Position Description

Job Title: Border Documentation Clerk

Reports To: Supervisor

Division: Operations

Location: Mutukula/Malaba/Busia

Interacts/Interfaces with:

Internal: Supervisor, Border Clerk, Border Clearance Clerk, Operations, Customer Service, Finance and Management.

External: Clients, clearing agents, transporters, drivers, customs authorities and other relevant stakeholders.

Job Purpose

To coordinate, prepare, verify, track and maintain documentation required for efficient cross-border cargo clearance, while supporting the Border Clerk and Border Clearance Clerk to ensure complete and accurate documents are available in a timely manner.

Key Duties and Responsibilities

• Receive and review shipping and clearance documents for cross-border shipments.
• Verify documents for completeness, accuracy and consistency before forwarding them for processing or clearance.
• Prepare and organize documentation required for customs and border clearance.
• Coordinate with the Border Clerk and Border Clearance Clerk at the respective border stations to ensure documentation is available before truck arrival.
• Maintain an updated tracker of all shipments and their documentation and clearance status.
• Identify missing or incorrect documents and follow up with internal teams, clients, agents, transporters or drivers for correction.
• Ensure relevant documents are shared with the respective border station promptly.
• Monitor documentation progress for active shipments and follow up on outstanding requirements.
• Maintain proper electronic and physical filing of shipment and clearance documents.
• Ensure proof of clearance and supporting documents are received and filed after completion of each shipment.
• Reconcile completed shipments against the documentation and clearance tracker.
• Provide daily updates on shipments awaiting documentation, ready for clearance, under clearance and completed.
• Escalate documentation issues that may cause delays, penalties, storage charges or disruption to cargo movement.
• Coordinate closely with Operations and Customer Service to support accurate shipment status updates.
• Ensure company and client documentation is handled securely and confidentially.
• Maintain document control standards and ensure records are readily retrievable for operational, client or audit requirements.
• Comply with company SOPs, customs requirements and applicable regulatory requirements.
• Perform any other related duties assigned by the Supervisor or Management.

Key Performance Indicators

• Accuracy and completeness of documentation submitted for clearance.
• Percentage of shipments with complete documentation before arrival at the border.
• Number of documentation-related clearance delays.
• Timeliness of document preparation, sharing and follow-up.
• Accuracy and completeness of shipment documentation trackers.
• Completeness and retrievability of shipment files.
• Timeliness and accuracy of daily operational reports.
• Compliance with document control and confidentiality requirements.

Person Specification

Education, Training, Skills & Experience:

Qualification

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

Experience:

• Relevant experience in logistics documentation, customs clearance, freight forwarding or transport operations.
• Good understanding of import, export and transit documentation.
• Familiarity with customs documentation and relevant customs systems is an advantage.
• Good knowledge of Microsoft Excel, Word and email.

Behavioural Competencies

• Excellent attention to detail.
• Strong documentation and record-management skills.
• Good organizational and time-management skills.
• Strong follow-up and coordination ability.
• Ability to identify documentation discrepancies.
• Good written and verbal communication skills.
• Ability to work under pressure and manage multiple shipments simultaneously.
• High level of confidentiality and integrity.
• Strong teamwork and interpersonal skills.

• Receive and review shipping and clearance documents for cross-border shipments.
• Verify documents for completeness, accuracy and consistency before forwarding them for processing or clearance.
• Prepare and organize documentation required for customs and border clearance.
• Coordinate with the Border Clerk and Border Clearance Clerk at the respective border stations to ensure documentation is available before truck arrival.
• Maintain an updated tracker of all shipments and their documentation and clearance status.
• Identify missing or incorrect documents and follow up with internal teams, clients, agents, transporters or drivers for correction.
• Ensure relevant documents are shared with the respective border station promptly.
• Monitor documentation progress for active shipments and follow up on outstanding requirements.
• Maintain proper electronic and physical filing of shipment and clearance documents.
• Ensure proof of clearance and supporting documents are received and filed after completion of each shipment.
• Reconcile completed shipments against the documentation and clearance tracker.
• Provide daily updates on shipments awaiting documentation, ready for clearance, under clearance and completed.
• Escalate documentation issues that may cause delays, penalties, storage charges or disruption to cargo movement.
• Coordinate closely with Operations and Customer Service to support accurate shipment status updates.
• Ensure company and client documentation is handled securely and confidentially.
• Maintain document control standards and ensure records are readily retrievable for operational, client or audit requirements.
• Comply with company SOPs, customs requirements and applicable regulatory requirements.
• Perform any other related duties assigned by the Supervisor or Management.

• Excellent attention to detail.
• Strong documentation and record-management skills.
• Good organizational and time-management skills.
• Strong follow-up and coordination ability.
• Ability to identify documentation discrepancies.
• Good written and verbal communication skills.
• Ability to work under pressure and manage multiple shipments simultaneously.
• High level of confidentiality and integrity.
• Strong teamwork and interpersonal skills.
• Good knowledge of Microsoft Excel, Word and email.

• Diploma or Certificate in Clearing & Forwarding, Logistics, Supply Chain Management, Customs Administration or a related field.
• Relevant experience in logistics documentation, customs clearance, freight forwarding or transport operations.
• Good understanding of import, export and transit documentation.
• Familiarity with customs documentation and relevant customs systems is an advantage.