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About the Job

Export Certification & Logistics Coordinator (MPI / E-cert / SAP)
Employment Type: Full-time/Onsite
Location: Ashley Road, Papamoa, BOP, New Zealand
Department: Supply Chain / Logistics (cross-functional with QA)

Role Purpose:

Own the end-to-end export certification and logistics coordination process to ensure compliant, accurate, and on-time shipments. This role manages MPI E-cert and Health Certificate (HC) applications, coordinates freight collections with forwarders/couriers, supports MPI inspections for raw materials (RM) requiring certification, and maintains audit-ready records. You will work closely with Warehouse, QA, Production, Customer Service/Order Processing, and external partners to protect export readiness and delivery performance.

Key Responsibilities:

Export Certification & Regulatory Documentation:

Prepare, submit, and track MPI E-cert applications for export consignments in line with destination market requirements.
Prepare and coordinate Health Certificate (HC) applications, ensuring accurate product, batch/lot, manufacturing, and consignment details.
Validate documentation completeness and correctness prior to shipment (labels, batch records, supporting evidence, approvals).
Maintain an up-to-date library of export requirements by market (templates, statements, supporting documents, special conditions).

MPI Liaison & Inspection Coordination (RM & Export):

Coordinate MPI inspections for incoming RM requiring E-cert-related compliance, including scheduling, documentation prep, and on-site coordination.
Act as the primary operational point of contact for MPI, ensuring timely responses to queries, clarifications, and corrective documentation.
Communicate inspection outcomes and compliance requirements clearly to Warehouse and QA, escalating issues when needed.

Freight, Forwarder & Courier Coordination:

Arrange bookings and collections with freight forwarders/couriers and confirm service level, ETAs, documentation cut-offs, and special handling instructions.
Track shipment milestones and proactively follow up on delays, missing documents, or exceptions.
Ensure export packs and documents are released accurately and on time to internal stakeholders and logistics partners.

SAP / Systems & Data Integrity:

Create and maintain accurate export and shipment records in SAP (e.g., delivery/shipment references, batch/lot details, document attachments where applicable).
Ensure data consistency between SAP, certification platforms, and export documentation (product codes, quantities, batch/lot, dates).
Support process discipline for traceability and document control across systems.

Audit Readiness & Document Control:

Safeguard all records (applications, approvals, certificates, logs, emails, booking confirmations, inspection reports) in a structured, searchable repository.
Prepare audit packs and lead document retrieval during internal/external audits and MPI reviews/inspections.
Identify recurring gaps and drive continuous improvement in compliance accuracy, cycle time, and shipment performance.

Key Stakeholders:

Internal: Warehouse, QA, Production, Supply Chain/Planning, Customer Service/Order Processing, Finance (as needed).
External: MPI, freight forwarders, couriers, third-party logistics providers, customers/importers (as needed).

Qualifications & Experience (Job Requirements):

3+ years experience in export certification, export logistics, regulatory compliance, supply chain, or QA documentation (FMCG/food/pet food/manufacturing preferred).
Demonstrated working knowledge of MPI export processes, including E-cert and Health Certificate workflows in a New Zealand export context.
Experience coordinating MPI inspections and/or managing compliance documentation for regulated goods (RM and/or finished goods).
Hands-on experience using SAP (ECC/S/4HANA) for shipment, batch/lot traceability, and documentation/data management (export/logistics use cases).
Proven capability coordinating with freight forwarders/couriers and managing bookings/collections against tight cut-off times.
Working understanding of quality systems, batch traceability, and audit/document control practices.

Skills & Competencies:

High attention to detail; strong document accuracy and data integrity mindset.
Confident communicator with regulators and cross-functional teams; clear escalation and follow-through.
Strong planning and prioritisation across multiple shipments and deadlines.
Practical problem-solving under time pressure; ability to manage ambiguity and exceptions calmly.
Proficient in MS Office/365 (Excel/SharePoint/Teams) and digital document management.

Nice to Have:

Experience in export to multiple destination markets with varying certificate requirements.
Familiarity with internal audit preparation, CAPA support, or compliance investigations.
Exposure to WMS or other ERP-integrated logistics systems in a manufacturing environment.

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