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8/12/2019 Job Profile Netinvet_en
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DESCRIPTION OF THE JOB PROFILE
IMPORT AND EXPORT SALES ASSISTANT
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IMPORT AND EXPORT SALES ASSISTANT
JOB DEFINITION
The import and export sales assistant contributes to the sustainable internationaldevelopment of the company through the marketing of goods and services in overseasmarkets and the optimising of purchases in the context of globalization.
PROFESSIONAL CONTEXT
This profession is practised in many different contexts :- All industrial and commercial companies, particularly SMEs- Trading companies (distributors, wholesalers)- Service providers (transport companies, freight agents..)- Consultants and support organisations ( International Chambers of Commerce and
Industry , Local government organisations)- Companies providing international development support
LEVEL OF RESPONSABILITY
In the context of the companys international development, he or she is responsible forputting strategic decisions into practice and for coordinating international operationsbetween the different functions of the firm and/or external partners. Thanks to his/heranalysis and passing on of information, he or she enables the company to react toevolutions in its environment.
As a young graduate, the Import and export sales assistant- collects all types of information from overseas markets and informs the information
system to make strategic decision making easier- looks for and detects purchasing opportunities for goods and services overseas- prepares, carries outs and checks on the follow-up of import-export operations- carries out these tasks with profitability, quality and customer satisfaction objectives in
mind.His/her efficiency is linked to competence in information and communication technology,practice of several foreign languages and intercultural openness..
Following a period of adaptation to the company and its culture, his or her knowledge ofthe techniques and practice of international trade and his skills will mean a rapid evolutionto the posts of international sales representative or international buyer.
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SUMMARY OF PROFESSIONNAL ACTIVITIES AND TASKS DEFINED IN COMMON
Activity 1: Carrying out studies and business monitoring1. Permanent market monitoring (desk research)2. Collecting information abroad3. Preparing decision making
Activity 2: Export selling1. Prospecting for elaborating adapted offers (pre-sales activities)2. Selling3. Following up sales
Activity 3: Import buying1. Preparing the import buying activities (supplier database)2. Support the buying negotiations3. Following up the import buying activities
Activity 4: Coordinating services for successful import buying and export selling1. Choosing service providers (insurance, logistics, financing etc)
2. Insuring administration of operations3. Coordinating quality control / good business activities
Activity 5: Managing relations and contacts in different contexts and cultures
1. Producing messages integrating socio-cultural elements2. Constituting and maintaining a pluricultural network of contacts
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DESCRIPTION OF THE JOB PROFILE IN TERMS OF ACTIVITIES AND TASKS
A1 CARRYING OUT STUDIES AND BUSINESS MONITORINGT1A1-Permanent market monitoring(desk research)
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Internal informationCommunication leaflet of thefirm
DatabasesInformation about customers,suppliers or servicesprovidersCommercial reportsStudies and researchesTechnical documentsEthical charterDiaries, timetables
External informationDatabases
Legal documents andregulationsSpecialized pressMarkets surveysInformation aboutcompetition, countriesProfessional directory
ProceduresConstraints on time,information quality (in terms
of ethics and legislation),cost of information,.Methods and protocolsrelated to information(access, diffusion, update,confidentiality)
MethodsResearch, selection andvalidation of the informationusing usual hardware andsoftware.
Work station connected tothe internal network of thefirm with access to Internet,
printer, scanner, Fax,telephone. Office software. Collaborative work tools. Working protocol fordatabasesearch engine. Access rights. Subscription to specializedwebsites
Expected results
Organised workList of priorities
Relevant and up to date market information
Respect of allocated time and budgetUp to date and operational business information system
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T2A1 Collecting information abroad
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Objectives and description ofthe missionAddresses book in thetarget countrySocio-cultural information ofthe target countryInformation to be detailedCultural and professionalcodes of the target countryCustomers dataMarket datas
Proceduresfrom T1A1plus :Legislation and regulationsfrom the country, cultural andprofessional codes
Methods:Research, selection andvalidation of the informationin an intercultural andtravelling context using usualhardware and software.
Mobile equipment (mobilecomputer, mobile telephone,PDA, GPS, etc.) equippedfor monitoring. Questionnaire processingsoftware
Expected results
Optimal information about new international trade and opportunities collected abroadEnlargement and maintaining of the contacts network, trustworthy relationships
Up to date business information system showing opportunities and threats
T3A1 Preparing decision making
INFORMATION PROCEDURES (to respect)AND METHODS (to use) HARDWARE ANDSOFTWARERequirements statementsGraphic charterModels for reportsStudy reports (prior orbought for this opportunity)
Procedures :Internal decision makingproceduresHanding over of theinformation
Methods :Analysis, exploitation,presentation and diffusion ofthe information using
adapted software andprocedure.
