Rita Charitable Trust

EXIM – Executive (1 years diploma )

EXIM – Executive click here

Brief Job Description: The individual is responsible for EXIM operations in office,
customs clearance at field and freight forwarding. The individual also performs
freight and customs documentation and liaises with stakeholders to ensure
timely clearance and shipment of cargo.

Qualifications Pack for EXIM – Executive

Options

Option 1: Customs Clearance Supervision
The unit is about supervising executives for customs clearance activities and
resolving day to day operational aspects to facilitate smooth functioning


Option 2: ERP Data Management
Subsector – Courier/ Express
The unit is about inputting information in the ERP, generating reports and
analysing the information to draw inferences

Personal Attributes: The individual must be able to prioritize and execute tasks
within scheduled time limits, good eyesight, work for long hours in sitting and
standing position, communication skills, logical thinking and attention to detail.
The individual should have good interpersonal skills and ability to work with
various stakeholders.

Qualifications Pack for EXIM – Executive

Description
Core Skills/Generic
Skills

Core Skills or Generic Skills are a group of skills that are key to learning and
working in today’s world. These skills are typically needed in any work
environment. In the context of the NOS, these include communication related
skills that are applicable to most job roles.


Function
Function is an activity necessary for achieving the key purpose of the sector,
occupation, or area of work, which can be carried out by a person or a group
of persons. Functions are identified through functional analysis and form the
basis of NOS.


Job role Job role defines a unique set of functions that together form a unique
employment opportunity in an organization.


Knowledge and
Understanding
Knowledge and understanding are statements which together specify the
technical, generic, professional and organizational specific knowledge that an
individual need in order to perform to the required standard.


National Occupational
Standards (NOS) NOS are Occupational Standards which apply uniquely in the Indian context
Occupation Occupation is a set of job roles, which perform similar/related set of functions
in an industry.
Organisational Context
Organisational Context includes the way the organization is structured and
how it operates, including the extent of operative knowledge managers have
of their relevant areas of responsibility.


Performance Criteria Performance Criteria are statements that together specify the standard of
performance required when carrying out a task.
Qualifications


Pack(QP)
Qualifications Pack comprises the set of NOS, together with the educational,
training and other criteria required to perform a job role. A Qualifications
Pack is assigned a unique qualification pack code.
Qualifications Pack
Code
Qualifications Pack Code is a unique reference code that identifies a
qualifications pack.


Electives
Electives are NOS/set of NOS that are identified by the sector as contributive
to specialization in a job role. There may be multiple electives within a QP for
each specialized job role. Trainees must select at least one elective for the
successful completion of a QP with Electives.


Options
Options are NOS/set of NOS that are identified by the sector as additional
skills. There may be multiple options within a QP. It is not mandatory to select
any of the options to complete a QP with Options.
Unit Code Unit code is a unique identifier for an Occupational Standard, which is
denoted by an ‘N


Unit Title Unit title gives a clear overall statement about what the incumbent should be
able to do


Description
Description gives a short summary of the unit content. This would be helpful
to anyone searching on a database to verify that this is the appropriate OS
they are looking for.

Scope
Scope is the set of statements specifying the range of variables that an
individual may have to deal with in carrying out the function which have a
critical impact on the quality of performance required.


Sector
Sector is a conglomeration of different business operations having similar
businesses and interests. It may also be defined as a distinct subset of the
economy whose components share similar characteristics and interests.


Sub-Sector Sub-sector is derived from a further breakdown based on the characteristics
and interests of its components.


Sub-functions Sub-functions are sub-activities essential to fulfil the achieving the objectives
of the function.


Technical Knowledge Technical Knowledge is the specific knowledge needed to accomplish specific
designated responsibilities.

