Context and Environment

The role involves customs, transit, tax, logistics documentation, and coordination duties that require accuracy, timeliness, and strong follow-up.

Key working conditions include:

• Regular interaction with suppliers, customers, TRA, PBPA, and internal staff during document processing, including situations where some stakeholders may be less cooperative.
• High attention to detail, as the correctness of documents is critical and involves large financial amounts to be paid.
• Strict deadlines for most duties, requiring strong time management, dedication, and consistent follow-up.

Activities and Responsibilities

HSEQ and Safety Management

Apply Safety Management Systems in daily operations and ensure compliance with HSEQ requirements.

Taxes, Wharfage, and Customs Payments

• Ensure all taxes related to fuel are processed on time.
• Ensure manifest comparisons and wharfage payments are processed and paid on time.
• Avoid penalties caused by late payments.
• Prevent delays in evacuating transit parcels.
• Send monthly tax forecasts to Treasury and update them whenever changes occur.
• Assess taxes and process payments according to customs procedures.
• Ensure GTL/TTL parcels are not discharged into other depots due to tax or documentation issues.
• Maintain zero penalties for late tax payments.

Wharfage and Additional Taxes

• Ensure manifest comparisons are completed as required.
• Process claims for overpaid taxes on fuel.
• Process payments for additional taxes.
• Ensure wharfage payments are completed according to customs procedures and timelines.
• Avoid penalties and delays in the uplift of transit parcels.

Loading Nominations

• Receive and review loading nominations from suppliers, including TEMA and TOTSA.
• Ensure loading nominations are shared with the correct consignee name.
• Confirm sufficient stock availability.
• Share nominations with Customer Services for loading order processing.

Transit Product Age Report

• Closely follow up on the loading limit days for each transit parcel.
• Send the age report every Monday to transit customers and the Supply Manager.
• Request extensions from TRA five days before the expiry of the limit time.
• Prevent product localization and avoid inconvenience to customers.

Transit Documentation

• Coordinate transit loadings to ensure smooth operations.
• Complete transit documentation on time.
• Closely follow up on all transit trucks.
• Ensure border validation and bond cancellation are completed on time.
• Communicate monthly pending items and provide action plans to clear them.

Localization

• Process taxes and wharfage for localized products on time.
• Immediately follow up with TRA for bond cancellation on localized products.

Customs Queries

• Ensure all customs-related queries are attended to on time.
• Handle customs matters including, but not limited to, audit-related queries.

Transit Document Communication and Stock Reconciliations

Communicate all necessary documents to transit customers on time so they can confirm and process documentation.

Ensure proper sharing of required documents, including:

• Outturn reports
• Certificates of quality and quantity
• Loading summaries
• Pump-over reports
• Other relevant transit documentation

Ensure proper reconciliation per vessel with transit customers.

Complete reconciliations at the end of each vessel uplift.

Provide all required documents to transit customers.

Notice of Intention

• Coordinate with Depot Managers, Supply teams, and Hospitality Assistants to ensure all Notices of Intention for products received at Gapco and TOTAL are approved by TRA.
• Ensure all approved Notices of Intention are received and properly filed for customs purposes.
• Ensure this process also covers Hospitality customers.

Hospitality Support Duties

Assist with other duties under Hospitality sections.

Support activities such as:

• Nomination of surveyors for inspection of vessels discharging products
• CTF requests

Candidate Profile

Applicants should have:

• A bachelor’s degree in Customs, Logistics, or a business-related field.
• Product knowledge.
• Knowledge of customs procedures on importation.

• Apply Safety Management Systems in daily operations and ensure compliance with HSEQ requirements.
• Ensure all taxes related to fuel are processed on time.
• Ensure manifest comparisons and wharfage payments are processed and paid on time.
• Avoid penalties caused by late payments.
• Prevent delays in evacuating transit parcels.
• Send monthly tax forecasts to Treasury and update them whenever changes occur.
• Assess taxes and process payments according to customs procedures.
• Ensure GTL/TTL parcels are not discharged into other depots due to tax or documentation issues.
• Maintain zero penalties for late tax payments.
• Ensure manifest comparisons are completed as required.
• Process claims for overpaid taxes on fuel.
• Process payments for additional taxes.
• Ensure wharfage payments are completed according to customs procedures and timelines.
• Avoid penalties and delays in the uplift of transit parcels.
• Receive and review loading nominations from suppliers, including TEMA and TOTSA.
• Ensure loading nominations are shared with the correct consignee name.
• Confirm sufficient stock availability.
• Share nominations with Customer Services for loading order processing.
• Closely follow up on the loading limit days for each transit parcel.
• Send the age report every Monday to transit customers and the Supply Manager.
• Request extensions from TRA five days before the expiry of the limit time.
• Prevent product localization and avoid inconvenience to customers.
• Coordinate transit loadings to ensure smooth operations.
• Complete transit documentation on time.
• Closely follow up on all transit trucks.
• Ensure border validation and bond cancellation are completed on time.
• Communicate monthly pending items and provide action plans to clear them.
• Process taxes and wharfage for localized products on time.
• Immediately follow up with TRA for bond cancellation on localized products.
• Ensure all customs-related queries are attended to on time.
• Handle customs matters including, but not limited to, audit-related queries.
• Communicate all necessary documents to transit customers on time so they can confirm and process documentation.
• Ensure proper sharing of required documents, including: Outturn reports, Certificates of quality and quantity, Loading summaries, Pump-over reports, Other relevant transit documentation.
• Ensure proper reconciliation per vessel with transit customers.
• Complete reconciliations at the end of each vessel uplift.
• Provide all required documents to transit customers.
• Coordinate with Depot Managers, Supply teams, and Hospitality Assistants to ensure all Notices of Intention for products received at Gapco and TOTAL are approved by TRA.
• Ensure all approved Notices of Intention are received and properly filed for customs purposes.
• Ensure this process also covers Hospitality customers.
• Assist with other duties under Hospitality sections.
• Support activities such as: Nomination of surveyors for inspection of vessels discharging products, CTF requests.

• Accuracy
• Timeliness
• Strong follow-up skills
• High attention to detail
• Strong time management
• Dedication
• Product knowledge
• Knowledge of customs procedures on importation

• A bachelor’s degree in Customs, Logistics, or a business-related field.
• Product knowledge.
• Knowledge of customs procedures on importation.