. Office software
. Collaborative work tools
. Working protocol fordatabasesearch engine. Questionnaire processingsoftware
Expected resultsAction plan for collecting and processing information
Selected relevant informationFormulated requirements for the subcontracting of studies
Action recommendations for decision makers
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A2 EXPORT SELLING
T1A2 prospecting for elaborating adapted offers (pre-sales activities)
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Description of the aims of thedatabaseCustomers and prospectsdatabaseProspecting targetsInformation about customersand prospectsProspecting action planBudgetTechnical documentsProspecting toolsMass mailing modelsLegislation and regulationconstraintsProspecting guidelines
Procedures :Use of customer informationComputing and freedom ofinformation regulationsDistribution norms (postal,electronic, etc.)Foreign language used bycustomers
Methods :In international context :Target identificationChoice of the prospectingmethodsElaboration of prospectingtoolsImplementation of theprospecting
Prospecting follow-upAnalysis of results
Business relationshipmanagement softwareCustomer relationshipmanagement softwareDigital Direct marketingsoftwareFax mailing software,Graphics and publishingsoftwareIntegrated telephone andcomputer software forprospecting
Expected results
An appropriate, detailed and updated file of prospectsA prospecting plan
Implementation of a well-organised and effective communication plan toward prospectsProspecting assessment
Prospecting follow-upAn adapted offer
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T2A2 Selling
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Reports on the prospectingactivitiesTariffs and tariff conditions ofthe firmGeneral selling conditionsModel of contractsSelling plan/strategyCommercial conditionsEthical and culturalinformation about thetargeted countryNegotiation and sellingsupporting tools
Procedures :Selling strategy of the firmInternational commercial andadministrative constraints(regulations)
Methods :Adapted offer to thecustomers expectationsCommunication techniquestaking into account culturalspecificitiesNegotiating techniques in aninternational contextDecision making
Mobile electronic equipment(laptop, mobile telephone,etc.)E-commerce websitesProposals softwareOn line cataoguemanagement softwareCustomer relationshipmanagement software
Expected results
Negotiating planNegotiating tools
Mastered piloting of the negotiation interviewsPreparation of a contract formalizing agreements
T3A2 Following up sales
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Commercial contractsContracts with serviceprovidersProject planning chartsInternal procedures forprocessing ordersTracing of orders
Identification of incidentsQuality indicatorsCustomer files
Procedures :Tracing of ordersIdentification and follow-up ofincidentsDealing with incidents,conflicts and disagreementsReporting
Ethical rules
Methods :Dealing with complaints,incidents and conflictsDecision makingDevelopment of customerloyalty
Automatic data exchangesoftware (ADE) or digitalexchange software (DDE)Logistics softwareCustomer relationshipmanagement software
Expected results
Follow-up and processing of ordersHandling of setbacks
Optimal quality of the customer serviceAn updated customer file and business information system
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A3 IMPORT BUYING
T1A3 Preparing the import buying activitiesINFORMATION PROCEDURES (to respect)
AND METHODS (to use)HARDWARE ANDSOFTWARE
Internal information :Database of referencedsuppliersSpecifications of the buyingofferGeneral buying conditions
External information :Directories, sourcingwebsitesStandards and regulationsrelated to the targetedmarketData on third partycertification for suppliers andintercultural information forcountries
Procedures :Buying and call for tendersprocedures (constraints interms of delays, quality ofthe information, regulations,costs)Sourcing
Methods :Methods of selection,validation and informationreporting using adaptedsoftwares
Business relationshipmanagement data base withacces to suppliersInternet accessAccess fees to e-procurement websites andportalsInformation websites oncountries and companiesCD-Rom with regulationstatements
Expected resultsIdentified potential suppliers
Creation of a potential suppliers databaseA selection of potential suppliersUpdated information in the supplier database
T2A3 Supporting the buying negotiations
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Specifications of the buyingofferList of selected suppliersOffers received
Market regulations (customs)Buying supporting toolsGeneral buying conditionsBusiness and culturalinformation on sourcecountries
Procedures :Elaborating the call fortenderSourcing
Methods :Analysis, selection andvalidation of suppliers ofscoring methodNegotiation buying methods
Market placeSpread sheetSoftware and web sites fortender for international offers
Expected resultsElaboration and dissemination of a call for tender
Analysis of offers receivedAn optimal preparation of the buying meeting
A preparation of decision making for the choice of suppliers
T3A3 Following up the import buying activities
INFORMATION PROCEDURES (to respect) HARDWARE AND
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AND METHODS (to use) SOFTWAREFollow-up table of purchasesPerformance indicators
Suppliers databaseBuying contracts
Procedures :Carrying out contracts
Handling of setbacks
Methods :Administrative follow-up ofthe deliveryAssessment of the suppliersperformance
Supply chain managementsoftware, scoring data
