The work of foreign trade voucher clerk runs through the whole process of the performance of import and export contracts. Documentary clerk, with the processing of foreign trade documents as the core, is an essential basic talent for foreign trade enterprises. Its work has the characteristics of large quantity, wide range, strong timeliness and high work requirements, and it should have basic conditions such as professional knowledge, professional skills and rigorous work attitude. The quality of witnesses directly affects the overall work quality of foreign trade enterprises, so it is necessary to understand commodity knowledge, strengthen coordination ability, enhance service awareness and cultivate team spirit, so as to continuously improve their own quality and comprehensively improve their comprehensive quality.
A document specialist refers to a person who handles the delivery, transportation, insurance, commodity inspection and foreign exchange settlement of goods with various documents applied in import and export business in foreign trade settlement business. Foreign trade voucher clerk is the basic talent for foreign trade enterprises to carry out business. His main work includes a series of business activities such as examining certificates, making documents, examining documents, submitting documents and filing, which runs through the whole process of the performance of import and export contracts.
First, the working characteristics of foreign trade voucher clerk
(a) a large area.
In China's foreign trade enterprises, the staffing of the foreign trade documents department is very limited, and a voucher clerk is often responsible for following up the business documents of several foreign trade salesmen, and handling multiple business documents with different progress at the same time in a limited time every day, which is very heavy. In the process of processing each ticket, the voucher clerk needs to complete communication and coordination with the salesman, merchandiser, finance department, customers, freight forwarders, customs brokers, banks and authorized institutions, which shows that it involves a wide range.
(2) Strong timeliness
The voucher clerk has strict requirements on time in every business operation link. Take the export letter of credit as an example, the vouchers need to review the letter of credit in time. If the letter of credit is found to be inconsistent with the contract, it should be returned to the issuing bank in the shortest time and requested to change the letter of credit; Because the letter of credit has specific requirements for the latest delivery date, it is necessary to rent a boat and book the shipping space in advance, master the customs clearance and sailing time, ensure timely delivery, make customs declaration materials and arrange customs declaration in time, and take into account the necessary commodity inspection time; After the goods are loaded, check the bill of lading as soon as possible and send a shipping notice to the importer; If a letter of credit requires a general certificate of origin or a GSP certificate of origin, it can be processed online before the shipment date. If the GSP certificate of origin is processed 7 days after the date of issuance of the bill of lading, it needs to be processed before it is issued, and the procedure is relatively troublesome; The date of issuance of the insurance policy shall not be earlier than the date of customs declaration or later than the date of issuance of the bill of lading; After all the original documents are complete and checked repeatedly, they should be submitted to the bank as soon as possible within the delivery period stipulated in the letter of credit. If there are discrepancies in the bank review, there will be remedial opportunities for communication and revision. Only by grasping the main thread of time can we prioritize and complete the document work efficiently.
(3) High job requirements
High-level foreign trade documents should not only ensure the quality and quantity of goods shipped on time, but also ensure the timely collection of foreign exchange, so the requirements for document makers are very high. A foreign trade voucher clerk not only needs solid theoretical knowledge of international trade and professional knowledge of foreign languages, but also needs good communication and coordination skills, a high sense of responsibility and a rigorous work attitude, and can constantly improve and perfect the skills of making documents and have the ability to handle various documents independently.
Second, the role of foreign trade vouchers and the status quo of posts and personnel
(A) the role of foreign trade vouchers The biggest feature of foreign trade is document trading.
Making a set of qualified documents is a key work in foreign trade practice. In the process of international trade implementation, contracts, orders, customs declaration, inspection, transportation, warehousing, banking, insurance and other links are all completed through various documents and vouchers. Documents are so important that there is a position called "what" in foreign trade secondary school. Vouchers? . In the past, in order to save costs, some small and medium-sized foreign trade enterprises handed over the documents to salesmen or financial departments for production. Due to the lack of professional document knowledge, the documents often did not match, which directly affected the timely and safe collection of foreign exchange by foreign trade enterprises. More and more foreign trade enterprises realize the importance of setting up posts and appointing people in the document link. The appearance of voucher clerk is the concrete embodiment of the division of labor in foreign trade industry, which draws a clear line between the rights and responsibilities of various positions in foreign trade enterprises and makes the complex foreign trade process simple and standardized.
(II) Status of Foreign Trade Documentary Posts and Personnel Due to the recession and the spreading subprime mortgage crisis in the United States, as well as the impact of multiple factors at home and abroad, such as the appreciation of the RMB and the reduction of the export tax rebate rate, China's foreign trade showed a downward trend in 2008, and some foreign trade enterprises experienced factory staff reduction and production reduction.
However, in this global economic crisis, China's economic performance is better than that of ordinary countries. The trade volume decreased by 17% in 2009, which is better than the level predicted by industry experts that the world trade volume decreased by more than 30% in 2009. China became the largest exporter in the world in 2009, accounting for more than 9% of the global export share. Therefore, the demand for foreign trade talents will further increase, especially the certificate clerk. According to the statistics of relevant departments, the demand for international business documents talents in Guangdong Province has reached more than 200,000, that in Zhejiang Province has reached 6.5438+0.5 million, that in Shanghai has reached 20.65438+0.5 million, and that in Jiangsu Province has reached 6.5438+0.7 million. It can be seen that the shortage of talents in witness positions is quite prominent.
