IDF Application and Follow-up: Prepare, submit, verify, and track Import Declaration Form (IDF) applications. Ensure the accuracy of importer and supplier details, cargo descriptions, HS codes, declared values, quantities, country of origin, and trade terms. Identify and resolve application discrepancies promptly.
Import Document Verification and Clearance Documentation: Review and organize Commercial Invoices, Packing Lists, Bills of Lading, Certificates of Origin (COO), Certificates of Conformity (COC), import permits, and other required documents. Cross-check cargo descriptions, HS codes, quantities, gross and net weights, declared values, country of origin, and consignee/consignor details to ensure consistency and compliance with KRA, KEBS, and other applicable regulatory requirements.
Sea Import Customs Clearance: Coordinate the end-to-end sea import clearance process, including submission and review of customs documentation, customs declarations, inspection arrangements, duty and tax verification, cargo release, container collection, transportation follow-up, and empty container returns.
ACD Verification and Discrepancy Resolution: Verify Advance Cargo Declaration (ACD) information and cross-check key details against the Shipping Declaration (SD), including declared values, net weights, HS codes, and cargo descriptions. Identify discrepancies and system-related issues, coordinate corrective actions, and prevent delays in customs clearance and cargo collection.
MCI Marine Cargo Insurance Applications: Prepare and submit Marine Cargo Insurance (MCI) applications in accordance with Kenyan import requirements. Verify Bills of Lading, Commercial Invoices, cargo values, and relevant trade information, and follow up on application status, insurance documentation, and system records.
Shipping Line Documentation and Payments: Follow up on vessel arrival notices, verify Bill of Lading details, and process Delivery Order (D/O) applications and releases. Verify destination charges, D/O fees, port-related charges, and other shipping line invoices. Submit payment requests through the OA system and follow up with Finance on payment and D/O release.
Container Detention Management and Waiver Applications: Monitor shipping line free time, detention charges, and empty container return deadlines. Identify potential overdue risks, prepare supporting documents, submit detention waiver applications to shipping lines, and follow up on approval outcomes.
Customs Duties, Taxes, and Payment Follow-up: Verify customs assessment notices, E-SLIP payment slips, duties, taxes, and penalties. Submit payment requests through the OA system and coordinate with Finance to ensure timely payment and avoid clearance delays.
Clearing Agent and Port Coordination: Coordinate with customs clearing agents, shipping lines, CFS/ICD operators, and relevant port parties. Follow up on inspections, cargo release, container collection, transfers, and empty container returns, resolving operational issues promptly.
Transportation and Cargo Delivery: Coordinate transportation according to clearance progress and monitor TMS transport orders, vehicle dispatch, cargo collection, and delivery. Handle operational exceptions such as overweight loads, vehicle breakdowns, accidents, and unloading delays.
Clearance Tracking and Document Filing: Maintain accurate records of IDF applications, ACD verification, MCI applications, customs declarations, tax payments, D/Os, detention charges, empty container returns, and transportation status. Properly archive IDF applications, Commercial Invoices, Packing Lists, Bills of Lading, COO, COC, customs entries, customs assessment notices, payment vouchers, cargo release documents, and empty container return confirmations to ensure complete and traceable records.
Cost Control and Agent Performance: Monitor customs clearance, shipping line, and port-related costs. Verify charge calculations and free-time arrangements, investigate additional costs and clearance delays, and support the evaluation of customs clearing agents' performance.
Regional Operational Support: Support import clearance operations in Kisumu, Kitale, and other locations as required, including IDF preparation, import document verification, customs declaration review, and customs duty payment follow-up.
Qualifications and Requirements
Diploma or bachelor's degree in International Trade, Logistics, Supply Chain Management, Customs Administration, or a related field preferred.
At least 3 years of practical experience in sea import customs clearance, freight forwarding, or port logistics. Hands-on experience at the Port of Mombasa is preferred.
Good working knowledge of Commercial Invoices, Packing Lists, Bills of Lading, COO, COC, IDF, ACD, SD, and customs entries, with the ability to identify inconsistencies across documents.
Experience verifying ACD and SD data, including declared values, net weights, HS codes, and cargo details, and resolving discrepancies.
Experience handling MCI marine cargo insurance applications, including document preparation, cargo value verification, and application follow-up.
Experience with shipping line D/O processing, destination charge verification, payment procedures, detention calculations, and waiver applications.
Familiarity with Kenyan customs and operational procedures involving KRA, KEBS, KPA, CFS, and ICD facilities. Experience with customs clearing companies or shipping line agents is an advantage.
Proficiency in Microsoft Excel and other office applications. Experience using iCMS, TMS, and OA systems is an advantage.
Good English communication, documentation review, data analysis, and coordination skills, with strong attention to detail, accountability, cost awareness, and problem-solving ability.
Preferred candidate backgrounds: Kenyan customs clearing companies, international freight forwarders, shipping line agencies, port logistics providers, and manufacturing companies with import operations.