software, order follow upsoftwareDigital mail boxPhone, fax
Expected results
Efficient coordination and realization of the buying orderAn optimal handling of setbacks
An assessment of the suppliers service efficiencyUpdate of the suppliers database
A4 COORDINATING SERVICES FOR SUCCESSFUL IMPORT BUYING AND EXPORTSELLING
T1A4 Choosing service providers
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Internal information :
Database of existing serviceprovidersMain contract to be carriedoutBuying and sellingprocedures of the firm
External information :Offers from service providersInformation on serviceproviders Issued by third
party certifiersProfessional directories
Procedures :
Recruitment of serviceproviders (taking intoaccount constraints in termsof delays, quality of theinformation, regulations,costs)Establishment of serviceprovider contractsCurrent standards andregulationsEthical and quality charter ofthe firm
Methods :Methods of selection,validation and recruitment ofservice providersDecision making usingadapted tools
Websites and portals of
service providersElectronic administrationsoftwareCD-Rom with regulationstatements
Expected results
Selection of appropriate and reliable service providers for all operations to be externalisedOptimal follow-up of the service providers activities
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T2A4 Insuring administration for operations
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Documentary transactionfilesMain contractChoices of the firm in termsof insurance, carrier,forwarding agent,financingPerformance indicators
Procedures :Administration proceduresfor import or exportoperationsStandards (quality)Ethical rules
Methods :Choice of incoterms andcalculation of associatedTaking into account of legalconstraintsDecision making
Automatic data exchangemanagement software (ADE)or Digital data exchangesoftware (DDE)Supply chain managementsoftware
Expected resultsAn efficient, effective, up to date and traceable administration of the buying and selling
activitiesAn optimal exchange of information with internal and external parties enabling an optimal
communication and data processing
T3A4 Coordinating quality control / good business activities
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Reporting on incidentsContracts with serviceprovidersFollow-up documents ofactivitiesCommercial contracts anddocumentary transactionfilesGantt charts or similar
project planning chartsService providers data base
Procedures :Quality controlFollow-up of operationsProcedures for managingand solving setbacks
Methods :Project planningManagement of service
providersManagement of risksDecision making
Supply chain managementsoftwareDigital mail boxTelephone, printer
Expected results
An efficient management of activitiesPartners and working processes complying with the most recent quality criteria and
international standardsRespect of business best practices
An optimal exchange of information to internal and external parties, in order to create anoptimal working processes and output
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A5 MANAGING RELATIONS AND CONTACTS IN DIFFERENT CONTEXTS ANDCULTURES
T1A5 Producing messages integrating socio-cultural elements
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Objectives of the missionSociological, cultural andprofessional informationNetwork database(organisations, partners,people)Models for professionalcommunication and modelsof professional practicesPrecise description of therelationship
Procedures :Professional and culturalcodes from the foreigncountry concernedFirm and partnerscommunication protocols
Methods :Group and networkcommunication techniques ina multicultural context and ina foreign language
Office softwareBusiness contact relationshipmanagement databasesoftwareCD rom with templates forEDM (electronic datamanagement)Phone, fax, printerProfessional dictionaries
Expected results
A good understanding of professional practices and sociological, economical and culturalenvironment of countries
Diffusion of useful information on various countries business practices towards thecollaborators concerned
An optimal use and adaptation of communication techniques depending on the person andsituation
An adequate oral and written communication in the required foreign language, respectingthe codes and norms of the foreign country concerned
T2A5 Constituting and maintaining a pluricultural network of contacts
INFORMATION PROCEDURES (to respect)AND METHODS (to use)
HARDWARE ANDSOFTWARE
Network database(organisations, partners,people)
Precise description of therelationship (aims, humanand material means)Budget of the operationPerformance indicatorsFollow-up or piloting toolsfrom partners
Procedures :Time and budget constraintsManaging business contact
protocolsIntercultural communicationcodes
Methods :Techniques ofcommunication, animation,meeting piloting,organisation of eventsPersuasive communicationin a foreign language
Multimedia PresentationsoftwareElectronic mailbox
Business contact databasemanagement softwareVideo projector, soundsystemOffice softwareCollaborative work tools
Expected resultsAn available up to date database and network of business contacts
An optimal and trustful network of relations
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This document has been created with the help of work done in the frameworkof the COMINTER European project.
COMINTER project has been funded with support from the EuropeanCommission.This publication reflects the views only of the author, and theCommission cannot be held responsible for any use which may be made of theinformation contained therein.