Documentation Coordinator
Vacancy at a glance
- Employer
- Not provided in listing
- Location
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- Pay or stipend
- Not provided in listing
- Closing date
- Not provided in listing
These details come from the listing data. Confirm them on the original advert before applying. An unspecified detail has not been verified and should not be assumed.
Overview
Coordinate end-to-end air and sea freight documentation, including bookings, shipment registration, MAWB/HAWB, bills of lading, manifests, export entries, permits, and document handover. Monitor team productivity, completion rates, individual performance, and operational efficiency against set targets. Conduct daily documentation audits to ensure first-time accuracy, timely flight finalization, and compliance with operational requirements. Ensure accurate customs declarations, HCDs, C17s, phytosanitary certificates, certificates of origin, and other regulatory documents. Align documentation with CW1 bookings, inspections, QC, cargo build-up, airline cut-offs, customs clearance, and timely shipment release. Coordinate with Operations, Customer Service, airlines, GHAs, clearing agents, customers, overseas offices, KRA, KEPHIS, and other regulators. Manage client documentation, HAWB generation, revisions, queries, complaints, client visits, and follow-up plans to improve satisfaction and retention. Maintain accurate electronic and physical records for audits, claims, and client inquiries while monitoring turnaround times and operational performance. Develop and enforce documentation SOPs and quick reference guides across air freight, sea freight, and SQL reporting support to ensure consistency, efficiency, and regulatory compliance.
Requirements
- Experience communicating in diverse cultural or work environments preferred.
- Fluent in both written and spoken English and Kiswahili.
- Must be comfortable explaining complex technical & procedural requirements in straightforward language.
- Degree in Export Documentation or any other related field.
- Possession of a Diploma in IATA Forwarding and Customer relation course is an added advantage.
- Hands-on experience of at least two (2) years and above.
- Possession of a driving license is an added advantage.
- Good knowledge of Microsoft® Office Software (Excel®, Word, PowerPoint® and others).
- KRA system knowledge in freight forwarding and logistics.
- Familiarity with customs, KEPHIS, and cold chain regulations affecting perishables exports by sea.
- Ability to anticipate customer needs, offer value-added logistics solutions, and maintain high service levels.
- Hands-on experience with logistics systems (e.g., Cargo wise) as well as constant audits, and operational standardization.
- Risk & Operational Control – identifying exposure, compliance gaps, and implementing mitigation actions.
- Performance Management & KPI Reporting – SQL frameworks, reporting accuracy, and data interpretation.
- Knowledge on how air/ocean/logistics/Supply Chain Management field.
Responsibilities
- Coordinate end-to-end air and sea freight documentation.
- Monitor team productivity and operational efficiency.
- Conduct daily documentation audits.
- Ensure accurate customs declarations and regulatory documents.
- Align documentation with bookings and customs clearance.
- Coordinate with various stakeholders.
- Manage client documentation and improve customer satisfaction.
- Maintain accurate records for audits and inquiries.
- Develop and enforce documentation SOPs.
How to apply
Application checklist and CV advice
SpanSam application guidance — these tips supplement the original advert; they are not additional employer requirements.
For Documentation Coordinator, compare your qualifications and experience with each requirement in the original listing. Identify the examples from your work, studies or volunteering that demonstrate your suitability. State your actual responsibilities and achievements clearly; do not add skills or experience you cannot support.
Check the submission instructions
Use the application route shown above and confirm that the vacancy is still open on the original source. Check the closing date, location, reference number and any requested document format before submitting. If a detail is missing here, consult the employer’s advert rather than assuming it is optional.
Prepare the documents requested
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Check the opportunity-specific conditions
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Explain how your experience fits
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