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Job Description

To build and maintain business relationships with clients by providing prompt and accurate service so as to promote customers loyalty, ensure delivery of excellent customer service through accurate and fast processing of shipments, coordinate and communicate with other departments on client requests.

 

Responsibilities

Forwarding and clearance

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Apply IDF.
  • Arrange inspection with authorities approved by KEBS eg SGS, Intertek ETC.
  • Follow up with supplier/Importer to share quality/Iso certificate documents for inspection to be done.
  • Get cargo inspected and follow up On Draft COC for approval.
  • Receive final COC.
  • Notify our partners or agents to arrange collection and book the shipment.
  • Follow up with pre-alerts.
  • Share pre-alerts with cnee and arrival date.
  • Confirming Insurance if Cnee is to share or we assist in applying and bill the charges back to cnee.
  • Obtain manifest and share the file with a declaration for entry registration.
  • Share entry with client/ Finance team for payment.
  • Follow up with field operations officer to get updates on verification and release.
  • Once the shipment is released, we notify cnee
  • Follow up with final closing of files and forward the same to finance after checking on quote, freight invoice, and handling fee.
  • Share files with the billing team.
  • Share invoice with the client for payment.

Clearance only

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Confirm if cargo is PVOC exempted or it has COC.
  • Check documents, invoice, packing list, COC, Exemption if they are in order.
  • Follow up on the arrival of cargo.
  • Obtain manifest and share the file with a declaration for entry registration.
  • Share entry with client/ Finance for payment.
  • Follow up with field operations officer to get updates on verification and release.
  • File closed by ops and share with us, we follow up with final closing and forwarding the same to finance after checking on quote, freight invoice, and handling fee.
  • File shared with billing team.
  • Share invoice with the client for payment.
  1. Forwarding and handover 
  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  •  Follow up with Cnee to connect us with the supplier.
  • Connect supplier with our agent/Partner.
  • Follow up with supplier if goods are ready for collection.
  • Follow up with an agent to collect and book cargo.
  • Share booking confirmation with cnee
  • Share pre-alerts with cnee..
  •  Follow upon arrival.
  • If the client is on COD you arrange the final invoice based on cargo details.
  • Follow up with payment before the shipment arrived.
  • Cargo confirmed arrival.
  • Follow up on Manifest.
  • If the manifest amendment is required initiate and follow up.
  • Share manifest with cnee agent/cnee.
  • Handover documents when payment is received.

Cross Trade

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Confirm the airport of destination with the customer.
  • Follow up on updated rates before handling the shipment.
  • Check with the customer if the shipment is ready for collection.
  • Share routing instruction, this is very important as documents very most of the time
  • Check with the customer which invoices to accompany the shipment.
  • Confirm flight detail.
  • Share confirmed flight details/Pre-alerts with the customer 
  • Follow up for uplift.
  • Once uplifted close file and share for billing.
  • Collect funds before the Job is done if the client is on COD.

Road Transport

  • Receive handover from Pricing/Customer.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Confirm with supplier/Cnee if the shipment is originating within the member state or it was initially imported into the country.
  • After confirmation check on paperwork (documentation) if they tally as per the above confirmation of cargo origin.
  • If Shipment is not originating from a Member state, cargo needs to be inspected and the client confirms paying full taxes upon arrival before shipment is loaded.
  • If a shipment is originating within the member's state take note of the below documents

*COMESA

*Certificate of Origin

*KEBS/UNBS or whichever documents apply within the member states

- After documents are confirmed handover is to be done to the declaration /Operations field at the ICD team to follow up on the cargo manifest and movement sheet.

-Close file and forward for billing after confirming all costs are captured.

- Share invoice with the client if on credit term, for COD clients the pay before the truck is set to leave

 

Air Export Shipment 

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Confirm with the customer if cargo is originating from Kenya or if it was initially imported into the country.
  • If Cargo was initially imported request for Precedent entry (this is the KRA document that was initially used to import shipment into the country).
  • If cargo is manufactured in Kenya note on the file (this is important during declaration).
  • Check Flight availability with airlines and share the correct airline handling shed with the declaration.
  • Handover the file to the declaration.
  • Follow up with the airline to confirm the flight schedule before booking.
  • Once confirmation is received proceed to book online. Online booking applies to all shipments going with KQ and LH airlines.
  • Share full pre-alerts with Supplier/Cnee.
  • Follow up uplift with the airline.
  • Follow up with final closing and forward the same to finance after checking on quote, freight invoice, and handling fee.
  • Share file with billing team.
  • Share invoice with the client for payment.

Transhipments 

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Reconfirm with Head of the declaration if the bond is available before cargo uplift.
  • Once confirmed Reconfirm with cnee on the documents to accompany the shipment.
  • Confirm uplift.
  • Follow-up manifests upon arrival. 
  • Handover file to declaration for documentation.
  • Filled operation prepares the file for transshipment.
  • Confirm uplift.
  • Follow up with final closing and forwarding the same to finance after checking on quote, freight invoice, and handling fee.
  • File shared with billing team.
  • Share invoice with the client for payment.

Transit Cargo 

  • Receive handover from Pricing team/ or client directly.
  • Open the physical file and on Cargo wise to acquire the shipment number.
  • Reconfirm with Head of the declaration if the bond is available before cargo uplift.
  • Once confirmed Reconfirm with cnee on the documents to accompany the shipment.
  • Confirmed uplift.
  • Follow up on manifest upon arrival.
  • After documents are confirmed hand over to the declaration /Operations field at the ICD team to follow up on the cargo manifest and movement sheet.
  • Close file and forward for billing after confirming all costs are captured
  • Share invoice with the client if on credit term, for COD clients the pay before the truck is set to leave 

Updates to clients 

  • Daily update to clients on the progress of the shipment, via emails, phone calls, SMS, and WhatsApp.
  • Ensure customers are given timely and accurate information concerning shipments.
  • Ensure timely deliveries to customers   
  • Checking and responding to emails from clients/agents and shippers. 
  • Ensure profitability of every file opened by maintaining minimal operations costs.
  • Maintain customer focus at all times and respond to customers’ inquiries (e-mails, phone, and face to face).
  • Ensure all customers’ queries are investigated and resolved, escalating issues if appropriate, to the Customer Service Manager.
  • Work effectively as part of a team to achieve individual, team, and departmental objectives, sharing knowledge and skills as appropriate.
  • Coordinate all delivery schedules and liaise with other departments for delivery schedules.
  • Ensure all third-party documents are attached Cargo wise. Confirm the list is well done with clear scope and disbursement must show all the disbursed amounts for the file.
  • Make sure all files are closed and billed by the billing team. 

 

Skills and Qualifications

  • Degree in Business Administration / Diploma in IATA Air Cargo / related field
  • Certificate of good conduct
  • Certificate in customs procedures for freight logistics and management
  • Experience with ERP systems.
  • Experience and knowledge in customer service operations in a clearing and forwarding company
  • Team player
  • Excellent written and oral communication
  • Problem-solving
  • Organizational Skills
  • Good analytical skills 
  • Ms- Office proficiency
  • Attention/Keen to details
  • Excellent interpersonal skills
  • Time management skills

 

Job Details

Level : Mid level
Industry : Business
Salary : Confidential
Experience : 4 Years
Applications : 3
Locality : Nairobi, Kenya
Eligibility : Bachelor
Company : Kaziweza limite...
Posted By Kaziweza limite... / 21 Jul 2021

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