Operations Officer

Role overview

Express Shipping and Logistics (EA) Ltd is hiring a capable, target-oriented Operations Officer for its Kigali, Rwanda office. The role combines operational execution with commercial support, covering customs brokerage, transportation, warehousing, and business growth activities. The selected candidate will handle customs paperwork and procedures, coordinate with stakeholders, and support compliance and authority engagement to help the business achieve its growth objectives.

Operations management: cargo handling

• Draft, check, and file customs declarations accurately and within the required timelines.
• Guide customers in advance on the documents needed for customs processing.
• Track cargo clearance activities and quickly address any mismatches or issues.
• Oversee file closure, billing, and distribution of invoices to clients.
• Maintain both physical and digital records for operational files.
• Work with the accounts team to prepare proforma invoices.
• Make sure every closed file contains the correct supporting documents.

Operations management: compliance and regulation

• Ensure adherence to Rwanda Revenue Authority (RRA), East African Community (EAC), and other relevant trade rules.
• Stay updated on customs legislation, tariffs, and procedures, and brief management on any changes.
• Carry out routine compliance reviews and apply corrective measures where needed.
• Prevent penalties arising from declaration mistakes.

General operations

• Physically verify shipments against the original paperwork.
• Support fast release of cargo through customs and other regulatory bodies.
• Coordinate with RRA and other government offices to secure approvals, permits, and release instructions.
• Follow the defined verification process for every shipment.
• Ensure client deliveries are made on time and in acceptable condition.
• Work to prevent shipment damage, penalties, fines, alteration fees, and other offences.
• Minimize any extra costs to both clients and the company.
• Manage bonds properly and ensure cancellations are completed when due.
• Update job cards in the company ERP system.
• Provide timely status updates on shipment verification and release to customers and management.
• Escalate high-risk or non-compliant shipments and recommend corrective action.

Commercial responsibilities

• Prepare business proposals and present them to clients.
• Maintain an accurate and current customer portfolio.
• Continuously promote ESL’s service offerings to customers.
• Respond to customer complaints, compliments, and enquiries within 24 hours.
• Attend customer visits and destination verification exercises when required.
• Support business development by sharing leads and following up on conversions.
• Coordinate with internal teams, customers, and regional offices to ensure smooth service delivery.

Stakeholder and authority management

• Develop and sustain strong relationships with RRA officers, border agencies, port authorities, and other public stakeholders.
• Represent the company in regulatory meetings and industry forums.
• Work closely with customs authorities to reduce delays and resolve operational challenges.

Reporting and performance expectations

• Submit monthly and quarterly operations and commercial reports.
• Plan and implement monthly management meetings.
• Achieve timely declaration management and accurate processing of entries.
• Support timely bond cancellation.
• Submit weekly reports on time.
• Maintain zero penalties, fines, and other avoidable charges linked to negligence.
• Ensure shipments comply with government requirements and are cleared within set timelines.
• Demonstrate high integrity in all daily duties.

Qualifications and experience

• EACFFPC certification is mandatory.
• A bachelor’s degree in Transport, Logistics Management, Business Administration, Procurement, or Supply Chain is an added advantage.
• At least 3 years of progressively relevant experience is required.
• Knowledge of shipping and logistics is an added advantage.
• Ability to work with the ASYCUDA system and customs clearance procedures is required.
• Strong understanding of ASYCUDA World, HSC codes, SCT, and recent customs union developments in the region is needed.
• Proficiency in standard computer applications is required.
• Experience with ERP and Sage is an added advantage.

Competencies and skills

• Strong verbal and written communication.
• Effective presentation skills.
• Report drafting and documentation.
• Analytical thinking and problem-solving.
• Good time management.
• Market and competitor research capability.
• Sales and business development orientation.
• Teamwork and high personal integrity.

Deadline

The closing date for applications is 30 June 2026.