Description
BOE Bill of Entry
BOL Bill of Lading
CBr Customs Broker
CGST Central Goods and Services Tax
CIF Cost, Insurance and Freight
DO Duty Order


EDI Electronic Data Interchange
ERP Enterprise Resource Planning
EXIM Export Import
FOB Freight on board
GST Goods and Service Tax
HO Head Office
HR Human Resources


HSN Harmonized System of Nomenclature
ICEGATE Indian Customs Electronic Commerce/ Electronic Data Gateway
ICES Indian Customs EDI System
IGST Integrated Goods and Services Tax
INCOTERMS International Commercial Terms
KYC Know Your Customer
LC Letter of Credit


LEO Let Export Order
NSQF National Skills Qualifications Framework
OCC Out of Customs Charge
OH&S Occupational Health and Safety
OS Occupational Standards
PAN Permanent Account Number


PGA Participative Government Agencies
PPE Personal Protective Equipment
QP Qualification Pack
ROO Rules of Origin
SAC Service Accounting Code
SGST State Goods and Services Tax
SOP Standard Operating Procedure
TAT Turnaround time

Prepare documentation for Export and Import process and EDI filling

Description This OS unit is about obtaining and preparing documents required for customs
clearance and shipment of cargo as per regulatory and standard operating procedure
Scope This unit/task covers the following:
• Receive details of import cargo and its documentation
• Receive details of export and trans-shipment cargo and its documentation
• Prepare mandatory documents


Range: Indian Customs EDI System (ICES), Indian Customs Electronic commerce
Gateway (ICEGATE), Remote EDI System (RES), ERP, SOP, sample documentation
formats, computer, projector, TV, stationery, worksheets, etc.


Performance Criteria(PC) w.r.t. the Scope
Element Performance Criteria
Receive details of
import cargo and its
documentation
To be competent, the user/ individual must be able to:
PC1. obtain work requirement in discussion with the supervisor
PC2. obtain details about the quantity, value, packing, labelling, weight, size of the
cargo


PC3. prepare a checklist of documents required for customs clearance
PC4. receive basic Know Your Customer (KYC) and Goods and Service Tax (GST)
details of the importer including copies of invoice, packing list, shipping bill/
Airway bill, Bill of lading, etc.


PC5. obtain required documents such as delivery order, certificate of origin,
industrial license, insurance document, etc.
Receive details of
export and
transhipment cargo
and its
documentation


To be competent, the user/ individual must be able to:
PC6. prepare checklist of documents required for clearance
PC7. obtain details about the quantity, value, packing, labelling, weight, size of the
cargo and nature of cargo (liquid, hazardous chemicals, perishables, etc.)
PC8. receive basic KYC and GST details of the exporter/ shipper including


destination country, shipment date, type of cargo, insurance details, etc.
PC9. obtain additional documents required as per customs regulation for
dangerous goods, valuable items, etc.
PC10. receive documents required for clearance such as invoice, packing list,
shipping declaration, purchase order, Statutory Declaration Form (SDF) as per
the checklist


PC11. obtain the bonds to be executed with the customs official for duty exempted
items
Prepare mandatory
documents
To be competent, the user/ individual must be able to:
PC12. prepare mandatory documents in Indian Customs EDI System (ICES) such as

Bill of Lading, Airway Bill, commercial invoice cum packing list, dock receipt,
etc.
PC13. prepare shipping bill, Bill of Entry (BoE) for export of goods
PC14. check invoice for accuracy of number of packages, quantity, unit rate, total
Freight on Board (FOB) / Cost, Insurance and Freight (CIF) value, etc.
PC15. attach necessary documents for exports such as contract, Letter of Credit (LC),
purchase order of the overseas buyer


PC16. prepare a declaration for goods carried in the vessel in case of imports
PC17. check the manifest for details of the cargo imported, quantity, details of
discharge port-wise, etc.
PC18. pay the required duty and obtain a copy to be filed
PC19. coordinate with the Customs Brokers (CBr) and hand over the documents
required for customs clearance
PC20. prepare documentation for special cases such as pilferage, damage of goods,
etc. as required


PC21. upload the documents on the “Indian Customs Electronic Commerce/
Electronic Data Gateway (ICEGATE)” web portal
PC22. prepare payment requests and check for timely payments for processing
shipments and customs clearance formalities


PC23. check the required customs and other related portals like shipping lines,
Directorate General of Foreign Trade (DGFT), Participative Government
Agencies (PGAs) etc. to track movement of submitted/approved
documentation


Knowledge (K)
A. Organizational
Context
(Knowledge of the
company /
organization and
its processes)


