Documentation Coordinator at Airflo Limited

Airflo Limited is seeking to fill in the position of a Documentation Coordinator, to be based in our facility at JKIA, Nairobi. In this role, the position holder will be reporting to the Documentation Manager and will perform the following amongst other responsibilities:-
Overall purpose of the position

• To Steer leadership within documentation department by Ensuring that documentation tasks are executed correctly with all necessary detail and timely; Shipment booking and planning, shipment registration and verification.

Key Tasks

• Allocate task and ensure deadlines and targets are met
• Effectively and efficiently allocate the manpower consistent with workload. Training and motivating staff in their tasks and assist where needed
• Monitor and appraise daily KPI and shipment targets across all functions withing documentation
• Plan and confirm with operations the shipment delivery, Plant Health Inspection and QC status and prioritize the tasks to their team to ensure the efficient completion of the documentation process they are currently supervising is carried out within set time lines
• Plan and confirm the accuracy of all the necessary shipment documents at the various stages of documentation; acceptance, registration, preparation and processing as well as shipment manifesting, production of the HAWB, Customs entry registration, Pallet build up and MAWBS.
• To ensure that all shipment flight documents (AWB, Manifests. Weight Docket) corresponds with the actual pallet/ULD weights and communicates the same with Operations, the airline and/or their GHA to ensure the completion is carried out within set time lines.
• To ensure that all payments are done on time and updated onto C1 to avoid delays on release of shipments by customs for acceptance by GHA
• To ensure all documents are filed per market and records kept well in case of claims by clients.
• Takes all necessary corrective actions to ensure a smooth cargo operation and report any deviations from the laid down procedures (SOPs) to his superior verbally, followed by an e-mail in all cases
• To confirm all shipment details are communicated to CNR, CNE and FWD entities
• Daily check to ensure shipment and flight details are up-to-date in the C1
• Ensure that the team are fully conversant with the current SOPS relating to the work processes in respect of the Documentation Team which is a yearly requirement
• Enhance better working relationships with government agencies, KRA, KEPHIS, HCDA &KenTrade etc
• Any other relevant duties as may be assigned by the Line manager where they are currently working or the management
• Proficient in defining strategic goals and objectives,as well as developing key performance indicators for direct reports

Decision Making Authority

• As delegated by the line manager, as per company procedures

Function/Market & Industry Knowledge / Business Acumen / Process working

• Knowledge in freight forwarding and logistics
• Knowledge in business process
• Overall understanding of business processes and interdependencies
• Knowledge about trends and challenges for the industry
• Knowledge about market and competitors
• Knowledge on how air/ocean/logistics/Supply Chain Management field

Skills & Competencies

• Ability to foster the right attitude and approach to work Eg Professionalism and work relationship
• Good customer relations
• Strong communication skills
• Ability to work independently in a fast-paced, constantly changing environment
• A team player with exceptional people handling and a commitment to creating conducive and healthy working environment
• Problem solving skills
• Extremely self-motivated, confident, creative, disciplined, and with an attention to detail
• Ability to cope with and handle stressful situations

Educational background / Work experience

• Degree in Export Documentation or any other related filed.
• Possession of a Diploma in IATA Forwarding and Customer relation course is an added advantage
• Hands on experience of at least 2 (Two) years and above.
• Possession of a driving license is an added advantage

Language Skills

• Fluency in spoken and written English and Kiswahili
• Computer Literacy
• Good knowledge of Microsoft® Office Software (Excel®, Word, PowerPoint® and others)
• KRA system
• Cargo wise System