Job Overview

Position: Documentation Officer

Company: Kituja Clearing and Forwarding Ltd

Location: Dar es Salaam, Tanzania

Job Type: Full-time

About Us

Kituja Clearing and Forwarding Ltd is a growing logistics and freight forwarding company dedicated to providing seamless, efficient, and reliable cargo clearance solutions to our clients. We are currently seeking a meticulous, organized, and proactive Documentation Officer to join our dynamic operations team.

Job Purpose

The Documentation Officer will be responsible for managing, verifying, and processing all shipping and customs clearance documents. The ideal candidate will ensure absolute accuracy, strict compliance with regulatory standards, and timely submission of paperwork to facilitate smooth cargo movement.

Key Responsibilities

• Document Management: Prepare, receive, verify, and maintain all shipping, customs, and clearance documents.
• Cargo Processing: Efficiently process bills of lading, delivery orders, invoices, permits, and other essential cargo documentation.
• Quality Control: Ensure all documentation is error-free, accurate, and submitted within strict deadlines.
• Record Keeping: Establish and maintain proper physical and digital filing systems for client and company records.
• Team Collaboration: Coordinate closely with Declaration Officers and field operations staff to streamline the cargo clearance process.
• Regulatory Follow-ups: Engage and follow up with relevant government authorities and stakeholders for timely document approvals.
• Data Security: Maintain the highest level of confidentiality and security regarding sensitive company and client documents.
• Reporting: Assist management in preparing regular reports and correspondence related to daily cargo clearance activities.

Qualifications and Experience

• Diploma or Bachelor’s Degree in Logistics, Supply Chain Management, Freight Forwarding, Clearing and Forwarding, or a related field
• Proven experience as a Documentation Officer or in a similar role within the clearing and forwarding industry.
• Strong understanding of customs clearance procedures, shipping documents, and port operations.
• Excellent attention to detail and data entry accuracy.
• Proficiency in MS Office (Word, Excel) and familiarity with customs clearance systems (e.g., TANCIS or equivalent).
• Strong communication and organizational skills.

• Document Management: Prepare, receive, verify, and maintain all shipping, customs, and clearance documents.
• Cargo Processing: Efficiently process bills of lading, delivery orders, invoices, permits, and other essential cargo documentation.
• Quality Control: Ensure all documentation is error-free, accurate, and submitted within strict deadlines.
• Record Keeping: Establish and maintain proper physical and digital filing systems for client and company records.
• Team Collaboration: Coordinate closely with Declaration Officers and field operations staff to streamline the cargo clearance process.
• Regulatory Follow-ups: Engage and follow up with relevant government authorities and stakeholders for timely document approvals.
• Data Security: Maintain the highest level of confidentiality and security regarding sensitive company and client documents.
• Reporting: Assist management in preparing regular reports and correspondence related to daily cargo clearance activities.

• Excellent attention to detail and data entry accuracy.
• Proficiency in MS Office (Word, Excel) and familiarity with customs clearance systems (e.g., TANCIS or equivalent).
• Strong communication and organizational skills.

• Diploma or Bachelor’s Degree in Logistics, Supply Chain Management, Freight Forwarding, Clearing and Forwarding, or a related field
• Proven experience as a Documentation Officer or in a similar role within the clearing and forwarding industry.
• Strong understanding of customs clearance procedures, shipping documents, and port operations.