The individual on the job needs to know :
KA1. organizational procedures
KA2. company’s customer accounts
KA3. organization’s fee and charges structure
KA4. paperwork required before handling cargo


KA5. organization’s contact with customs office
KA6. organization’s policy of data maintenance, recording and handling
KA7. company’s material movement policy
KA8. reporting structure
KA9. certifications held by the organization and the compliance process mandated
by the certification
KA10. relevant safety and security procedures and compliance


B. Technical
Knowledge
The individual on the job needs to know :
KB1. mandatory documents such as Bill of Lading / Airway Bill, Commercial invoice
cum packing list, Bill of Entry, import license, insurance certificate, purchase
order, letter of credit, test report, HSN classification, GST, etc.
KB2. usage of computer and usage of software (for e.g.; ICES, ICEGATE, Remote EDI
System (RES) etc.) to update documentation/reports

KB3. operating systems related to customs such as EDI and ICEGATE and their
functions
KB4. terms and terminologies used in import and export trade
KB5. different documents to be prepared for different type of transaction both in
soft format and hard copies
KB6. different types of cargo exported, their eligibility for duty free goods and
documentation requirement
KB7. HSN Codes and INCOTERMS


KB8. information on foreign trade policy and participating Govt. agencies (PGAs) to
classify the cargo imported as per regulatory requirement
KB9. different airline/ shipping line available for different routes
KB10. details of the transport availability in different routes
KB11. transit rules and regulations and destination countries’ requirements and
fiscal regimes


KB12. nature of the products transported and the variances in their characteristics
KB13. type of packaging, labelling and marking required
KB14. special requirements, guidelines and operational procedures involved when
handling special cargo such as livestock, food, medical supplies, etc. handling
of dangerous goods, material handling procedure, etc.


KB15. change or updates in Acts, procedures, etc. with reference to customs
clearance and applicable duties
Skills (S)
A. Core Skills/
Generic Skills
Reading Skills


The user/individual on the job needs to know how to read:
SA1. schedule and plan for cargo movement
SA2. details of the cargo/ shipments
SA3. foreign trade policies
SA4. regulatory requirement associated with customs clearance and freight
forwarding


SA5. different forms related to customs clearance
SA6. various customs and other portals like shipping lines, DGFT, PGAs etc. to track
movement of filings done


Writing Skills
The user/individual on the job needs to know how to:
SA7. fill online forms related to customs clearance requirement
SA8. maintain the record as per company’s policies
SA9. basic letter writing and prepare reports
SA10. making gate passes and related forms


Oral Communication (Listening and Speaking skills)
The user/individual on the job needs to know how to:
SA11. communicate with buyer, shipper, forwarding agents in pleasant, clear and in
assertive way


SA12. communicate effectively with supervisory and operational staff at all levels
SA13. communicate in local language as well as in Hindi and English

Professional Skills Decision Making

The user/individual on the job needs to know how to:
SB1. decide on type of documents to be prepared based on the nature of cargo,
transport used, type of transaction, destination country, etc.
SB2. decide if the customs and other regulatory requirement for the cargo are met
SB3. decide after looking at the document, if additional information is required for
the given task


Plan and Organize
The user/individual on the job needs to know how to:
SB4. prioritize and execute tasks within the scheduled time limits
SB5. arrange for all supporting documents


Customer Centricity
The user/individual on the job needs to know how to:
SB6. undertake documentation of customs clearance process as per customer
timelines and requirements
SB7. represent the customers among various stakeholders such as shipping line,
airline, customs authorities, etc.


Problem Solving
The user/individual on the job needs to know how to:
SB8. identify and correct errors in documents
SB9. identify irregularities in cargo/ shipments
SB10. identify which additional information is required
SB11. resolve issues with all stakeholders regarding shipments


Analytical Thinking
The user/individual on the job needs to know how to:
SB12. organise the documents with attention to detail
SB13. review documentation such as commercial invoices, shipper’s export
declaration, etc.


