Export Administration Officer

Position Overview

The Export Administration Officer will play a crucial role in ensuring that export customs documents for the 2022 financial year are thoroughly reconciled and audit-ready. This includes meticulously examining and resolving discrepancies in shipping, customs, and commercial paperwork, with the outcome directly impacting VAT refund claims and company compliance. The role demands accuracy, persistence, and strong organizational acumen as the successful applicant will shoulder responsibility for maintaining evidence required by the Kenya Revenue Authority (KRA). Coordination with finance, customs agents, and freight partners is a key part of the job.

Main Responsibilities

• Scrutinize and reconcile all export customs transactions for FY2022 onward, comparing against shipping documents, invoices, packing lists, and declaration records.
• Develop and upkeep a detailed tracker categorizing matches, exceptions, and pending items; clearly documenting causes of mismatches and escalating where necessary.
• Monitor the status of Certificates of Export (COE), ensuring adherence to submission deadlines and raising alerts if delays arise.
• Gather and verify all export records necessary for VAT refund applications, including customs paperwork and proof of shipment, prioritizing compliance and accuracy.
• Conduct thorough quality checks on documentation before progressing it, making certain all customs and KRA standards are met.
• Engage with the Finance team to assemble robust VAT refund packages, identifying and clarifying information gaps when necessary.
• Identify and document repeated errors or weaknesses in procedures, escalating with practical recommendations for improvement.
• Maintain immaculate, auditable filing systems throughout the contract and collaborate with logistics and customs teams as needed.

Requirements & Qualifications

• Diploma or higher qualification in Logistics, Procurement and Supply Chain Management, or a related discipline.
• Minimum of two years' direct experience in export operations, customs compliance, or trade finance, with proven involvement in backlog reconciliation or audit preparation.
• Strong working knowledge of Kenyan customs laws, export documentation, and VAT reclaim processes.
• Advanced skills in Microsoft Excel, Word, Outlook; familiarity with ERP platforms advantageous.
• Keen attention to detail, especially with documentation verification tasks.
• Capable of managing heavy workloads, hitting tight deadlines, and prioritizing without compromising accuracy.
• Clear, professional communicator adept at interfacing with internal and external stakeholders including suppliers, airlines, and finance teams.
• Awareness of horticultural export-specific procedures and associated documentation beneficial.
• Demonstrated analytical and problem-solving ability, confident in making swift, practical decisions.
• Self-motivated, organized, and proactive in resolving documentation backlogs and process issues.

Additional Information

• Location: Nairobi County, Kenya
• Employment type: Full-time, on-site
• Other benefits: Not specified, but mention of additional benefits is included.

Important Notices

• No fees are required at any stage of the application or interview process.
• Candidates should be aware of fraudulent recruitment practices. The employer never requests payment for any reason.