Job Profile Netinvet_en

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



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)



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



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



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



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



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



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



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



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



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.

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Job Profile Netinvet_en