Documentation Executive
Recruit Finds
Nairobi, Kenya
Job summary
Documentation Executive (Nairobi) at Airflo Limited
About this role
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Export Documentation Officer
Job Type: Full Time
Qualification: Diploma in Customs Administration or Freight Logistics; Certificate in Air Cargo; Certificate in Integrated Customs Management System
Experience: Not specified
Location: Not specified
Job Field: Logistics / Customs / Export Operations
Job Description
Receive, review and process export and customs documentation, including C17 forms, HCDs, HAWBs, flight documents, EUR1, COMESA, COO and other relevant certificates.
Cross-check shipment documents and cargo information to ensure they correspond accurately with physical consignments and system records.
Identify missing, incomplete or inaccurate information and follow up with the relevant parties for prompt correction.
Enter, update and maintain export and customs records in CargoWise and other designated systems.
Prepare phytosanitary certificate applications through the KEPHIS IEICS platform, confirm S-Numbers, print invoices and coordinate collection of approved certificates.
Arrange and coordinate KEPHIS cargo inspections and communicate any rejected shipments or inspection issues to the appropriate stakeholders.
Work with relevant parties to resolve concerns raised by KEPHIS and KRA.
Coordinate the advance release of cargo at customs sheds and ensure flight documentation reaches the relevant Ground Handling Agents (GHAs) at the cargo exit point.
Manage the Blue Folder cage and ensure customer documentation is returned to the respective farms within the required timelines.
Process KRA concession fee payments and submit C17 reports as required.
Review and verify GHA invoices to facilitate accurate billing.
Maintain organised and complete documentation for audits, claims, investigations and future reference.
Monitor export documentation processes and immediately escalate discrepancies, irregularities or delays that could affect shipment clearance and movement.
Compile and circulate daily, weekly and monthly operational reports.
Keep the Account Management Tool updated with documentation-related challenges, follow-up actions and corrective measures.
Follow all applicable standard operating procedures and undertake any additional responsibilities assigned by the Team Lead or Management.
Requirements
Diploma in Customs Administration, Freight Logistics or a related field.
Certificate in Air Cargo.
Certificate in Integrated Customs Management System.
KCSE qualification with a minimum grade of C+.
Good understanding of export regulations and customs procedures.
Strong ability to organise work, set priorities and perform effectively under pressure.
Excellent communication and interpersonal skills.
Ability to work collaboratively as part of a team.
Strong attention to detail and accuracy when handling documentation.
Additional training or qualifications in a relevant commercial or aviation field will be an added advantage, particularly training focused on export documentation.