Description

BORDER CLEARANCE CLERK

Position Description

Job Title: Border Clearance Clerk

Reports To: Border Documentation Clerk

Division: Operations

Location: Mutukula / Busia / Malaba

Supervises:

Direct : None

Indirect: None

Interacts/Interfaces with:

Internal: Border Documentation Clerk, Border Clerk, Operations, Customer Service and Management.

External: Customs authorities, border agencies, clearing agents, transporters, drivers and other relevant stakeholders.

Activities:

Job Purpose

To facilitate the timely and accurate customs and regulatory clearance of trucks and cargo at the assigned border station, ensuring all clearance requirements are completed efficiently and any issues affecting release are followed up and escalated promptly.

Key Duties and Responsibilities

• Coordinate and follow up the customs and regulatory clearance of trucks and cargo through the assigned border station.
• Liaise with customs authorities, clearing agents and other relevant border agencies to facilitate timely clearance.
• Receive and verify clearance documentation before processing.
• Ensure required customs and regulatory documentation is available and correctly completed.
• Follow up on customs entries, declarations, approvals, queries and releases.
• Monitor trucks undergoing clearance and keep the Border Documentation Clerk updated on progress.
• Immediately escalate customs queries, documentation discrepancies, system issues or other matters affecting clearance.
• Coordinate with the Border Clerk and drivers where additional information or documents are required.
• Ensure cleared trucks are released promptly and the relevant team is informed.
• Maintain accurate records of shipments processed and cleared through the assigned station.
• Update clearance trackers and provide daily status reports on cleared and pending trucks, including reasons for delays.
• Maintain professional working relationships with customs officials and other relevant government and regulatory agencies.
• Ensure company and client documentation is handled confidentially and securely.
• Comply with company SOPs, customs regulations, safety requirements and applicable laws.
• Perform any other operational duties assigned by the supervisor or management.

Key Performance Indicators

• Border clearance turnaround time.
• Number and percentage of trucks successfully cleared within required timelines.
• Accuracy and completeness of clearance documentation.
• Timeliness of follow-up on customs entries, queries and releases.
• Number of avoidable delays arising from clearance or follow-up gaps.
• Timely escalation and resolution of clearance issues.
• Accuracy of clearance records and daily reports.
• Compliance with customs regulations and company procedures.

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 customs clearance, border operations, freight forwarding or logistics operations.
• Knowledge of customs procedures and cross-border cargo clearance requirements.
• Experience working with customs systems and relevant government or regulatory platforms is an advantage.
• Good computer skills, particularly Microsoft Excel, Word and email.

Behavioural Competencies

• Strong attention to detail.
• Good understanding of border and customs clearance processes.
• Ability to work under pressure and meet operational timelines.
• Strong communication and coordination skills.
• Good record-keeping and reporting skills.
• Problem-solving and follow-up ability.
• High level of integrity and confidentiality.
• Ability to work independently with minimal supervision.
• Willingness to work flexible hours where operational requirements demand.

• Coordinate and follow up the customs and regulatory clearance of trucks and cargo through the assigned border station.
• Liaise with customs authorities, clearing agents and other relevant border agencies to facilitate timely clearance.
• Receive and verify clearance documentation before processing.
• Ensure required customs and regulatory documentation is available and correctly completed.
• Follow up on customs entries, declarations, approvals, queries and releases.
• Monitor trucks undergoing clearance and keep the Border Documentation Clerk updated on progress.
• Immediately escalate customs queries, documentation discrepancies, system issues or other matters affecting clearance.
• Coordinate with the Border Clerk and drivers where additional information or documents are required.
• Ensure cleared trucks are released promptly and the relevant team is informed.
• Maintain accurate records of shipments processed and cleared through the assigned station.
• Update clearance trackers and provide daily status reports on cleared and pending trucks, including reasons for delays.
• Maintain professional working relationships with customs officials and other relevant government and regulatory agencies.
• Ensure company and client documentation is handled confidentially and securely.
• Comply with company SOPs, customs regulations, safety requirements and applicable laws.
• Perform any other operational duties assigned by the supervisor or management.

• Strong attention to detail.
• Good understanding of border and customs clearance processes.
• Ability to work under pressure and meet operational timelines.
• Strong communication and coordination skills.
• Good record-keeping and reporting skills.
• Problem-solving and follow-up ability.
• High level of integrity and confidentiality.
• Ability to work independently with minimal supervision.
• Willingness to work flexible hours where operational requirements demand.
• Good computer skills, particularly Microsoft Excel, Word and email.

• Diploma or Certificate in Clearing & Forwarding, Logistics, Supply Chain Management, Customs Administration or a related field.
• Relevant experience in customs clearance, border operations, freight forwarding or logistics operations.
• Knowledge of customs procedures and cross-border cargo clearance requirements.
• Experience working with customs systems and relevant government or regulatory platforms is an advantage.