Job Title: Import and Regulatory Assistant

Designation: Import and Regulatory Assistant

Reports to: Regulatory Manager (Subject to Change)

Location: Baluwatar, Kathmandu, Nepal

Shift: Standard (09:00 AM to 05:00 PM) from Sunday to Friday

Position Overview:

The Import and Regulatory Assistant serve as the primary focal person bridging the Regulatory and Procurement departments to ensure seamless cross-border supply chain operations. The role is responsible for ensuring the compliant, legal, and timely import of products by managing documentation, coordinating directly with customs authorities, and aligning purchasing needs with regulatory mandates. The ideal candidate must be highly organized, detail-oriented, and adept at navigating government compliance and international trade procedures. 

Roles and Responsibilities

Departmental Liaison & Coordination 

• Act as the central point of contact between the Procurement and Regulatory departments to review and verify product compliance.

• Communicate regulatory updates, restricted item lists, or licensing changes to the Procurement team to mitigate supply chain risks.

• Coordinate with the logistics teams regarding shipment of arrival timelines and the status of regulatory clearances.

Import Documentation Management 

• Prepare, verify, and compile all necessary import-related documentation required by local and international authorities.

• Manage paperwork including Proforma Invoices (PI), Commercial Invoices (CI), Certificates of Origin (CoO), and other related documents.

• Secure and maintain critical quality compliance files, such as Certificates of Analysis (CoA) and product registration certificates.

Customs & Regulatory Compliance

• Coordinate with customs officials, and agents to facilitate swift cargo clearance.

• Ensure all imported items strictly comply with Nepal’s import policies, tariff classifications, and duty structures.

• Resolve customs queries, valuation disputes, or documentation discrepancies promptly to minimize demurrage and detention charges.

• Manage the application, renewal, and tracking required import licenses, permits, and quotas from relevant government bodies.

Procurement and Vendor Management

• Search for and check international suppliers to find the best quality and prices.

• Act as the primary point of contact for overseas vendors, maintaining consistent communication to build strong, long-term partnerships.

• Negotiate with international suppliers, focusing on securing favorable net payment terms to optimize company cash flow.

• Coordinate with vendors to monitor order status, production schedules, and shipping dates.

Shipment Tracking & Record Keeping 

Maintain a comprehensive tracking system for all incoming shipments, regulatory approvals, and custom clearance milestones.

• Archive digital and physical copies of all import files, customs declarations, and regulatory approvals for internal and external audit readiness.

Skills and Qualifications

• Bachelor's degree in business administration, Supply Chain Management, International Trade, or related field. 

• Prior experience is a plus. 

Competencies and Soft Skills 

• Strong communication skills.

• Proficiency in Microsoft Office. 

• Good organizational and multitasking abilities. 

• Attention to detail and problem-solving mindset. 

• Ability to work under pressure and meet deadlines. 

• Strong negotiation skills.

• Willingness to travel as required.

• Good working environment

• Good salary package

• Opportunity to growth

• Lunch

• SSF