Declaration Officer

The Declaration Officer will be responsible for ensuring the accurate and timely preparation, submission, and processing of customs declarations, import/export documentation, and compliance with both local and international trade regulations. The role will involve close coordination with customs authorities, clients, and internal teams to facilitate smooth clearance and forwarding processes.

Key Roles & Responsibilities

Customs Processing:

• Prepare and submit accurate customs declaration documents such as entry forms, Import Declaration Forms (IDF), and consignment documents.
• Classify goods using harmonized codes and apply the correct tariffs, taxes, and duties as per local regulations.
• Ensure proper documentation (invoices, certificates of origin, bills of lading) is in place prior to submission for customs clearance.
• Process imports permits, both post-clearance and pre-clearance, in compliance with KRA and other authorities.
• Ensure timely submission and approval of all entries upon arrival of goods.

Documentation Management:

• Organize and maintain all customs and shipping documents to ensure they are easily accessible and filed properly.
• Review shipping documents to ensure accuracy and consistency with declaration forms, correcting discrepancies when necessary.
• Keep records of shipments, customs clearances, and related documents up to date for reference and audit purposes.
• Monitor the accuracy of documentation and proactively address potential issues.

Problem Solving:

• Investigate and resolve any discrepancies in documentation, product classification, or billing.
• Address any delays or issues arising during the customs clearance process, liaising with relevant parties to resolve them.
• Proactively provide solutions to minimize disruptions in the import/export processes.

Client Relations:

• Advise clients on the necessary documentation and procedures for importing and exporting goods.
• Respond to client inquiries regarding the clearance process, providing timely and accurate information.
• Provide expert advice on tariff classification and customs requirements for specific goods.

Operational Coordination:

• Coordinate with the Operations team to ensure timely offloading of containers and the return of empty containers to shipping lines.
• Work with the Accounts department to ensure no delays in payment processing for incoming shipments and customs-related fees.
• Collaborate with internal teams to ensure smooth processing of customs and shipping documentation.
• Oversee the preparation and processing of import/export documents using ICMS & TFP systems.
• Monitor the clearance of shipments and ensure necessary processes are completed promptly.
• Ensure the Customs Declaration System is accurately updated, with relevant information shared with stakeholders.

Compliance & Regulatory Monitoring:

• Stay updated with changes in customs regulations, import/export laws, and trade agreements to ensure compliance.
• Ensure all operations meet KRA, Kenya Bureau of Standards (KEBS), and other regulatory requirements.
• Conduct periodic reviews of processes to ensure continued adherence to legal and regulatory standards.
• Manage communication with all stakeholders to ensure timely completion of tasks.
• Assist in managing audits or disputes related to customs processes and submit reports on activities and performance.

Desired Qualifications & Experience

• Professional Certifications in Customs Clearance, Freight Forwarding, or similar qualifications.
• Diploma in Logistics, Supply Chain Management, Business Administration, or a related field (advantageous).
• Minimum of 3 years of experience in customs declaration or a similar role within a clearing and forwarding company.
• Familiarity with Kenya Revenue Authority (KRA) customs systems, including iCMS.
• Proficiency in MS Office applications and relevant clearing and forwarding software.
• Strong background in customs clearance, freight forwarding, and logistics operations.
• In-depth knowledge of Kenyan customs and import/export regulations.

Knowledge, Skills & Abilities

• Professional appearance and demeanor.
• Strong understanding of Kenya Customs Regulations and East African Community (EAC) trade procedures.
• Exceptional attention to detail with a focus on accuracy in documentation.
• Excellent communication and interpersonal skills for engaging with clients, customs authorities, and internal teams.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Proven ability to collaborate with cross-functional teams and stakeholders.

Interested candidates are invited to submit their Application indicating their expected notice period and salary to recruitment@cgmshipping.com