New job Data Admin Agent - Clearance in Karnataka

Data Admin Agent - Clearance

Company : DHL Express
Salary : Details not provided
Location : Karnataka

Full Description


India-Karnataka-Bangalore | Full-time | Permanent | Shift

Role Profile

Organisational Background Information

BMR title / Role title

Data Administration Agent (DAA)

Corporate Division


Business Division


Business Unit


Overall Role Purpose

  • Prepare shipment records (or files) for customs clearance entry by ensuring that the information available in the shipment record reflects the available data to DHL (in DHL systems, including CIA images, and Customer Database Records).
  • Assist with general administrative duties related to customs clearance such as the printing, collation, distribution and filing of customs clearance-related documentation.

Reports to

Customs Clearance Supervisor


Scope of Role

Budgeted T/O in m or bn €


Number of countries covered [year]

No. Of FTEs


Direct/Indirect/Dotted Lin reports [year]

Size of budget or assets
in m or bn €

Expected profit of business in m or bn €

Other relevant dimension

Other relevant dimension


Key activities

Overall goals / Typical measures




Customs Clearance Supervisor

  • Assist in administrative duties within the clearance department such as the printing, collation and distribution of the required customs documentation needed for lodgment of a customs entry.
  • Assist in the collation of the necessary documents for BTO shipments to facilitate smooth handover of the documents to the appointed broker

Achieve the agreed KPI

  • COA
  • BOS
  • % of over 72 hrs





Data Administration

  • Validate and if needed, correct the data elements in the shipment records to ensure that the data elements in the records are in accordance to the approved format and structure acceptable to the regulatory agencies and systems.
  • Verify and if needed, correct the shipment details in the shipment record to ensure that the information in the shipment records are in accordance to the information available in commercial documents provided by the customer and/or customer instructions available in DHL’s Customer Database Records

Note: In relation to the task stated above, the DAA will ensure that multi-commodities in a shipment are recorded in the shipment record. The DAA will verify the actual number of shipment commodities from the commercial documents available in the shipment.

  • If a shipment record is not available (example over-landed shipments), the DAA will assist to create an initial shipment record (or file) for the over-landed shipment using the commercial documents available on the physical shipment
  • Following the successful conclusion of the ‘cleansing” of shipment records, the DAA will if required, assign the shipment records according to the declaration modes and distribute these records to the appropriate parties in the clearance department for follow-on work in the clearance work cycle. {This task may be automated in some locations}
  • For shipment records which cannot be “cleansed” due to inadequate or insufficient information available, or have been identified as requiring special handling/treatment, e.g P & R, the DAA will assign these to the Clearance Support Group for further investigation and resolution.
  • Perform filing and archiving of customs documents for shipments that have been cleared by DHL
  • Perform co-ordination duties within the clearance department as assigned by the duty supervisor, and/or between the clearance department and other DHL departments (e.g. between the clearance department and NCG, or warehouse operations or the accounting department ) and/or external agencies (e.g. between Customs and the DHL clearance department)

Achieve the agreed KPI

  • COA
  • BOS
  • % of over 72 hrs

People - Management

  • Incumbent has no direct reports and authority over country line and functional personnel. Nevertheless he/she must be able to demonstrate ability to influence decisions/actions through provision of value-added inputs into the organisation’s business processes.
  • Act as a mentor for the trainees/ Government Apprentices/ Probationers and train them.
  • Impart First Aid training to the employees.
  • Conduct refresher course for the employees.
  • Imparting on-the-job training to new comers, trainees/ apprentices, evaluating their progress during the training period and recommending – for probation or termination – based on performance.
  • Recommending leave for the trainees/ apprentices/ probationers.
  • Performance appraisal/ recommending salary increase of the trainees/ probationers.
  • Selection of trainees/ apprentices, assessing the candidature and recommending .

  • Informal influence to enable improvement and change within the organisation

Skills / Qualifications

Key capabilities

  • Software skills (Word, Excel, PowerPoint, etc.)
  • Communication skills (English), spoken and written

Competency segment ‘Business’

Analysis: Breaks down a problem, situation or process into its component parts, separates the main issues from side-issues, understands the nature of parts and their relationship to one another. Seeks out and critically evaluates both numerical and narrative information. Draws accurate conclusions.

Planning & Organizing: Sets clear and realistic goals and objectives. Establishes a course of action and a sequence of steps to ensure that activities and objectives are efficiently achieved. Is structured with good personal organization. Schedules time effectively and uses efficient work methods and tools.

Decision Making: Makes timely and appropriate choices based on accurate analysis and experience. Uses sound judgment even in conditions of uncertainty. Anticipates impact of decisions and plans how to manage risk.

Results Orientation: Continually seeks to accomplish critical tasks with measurable results. Overcomes obstacles and makes adjustments to achieve results. Focuses self and others to achieve targets aligned with business goals.

Competency segment ‘Leadership’

Teamwork: Works cooperatively with others to achieve target and objectives. Accomplishes own tasks in support of team goals and actively offers to help colleagues. Supports group decisions.

Competency segment ‘Personal’

Accountability: Acts responsibly. Can be counted on to keep commitments. Complies with the intent of policies, procedures and agreements. Builds others' trust in own professionalism, integrity, expertise and ability to get results.

Communication: Provides both verbal and written information in a timely, clear and concise manner. Expresses ideas effectively, adjusting style, tools and mode to the needs of others. Listens attentively, and summarizes or asks questions, when needed, to clarify information.

Self Management: Remains calm, objective and controlled in responding to urgent or demanding situations. Maintains effective performance under pressure. Stays positive.

Expected years of experience


N/A (entry level job)

Expected Educational Qualifications

Completed High School Education

Career/ Role Development

Expected next roles

Classification Agent

Expected Educational Qualifications

Completed High School Education

Posting Legal Entity DHL Express India Pvt. Ltd.

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