Imports/Exports Administration Clerk

Introduction

Karan Beef Farming (Pty) Ltd is looking for a highly organized and detail-oriented Imports/Exports Administration Clerk to join our Veterinary Department in Heidelberg. The role is responsible for the central administration, coordination, document control, tracking and reconciliation of the Company’s livestock import and export activities. The incumbent supports the veterinary team by ensuring that BLNS import requirements, export registrations, permits, certificates, site applications, audit files and supporting records are complete, accurate, current, traceable and submitted within the required timeframes. The successful candidate will act as the administrative link between internal stakeholders, State Veterinary authorities, permit offices, quarantine and production sites, transporters, auditors and other service providers, and will report to the Senior Feedlot Veterinarian.

Duties & Responsibilities

Annual Registrations and Site Applications

• Maintain an annual registration calendar for veterinarians, quarantine facilities, production sites and export-related approvals.

• Coordinate the collection, updating, formatting and submission of site applications, inspection reports, SOPs, site diagrams, process-flow diagrams and supporting evidence.

• Ensure that changes to infrastructure or processes, including security fencing, truck-wash facilities, access controls and quarantine arrangements, are reflected in the relevant application records.

• Maintain approved master documents and version-controlled application packs for each site and market

BLNS Import Permit Administration

• Prepare and submit batch permit applications for cattle imported from Botswana and Namibia through the applicable BLNS processes.

• Coordinate the sequential application and payment process with the Directorate of Animal Improvement and the Directorate of Animal Health Permit Office.

• Track each application, payment, approval, expiry date, permit condition and outstanding requirement until completion.

• Maintain proof of payment, permits, correspondence and approval records in the prescribed consignment and audit files.

Export Administration and Market Documentation

• Support annual export registrations under VPN 59 and the applicable addendums for each approved international market.

• Maintain market-specific checklists and files for destinations such as Jordan, Egypt, the United Arab Emirates, Saudi Arabia and other approved markets.

• Coordinate supporting documents, certificates, declarations, approvals and veterinary information required for export applications.

• Monitor validity periods and notify the responsible veterinarian of renewals, changes, risks and outstanding requirements.

Consignment and Transport Document Control

• Compile and retain complete files for every consignment, including import permits, Red Cross permits, health declarations, transport records, truck seal details, certificates and electronic identification records.

• Check documents for completeness, consistency, signatures, dates, identifiers and compliance before filing or submission.

• Liaise with transport, operational, quarantine and veterinary personnel to obtain missing or corrected records promptly.

Animal Identification Reconciliation and Traceability

• Maintain accurate electronic and hard-copy records of individual animal identification numbers and movement histories.

• Perform full-circle monthly reconciliations between cattle imported or received and animals remaining on site, transferred, slaughtered or recorded as mortality.

• Investigate discrepancies with the responsible internal departments and maintain evidence of corrections and explanations.

• Prepare reconciliation schedules and supporting records for Botswana and Namibia audit requirements.

Audit Preparation and Compliance Records

• Prepare complete, indexed and monthly audit-ready files for the contracted third-party auditors.

• Coordinate supporting documents for annual audits undertaken by the Provincial State Veterinarian.

• Maintain audit findings, corrective-action evidence, correspondence and closure records.

• Provide administrative support to the designated veterinarian, who retains veterinary oversight and responsibility for managing the audits.

Regulatory Liaison, Tracking and Follow-up

• Communicate regularly with State Veterinary Departments, Provincial State Veterinary Offices, permit offices and other relevant authorities.

• Submit applications and supporting documentation, track progress, follow up on delays and maintain a complete correspondence trail.

• Escalate material delays, rejected applications, expiring permits, compliance gaps and regulatory risks to the responsible veterinarian.

• Maintain accurate contact lists and records of regulatory guidance received.

Reporting, Filing and Continuous Improvement

• Maintain central electronic and physical filing systems with clear naming conventions, controlled access, version control and reliable retrieval.

• Provide regular status reports on registrations, permits, consignments, reconciliations, audits, outstanding documents and upcoming deadlines.

• Maintain trackers for costs, payments, permit validity, site approvals, market requirements and corrective actions.

• Recommend administrative improvements that strengthen compliance, traceability, efficiency and audit readiness.

• Perform any other reasonable administrative duties related to import, export, veterinary compliance, audits and livestock traceability as instructed.

• The duties listed above are not exhaustive and may be amended in line with operational and regulatory requirements.

Desired Experience & Qualification

• Grade 12 or equivalent qualification.

• A relevant certificate or diploma in administration, import/export administration, logistics, supply chain, animal health administration or a related field will be advantageous.

• At least 3 years’ experience in a high-volume administrative, regulatory, compliance, logistics, agricultural or veterinary environment.

• Experience with permit applications, regulatory submissions, document control, audits, livestock movements or import/export processes will be advantageous.

• Advanced computer literacy, particularly MS Excel, Word and Outlook, as well as electronic filing and data reconciliation.

• Excellent administrative coordination, document control and record-keeping skills.

• Strong numerical ability and reconciliation skills, with a high level of accuracy in capturing electronic identification numbers and maintaining complete audit trails.

• Ability to interpret checklists, application requirements, permit conditions, standard operating procedures and prescribed formats.

• Excellent written and verbal communication skills.

• Strong follow-up, diary management, deadline tracking and stakeholder coordination skills.

• Ability to manage several applications, consignments, registrations and audits simultaneously.

• Highly organized, methodical and detail oriented.

• Persistent and proactive in following up outstanding matters.

• Compliance-driven, accountable and dependable, with the ability to handle statutory documents, payments and confidential information with discretion.

• Able to work independently while escalating risks promptly, and to remain calm and effective under pressure in a deadline-driven environment.

• Professional and diplomatic when dealing with regulatory authorities and external stakeholders.

• A valid driver’s license and willingness to travel to relevant sites and government offices when required.

Package & Remuneration

Market Related

Interested?

CLOSING DATE: 10 November 2026

Please email your CV to recruit@karanbeef.com ( please put the job title IMPORTS/EXPORTS ADMINISTRATION CLERK – HEIDELBERG in the  subject line ) or visit our Website  http://www.karanbeef.com .

We reserve the right not to make an appointment to any advertised position.