minimum Experience**

+ 2-3 years' experience in Order and Logistics/Customer Service.

+ Experience in Water Technology & Equipment would be an added advantage.

+ SAP and/or Iscala experience will be an added advantage.

**Key Competencies**

+ Customer Service orientated.

+ Ability to work under pressure.

+ Deadline driven.

+ Excellent administration skills.

+ Continuous Improvement Mindset.

+ Results orientated.

+ Team player.

+ Good communication skills.

+ Flexibility.

+ Good coordination with other departments.

+ Customer Centricity.

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of diversity, equity and inclusion in driving innovation and allowing us to compete more effectively around the world.