SB14. assess and decide how to consolidate different cargo to be loaded in a
shipment/ freight and the type of carriage


Critical Thinking
The user/individual on the job needs to know how to:
SB15. check if specific documents need to be submitted for import/ export of all


cargos are collected
SB16. identify dangerous goods and ensure that requisite precautions are taken
SB17. undertake different types of packaging, marking and labelling for different
types of cargoes to assess if it is in order with the widely accepted norms
SB18. estimate the documentation required for a certain task

Plan and arrange for cargo movement

Description This OS unit is about obtaining the requirement of the client on the movement of
cargo and accordingly plan the best possible transportation
Scope This unit/task covers the following:
• Plan and arrange for cargo import
• Plan and arrange for cargo export and trans-shipment


Range: Indian Customs EDI System (ICES), Indian Customs Electronic commerce
Gateway (ICEGATE), Remote EDI System (RES), ERP, MHE, SOP, sample documentation
formats, computer, projector, TV, stationery, worksheets, etc.
Performance Criteria(PC) w.r.t. the Scope
Element Performance Criteria
Plan and arrange for
cargo import


To be competent, the user/ individual must be able to:
PC1. track schedule of cargo arrival based on input from ports and client
PC2. coordinate with stakeholders for import customs clearance
PC3. make note of transport copy, type of cargo, packaging type, etc. in
coordination with the surveyor


PC4. check if documents of transport provider are in order, inform in case of issues
to both supervisor and transporter
PC5. take necessary precautions and care, when handling dangerous goods and
special goods
PC6. arrange for material handling equipment for loading and unloading of cargo in
coordination with the surveyor
PC7. inform clients on updates regarding duration of shipment, transfers or
regulations affecting shipments and receive their confirmation


Plan and arrange for
cargo export and
trans-shipment
To be competent, the user/ individual must be able to:
PC8. prepare schedule for cargo movement from the supplier destination
PC9. collect and verify details of any specific packaging requirements as per nature
of goods


PC10. plan appropriate route for shipping considering transit requirements and
estimate the transit time
PC11. check if documents of transport provider are in order, inform in case of issues
to both supervisor and transporter
PC12. arrange for the entry pass for the transporter
PC13. take necessary precautions and care when handling dangerous and special
goods


PC14. arrange for material handling equipment as required
PC15. inform clients on transit duration, transfers or regulations affecting
shipments, etc. and receive their confirmation
PC16. consolidate cargo destined to common destination to minimize cost

PC17. arrange necessary documents for the admission of cargo in the freight
station, post customs clearance procedures, etc.


Knowledge and Understanding (K)
A. Organizational
Context
(Knowledge of the
company /
organization and
its processes)


The individual on the job needs to know :
KA1. organisational procedures
KA2. company’s customer accounts
KA3. organization’s fee and charges structure
KA4. paperwork required before handling cargo


KA5. organization’s contacts with customs office
KA6. organization’s policy of data maintenance, recording and handling
KA7. company’s material movement policy
KA8. reporting structure
KA9. department hierarchy


KA10. relevant safety and security procedures
B. Technical
Knowledge
The individual on the job needs to know :
KB1. details of the transport availability in different routes
KB2. charges and cost aspects of different transportation methods
KB3. how to provide shipment status notification to exporters, consignees, or
insurers


KB4. usage of computer for electronic documentation of information
KB5. different types of cargo exported, their eligibility of duty free and
documentation requirement
KB6. different airline/ shipping line available for different routes
KB7. transit rules and regulations


KB8. nature of the products transported and the variances in their characteristics
KB9. packaging methods and procedures for gate passes
KB10. special requirements, guidelines and operational procedures involved when
handling special cargo such as livestock, food, medical supplies, etc. handling
of dangerous and special goods, material handling procedure, etc.


Skills (S)
A. Core Skills/
Generic Skills
Reading Skills
The user/individual on the job needs to know how to read:
SA1. schedule and plan for cargo movement
SA2. regulatory requirement regarding gate pass, goods handling, etc.
SA3. instructions and conditions during cargo movement
SA4. regulatory requirement associated with customs clearance


Writing Skills
The user/individual on the job needs to know how to:
SA5. make daily gate passes and entry passes
SA6. make daily reporting regarding different transports
SA7. maintain the record of cargo movement as per company’s policies


Oral Communication (Listening and Speaking skills)
The user/individual on the job needs to know how to:
SA8. listen to the requirements of the supervisor, customs officials and other