Documentation Executive (Nairobi)

Description

• Receive, verify and process export and customs documentation, including C17, HCD, HAWBs, flight documents, EUR1, COMESA, COO and other certificates.
  
• Ensure all required documents and shipment details are accurate and consistent with the physical cargo and system records; promptly follow up on missing or incorrect information.
  
• Update and maintain export and customs information in CargoWise and other relevant systems.
  
• Prepare and submit Phytosanitary applications through KEPHIS IEICS, verify S-Numbers, print invoices and coordinate certificate collection.
  
• Coordinate KEPHIS inspections, communicate rejections and address KEPHIS/KRA concerns with relevant stakeholders.
  
• Coordinate prior cargo release at customs sheds and dispatch flight documentation to respective GHAs at the point of exit.
  
• Manage the Blue Folder cage and ensure timely return of customer files to farms.
  
• Process KRA concession fee payments, submit C17 reports and verify GHA invoices to support billing.
  
• Maintain accurate filing and records for audits, claims and future reference.
  
• Monitor and promptly escalate documentation discrepancies, irregularities and delays affecting export processes.
  
• Generate and distribute daily, weekly and monthly reports and update the Account Management Tool on documentation issues and corrective actions.
  
• Ensure compliance with established SOPs and perform other duties assigned by the Team Lead or Management.
  

Requirements

• Knowledge of Export Regulations and procedures
  
• Setting priorities and Ability to Work Under Pressure
  
• Good communicator and Team player
  
• Attention to detail
  
• Diploma in Customs Administration or Freight Logistics
  
• Certificate in Air Cargo
  
• Certificate in Integrated Customs Management System
  
• Further training on/Possession in any relevant commercial course/aviation course (Preferably export documentation) will be an added advantage
  
• “O” Level (KCSE C+)