Position Description

Job Title: Border Clerk

Reports To: Border Documentation Clerk

Division: Operations

Location: Assigned Border Station

Supervises:

• Direct : None
• Indirect: None

Interacts/Interfaces with:

• Internal: Border Documentation Clerk, Border Clearance Clerk, Operations and Customer Service.
• External: Drivers, transporters, clearing agents and relevant border stakeholders.

Activities:

Job Purpose

To support the efficient movement of trucks and cargo through the assigned border station by coordinating drivers, documents and day-to-day border activities, monitoring truck movements and providing timely operational updates.

Key Duties and Responsibilities

• Monitor and record the arrival and departure of trucks at the border station.
• Receive documents from drivers and verify that the required documents have been provided before forwarding them for processing.
• Coordinate the physical movement and handover of documents between drivers, the Border Documentation Clerk, Border Clearance Clerk and other relevant parties.
• Liaise with drivers to obtain information or documentation required to facilitate border processing.
• Track trucks awaiting clearance and maintain an updated truck movement and status register.
• Follow up on the progress of trucks undergoing border formalities and provide regular status updates.
• Immediately report delays, missing documents, truck-related issues or other operational challenges to the Border Documentation Clerk.
• Coordinate with the Border Clearance Clerk on the status of trucks undergoing customs clearance.
• Ensure drivers are informed promptly once clearance formalities are completed and provide guidance on the next operational step.
• Maintain accurate records of trucks received, cleared, pending and dispatched from the border.
• Provide daily reports on truck movements, pending trucks and reasons for any delays.
• Support the retrieval, scanning, filing and transmission of border and shipment documents as required.
• Maintain proper custody and confidentiality of company and client documents.
• Maintain professional working relationships with drivers, transporters, clearing agents and relevant border stakeholders.
• Comply with company operational procedures, safety requirements and applicable border regulations.
• Perform any other related operational duties assigned by the supervisor or management.

Key Performance Indicators

• Accuracy of daily truck movement records.
• Timeliness of truck status updates.
• Timely submission and movement of documents.
• Accuracy and completeness of border reports.
• Timely escalation of operational issues and delays.
• Reduction in avoidable delays caused by poor coordination.
• Proper maintenance and custody of shipment documentation.

Person Specification

Education, Training, Skills & Experience:

Qualification

• Certificate or Diploma in Logistics, Clearing & Forwarding, Supply Chain Management, Business Administration or a related field.

Experience:

• Previous experience in border, transport, logistics or clearing and forwarding operations is an advantage.
• Good computer skills, including Microsoft Excel, Word and email.
• Basic understanding of border and cargo clearance processes.

Behavioural Competencies

• Attention to detail.
• Strong communication and coordination skills.
• Good record-keeping and reporting ability.
• Strong follow-up and problem-solving skills.
• Integrity and confidentiality.
• Teamwork and interpersonal skills.
• Ability to work under pressure.
• Willingness to work flexible hours depending on truck movements and operational requirements.

• Monitor and record the arrival and departure of trucks at the border station.
• Receive documents from drivers and verify that the required documents have been provided before forwarding them for processing.
• Coordinate the physical movement and handover of documents between drivers, the Border Documentation Clerk, Border Clearance Clerk and other relevant parties.
• Liaise with drivers to obtain information or documentation required to facilitate border processing.
• Track trucks awaiting clearance and maintain an updated truck movement and status register.
• Follow up on the progress of trucks undergoing border formalities and provide regular status updates.
• Immediately report delays, missing documents, truck-related issues or other operational challenges to the Border Documentation Clerk.
• Coordinate with the Border Clearance Clerk on the status of trucks undergoing customs clearance.
• Ensure drivers are informed promptly once clearance formalities are completed and provide guidance on the next operational step.
• Maintain accurate records of trucks received, cleared, pending and dispatched from the border.
• Provide daily reports on truck movements, pending trucks and reasons for any delays.
• Support the retrieval, scanning, filing and transmission of border and shipment documents as required.
• Maintain proper custody and confidentiality of company and client documents.
• Maintain professional working relationships with drivers, transporters, clearing agents and relevant border stakeholders.
• Comply with company operational procedures, safety requirements and applicable border regulations.
• Perform any other related operational duties assigned by the supervisor or management.

• Good computer skills, including Microsoft Excel, Word and email.
• Basic understanding of border and cargo clearance processes.
• Attention to detail.
• Strong communication and coordination skills.
• Good record-keeping and reporting ability.
• Strong follow-up and problem-solving skills.
• Integrity and confidentiality.
• Teamwork and interpersonal skills.
• Ability to work under pressure.
• Willingness to work flexible hours depending on truck movements and operational requirements.

• Certificate or Diploma in Logistics, Clearing & Forwarding, Supply Chain Management, Business Administration or a related field.
• Previous experience in border, transport, logistics or clearing and forwarding operations is an advantage.