Exports Documentation Analyst job at Q-Sourcing

Background

Q-Sourcing Limited trading as Q-Sourcing Servtec is a Manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan. Our client Volcafe Group, in the manufacturing sector (Coffee) Uganda, is looking for EXPORTS DOCUMENTATION ANALYST to work on site in Namanve.

The candidate awarded to this role will be coached and supported to excel on the delivery of all aspects of the logistics execution of the company, both inbound and outbound in line with company needs. This role contributes with the efficiency of our organization and management of our cash cycle, elements that have a direct impact on our return of the company. In the role, its essential that the candidate maintains and demonstrates a high integrity of system records; interest and discipline on logistics execution; ability to liaise and cooperate with internal stakeholders; demonstrates good ability to deliver regular reporting; ability to solve problems and escalate it; accordingly, its expected a very high degree of collaboration, curiosity, and collaboration with team members and service providers to delivery excellence in our KPI’s in different levels of complexity.

A great degree of integrity, dynamism, responsibility, and creativity is expected out of this role, with the aim to maximize company return though efficiency, service delivery and collaboration. This position is to be exposed to our business elements to ensure it’s able to handle a higher level of workload, complexity and reporting in the future.

Responsibilities and Duties

• Responsible to ensure all aspects of the contract execution assigned to you are performed, measure and monitored to deliver excellence in service to our customers on the fasters possible time to minimize our cash cycle and actively ask questions to understand the reasons behind the actions.
• Export documentation Preparation; Prepare shipping documentation i.e packing lists / Booking confirmations with the shipping line. Obtain and verify certificates of origin, phytosanitary certificates and coordinate exports declaration and customs documentation. Prepare shipping instruction for shipping line / Freight forwarder. Verify, Issue and dispatch of accurate documentation to customer on vessel sailing.
• Shipment Coordination; Coordinate with various teams (Warehouse, Quality, Trade) freight forwarders and shipping lines. Track container loading, dispatch, shipping and shipment documentation deadlines. Follow up for issuance and release of final bills of lading. Communication of shipment updates both to internal and external customers.
• Compliance and Quality control – In verifying export documentation meet destination requirements and are captured in accordance with the East Africa customs rules and regulations.
• Records Management and Reporting – Maintaining both electronic and physical records for every shipment. Update shipment registers and Documentation tracking systems. Prepare regular shipping update reports. Monitor Documentation Errors, shipment delays and outstanding certificates.
• Be a team player, demonstrates interest, be proactive and curious to understand the meaning of the actions and the rationale that should guide its priorities and focus. Seek actively the help of more senior team members, when necessary, inclusive from other departments to understand and deliver on the KPI’s and tasks assigned by the HOD.
• Ensure adequate records of all costs related to your shipments are understood and support on the control and reporting of the same.
• Ensure adequate support and collaboration on any tasks assigned by the Head of Logistics to accomplish goals and objectives of the department.

Qualifications and Requirements

• Graduate degree holder in Supply chain management, Logistics or Administration or related field desired; No need from previous logistics experience, the correct attitude, humility, communication, teamplay and demonstration of interest are the major determinants to select the desired candidate.
• Excellent communication skills in English and the ability to handle multiple tasks with attention to fine detail.
• Good Microsoft Teams, Word and Excel a plus is desired. Microsoft Lists experience desired.

• Responsible to ensure all aspects of the contract execution assigned to you are performed, measure and monitored to deliver excellence in service to our customers on the fasters possible time to minimize our cash cycle and actively ask questions to understand the reasons behind the actions.
• Export documentation Preparation; Prepare shipping documentation i.e packing lists / Booking confirmations with the shipping line. Obtain and verify certificates of origin, phytosanitary certificates and coordinate exports declaration and customs documentation. Prepare shipping instruction for shipping line / Freight forwarder. Verify, Issue and dispatch of accurate documentation to customer on vessel sailing.
• Shipment Coordination; Coordinate with various teams (Warehouse, Quality, Trade) freight forwarders and shipping lines. Track container loading, dispatch, shipping and shipment documentation deadlines. Follow up for issuance and release of final bills of lading. Communication of shipment updates both to internal and external customers.
• Compliance and Quality control – In verifying export documentation meet destination requirements and are captured in accordance with the East Africa customs rules and regulations.
• Records Management and Reporting – Maintaining both electronic and physical records for every shipment. Update shipment registers and Documentation tracking systems. Prepare regular shipping update reports. Monitor Documentation Errors, shipment delays and outstanding certificates.
• Be a team player, demonstrates interest, be proactive and curious to understand the meaning of the actions and the rationale that should guide its priorities and focus. Seek actively the help of more senior team members, when necessary, inclusive from other departments to understand and deliver on the KPI’s and tasks assigned by the HOD.
• Ensure adequate records of all costs related to your shipments are understood and support on the control and reporting of the same.
• Ensure adequate support and collaboration on any tasks assigned by the Head of Logistics to accomplish goals and objectives of the department.

• Excellent communication skills in English
• Ability to handle multiple tasks with attention to fine detail
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft Lists experience

• Graduate degree holder in Supply chain management, Logistics or Administration or related field desired
• No need from previous logistics experience, the correct attitude, humility, communication, teamplay and demonstration of interest are the major determinants to select the desired candidate.