The operation skills of witnesses are directly related to the timeliness and success or failure of foreign trade settlement, which requires a higher occupation. Most of the existing employees are found by themselves in the actual file operation process, and many of them are enterprise traditions. Mentoring? In this mode, people who enter the role lack systematic learning of document knowledge, and enterprises rarely provide training opportunities, so the level of document production in some enterprises is low, resulting in unnecessary economic losses. In recent years, the qualification certificate of international business certificate has been recognized by more and more employers and favored by job seekers, but less than 10% of the existing employees have received professional training and hold the professional certificate. The overall quality of the foreign trade documents team needs to be improved urgently.
Three, foreign trade documents should have the basic conditions.
With the rapid growth of enterprises with export autonomy in China, the demand for foreign trade certificates is increasing. However, some enterprises hire some non-professionals in a hurry when they can't recruit professional witnesses, which increases the risk coefficient of enterprises. The post of foreign trade documents shall meet the following basic conditions:
(1) professional knowledge? Know what to do.
The witness must master the systematic knowledge of foreign trade, documents and foreign languages, and be good at learning and updating knowledge. On the basis of solid foreign trade professional knowledge, it is necessary to clarify the operation process of the enterprise, understand the product knowledge and production process, and master the policies and documentary habits of the freight forwarding market and some trading countries or regions. Rich professional knowledge and wide coverage are prerequisites for becoming an excellent witness.
(2) professional skills? Know what to do.
A witness needs strong practical ability, and the quality of documents is a direct reflection of measuring a witness's professional ability. In the actual operation of foreign trade documents, the voucher clerk needs to have good communication skills, master the application skills of English, computer and communication tools in an all-round way, constantly learn business, improve the preparation skills of documents and reduce the error rate of documents.
(3) Work attitude? Know how to do it well
Documentary work requires patient and meticulous work and a strong sense of responsibility. Many voucher clerks make mistakes in making vouchers? Pay for classes? Experience, in the process of making documents, avoid carelessness and be eager for success. In the face of mistakes or difficulties, we need to adjust our mentality, look straight, be brave in taking mistakes and actively solve problems. If you don't have a strict work attitude, you will make mistakes repeatedly. We should be good at time management, be diligent in filing records, pay attention to coordination and communication, be able to constantly think and sum up at work, and develop good work habits. These are all necessary conditions for high-quality foreign trade documents.
Fourthly, the cultivation of the quality of foreign trade documents.
(A) to understand commodity knowledge
As a witness, it is impossible to have a comprehensive understanding of products, accessories and production processes like merchandisers and buyers. However, if the witness ignores the product knowledge and is not familiar with the types, specifications, materials and packaging of import and export goods, it will be impossible to strictly distinguish different goods items, which will lead to inaccurate HS coding and directly affect the customs clearance speed. Therefore, foreign trade documents should have not only professional knowledge of international trade, but also corresponding commodity knowledge. In daily work, you can go to the factory production line to understand the production process, and learn and fully understand the product-related knowledge from relevant personnel through sample analysis.
(B) to strengthen coordination capabilities
Because the work of the voucher clerk involves a wide range, whether it can communicate and coordinate effectively will directly affect the smooth development of the documentary work. Internally, the voucher clerk must have a harmonious relationship with salesmen, factory merchandisers, finance and customers, and calmly handle, resolve and eliminate all kinds of contradictions in the work in time. Experienced vouchers will find that from the end of September to the 11 th holiday, the booking of space on some routes is very tight, and space is often not available. On the one hand, the voucher clerk should master the information of routes, schedules and freight rates of many shipping companies in order to book the shipping space in advance and ensure the shipping space; On the other hand, we should remind salesmen and customers as early as possible, avoid the peak period without affecting the delivery time of buyers and sellers, and make preparations for early or delayed delivery in advance, just in case. Only by being good at communication and coordination can we reach an understanding with salesmen, customers, factories and other related personnel. Externally, the voucher clerk needs to work closely with freight forwarders, commodity inspection, insurance companies, banks and other relevant departments. Often communicate with freight forwarders and shipping company personnel, you can master the latest shipping schedule and freight information, and find a partner with great price advantage through comparison. When preparing documents according to the requirements of the letter of credit, I have the opportunity to deal with the auditors of the bank and communicate more in business dealings. The bank auditor is the best teacher of the voucher clerk.
(C) enhance service awareness
Witnesses are busy with freight forwarders and shipping companies almost every day, and should be good at accumulating certain business resources at ordinary times. When salesmen and customers need freight information, they can timely and accurately quote the freight and shipping schedule, and it is best to provide more choices for customers to satisfy them. After the goods are loaded, the shipping notice should be sent to the customer in time, but usually the estimated arrival time is given at this time, which needs to be tracked and updated continuously, and the latest transportation information of the goods should be reflected to the customer, and the customer should be reminded again a few days before the goods arrive in Hong Kong. By providing customers with the best service from every tiny detail.
(D) cultivate team spirit
Foreign trade enterprises all hope to build a foreign trade professional team with good ideological quality, strong business ability and ability to fight tough battles. Documentary work is not formal and closed. In addition to completing their own work, they should also communicate with relevant functional departments and have a basic understanding of their organizational structure and functions. In this way, you will consider the overall situation and realize the importance of documentary work to other departments and the whole company. Once there is a problem in the file link, it will have a chain reaction and affect the overall situation. In the work, we should cultivate our overall view step by step, learn to cooperate with others, be good at mobilizing the enthusiasm and creativity of others, and fully rely on the collective strength to ensure the accurate and efficient operation of all business processes. In a word, even an old voucher clerk with many years of experience in making documents can't guarantee that all documents are made correctly. On the one hand, document personnel need to develop the habit of self-correction and strictly control each document they produce. On the other hand, colleagues in the documents department can review documents with each other and reduce the risk of enterprises through cross-review. Enterprises should also regularly train their employees to steadily improve the level of document preparation and foreign exchange settlement.