Customs Operations Specialist

IKEA Supply China (ISCN) was established in accordance with the requirements of the global wholesale structure of IKEA. With IKEA Supply AG, located in Switzerland, as its parent company, IKEA Supply China consists of 6 regional wholesale trading companies including IKEA Supply China Co., Ltd., IKEA Food Supply China Co., Ltd., and IKEA Supply (Foshan) Co., Ltd. etc., responsible for different areas and categories. In the IKEA value chain, ISCN is in charge of IKEA wholesale business of the Asia-Pacific region. At present, there are around 140 co-workers within ISCN, located in cities including Shanghai, Tianjin, Shenzhen, Nantong, Foshan and Dongguan.

Purpose of function

The objectives of Customs Compliance and Operations are:

• To secure import and export processes anchored with excellence in operations and a culture of compliance that supports strategic goals within the global customs organization and aligned with IKEA vision, strategies and directives.
• To develop and secure strategic partnerships internally and externally that drive change, secure compliance and support operational excellence to achieve that support the business goals.
• To be the trusted resource within the assigned region making Customs and Trade compliance accessible to all internal and external stakeholders. 
• Proactively share information with key stakeholders and provide reliable and timely responses that support the customs operations. 

 

Compliance means to secure all declarations are accurate and complete and made in compliance with local requirements and regulations as well as with internal controls. It includes partnering with key stakeholders to secure all cross border shipments can be imported or exported compliantly and are aligned with Supply Chain Security requirements based on WCO SAFE framework.

 

Purpose of job

How the job contributes to the purpose of the function

As assigned by IKEA Supply AG (ISAG) or an ISAG wholesaler subsidiary facilitate the day-to-day operational activities for the import and export activities in assigned geographical area (country or group of countries) to secure operational excellence and maximize compliance. In collaboration with and support of local country customs teams in countries for assigned geographical area secure all declarations are accurate, complete, and made in compliance with a country’s local requirements and regulations for all countries assigned with the region. Responsible to secure day to day compliance with internal controls.

Assignment

Job specific key tasks and responsibilities

• Daily handling of information and documents to or from other IKEA units, external service providers and authorities to ensure timely, accurate and compliant in bond, declaration/entry and release from authorities for imports and exports.
• Secure customs relevant data and documents are available on time to secure timely release of imports and exports. Secure they are properly distributed, filed and archived according to import and export requirements of countries assigned within the region and company business needs. This includes issuance and maintenance of certificates of origin, free trade agreement (FTA) documents, exporter certificates, licenses, attestations, etc..
• Maintain relevant master data for assigned country or region necessary to secure timely and compliant declaration filings with authorities.
• Declaration/Entry preparation for transmission of declaration/entry data to either customs authorities or an external service provider depending on assigned country set up. Applies for imports and exports within assigned region.
• Secure compliance in every customs declaration. Identify, perform analysis, investigations and act as necessary to resolve inaccuracies and deviations to ensure declaration/entry compliance and timely clearance. Secure resolution where compliance or operational standards are not met.
• Secure payment reconciliation process to ensure duty, VAT and external service provider charges are reconciled to entries submitted and external service provider agreements. 
• Contribute to constant awareness of the customs operational processes, data, documents, and requirements. Use awareness to continuously evaluate current ways of working, identify control weaknesses, contribute and take initiative for constant development of operational efficiencies, recommending solution enhancements and implementing improvements within the regional CO, ISAG and together with countries assigned to the region.
• Responsible for updating desk top standard operation procedures/ways of working/working methods for your assigned tasks, region and linking them with working methods of countries assigned within the region.
• Maintain competence and knowledge regarding customs regulatory rules and legislation, import/export industry knowledge, goods flow and customs systems/solutions for assigned region or country.
• Support service provider performance and strive to meet standard KPI’s.  
• Support other tasks and projects as assigned (i.e.: claims processing, audit requests, digital)

 

Competence is knowledge, motivation and capability to perform in all situations and activities the assignment requires

        Knowledge

• Ability to organize and manage daily assignments and tasks according to priority and deadlines.
• Understanding of working in a routine based environment.
• Analytical knowledge to focus on details, develop root cause analysis and follow up on deviations by bringing recommendations and resolutions.
• Knowledge or understanding of working in a process-oriented business structure and environment.
• Intermediate knowledge and skills in use of Microsoft Office products.
• University degree or equivalent experience.
• Fluency in English (written and oral).

         Motivation

• Results Oriented
• Analytical and structured way of working. Strong attention to details
• Eager to work in a global environment and to accept and take advantage of diversity
• Eager to learn, keen on details, willingness to know “Why”
• Eager to drive change and find optimal solutions

        Capabilities

        job-specific capabilities

• Tactical and operational thinking
• Strong analytical skills
• Independent worker and team contributor
• Capability to read, follow and document manuals and working methods
• Strong ability to create structure, plan and prioritize to deliver results with quality in a fast paced, high volume, process-oriented environment
• Ability to drive, implement and live in change to move yourself, your assignment and the business forward
• Strong verbal and written communication skills

        Leadership capabilities

Leadership is everyone’s responsibility at IKEA. Leadership behaviours differ depending on your position and your level of leadership – leading myself, leading others, leading leaders and leading matrix partners.

• Develop the business and deliver results
• Lead and develop people
• Inspire and clarify
• Create togetherness
• Find better ways
• Enable change

• Food import & export background , rich import troubleshooting handling experience
• Major in Food Science and Engineering is preferred
• Strong food safty & complaince awareness