Job Details
Main Purpose of Job: To accurately prepare and process error free customs entries on behalf of the company within the laid down legal and statutory requirements for the customs clearance procedure. Key Responsibilities1. Effective IDF Applications Processing
Collect or receive Proforma and / Commercial Invoice files from the Client Service Department
Scrutinize and ensure the Import Declaration Forms and documents are all correct
Effectively establish appropriate HS codes and incoterms
Accurately enter Import Declaration Form data in the KENTRADE system
Coordinate IDF application fee payments and approval in the system
Ensure processed IDFs are dispatched to the clients or respective Client Service team for pre-shipment inspection purpose
2. Ensure Effective Declaration Process
Promptly procure customers’ manifests from the airline handling centers for airfreight and the shipping lines for sea freight through the Client Services department, Mombasa Operations Team or any other source as applicable.
Confirm and re-confirm HS codes used at IDF application for suitability
Compare and ensure manifested details tally with the shipping documents
Ensure stock of bonds are managed and tallied effectively and cancellation monitored daily.
Ensure the Customs entries are prepared with Zero errors
Prepare and make declarations of customs entries within agreed service levels
Promptly communicate discrepancies/ issues to HoD Declaration when necessary
3. Data Management
Ensure data has been entered accurately into the Simba system
Ensure taxes payables have been captured correctly
Follow up and ensure taxes have been prompt paid
Monitor and ensure entries have been processed at the Document Processing Centre once payment has been made
Perform quality assurance on work processed
Identify and escalate recurring or consistent problems with systems functionality
4. Provide Administrative and Departmental Support
Regularly provide advice to Clients, Client Services team on Tax estimates as per the KPIs
Promptly provide information on HS codes, Tariff classification and IDF preparation to relevant managers as required
Effectively handle all issues arising from disputes over tariff and valuation at any stage of clearance
Maintain professional working relationship with internal and external customers and colleagues.
Ensure departmental and individual objectives are achieved
Plan, schedule and actively participate in departmental meetings
Establish, prioritize and present departmental action plans for meeting
5. Stakeholder Engagement
Effectively liaise with Stakeholders, Clients, Customs, KEBS, KPA, CFS’s, Shipping lines and staff from same and other departments to ensure accurate entry and procedures
Correspond efficiently with the stakeholders (including and not limited to KENTRADE, KRA, KEBS, Banks etc.) using the respective systems
Effectively monitor current market trends in regards to customs and other stakeholders and sensitize the Company appropriately
6. Client Services Support
Effectively handle customer queries and disputes and proactively follow through to resolution
Promptly investigate and resolve customers’ complaints and escalate if appropriate to the HoD Declaration.
Establish and process the required permits as required
Provide advice to clients on the required permits and processes
Effectively respond to Kentrade and all customers’ issues arising from the IDF applications under process.
Promptly hand over files to the Client Services team for cargo movement follow up after IDF application
Promptly prepare tax estimates for the Customers and Client Services Department
Other Specialist Training or Certifications
EACFFPC / KRATI/ KESRA Certification
Single Window, TRADEX and KENTRADE with vide usage of TRADEX and KENTRADE
Minimum Years of Relevant Experience
At least over 3 years of experience
Experience and full understanding of Airfreight and Sea freight clearance procedures
Skills & Competencies
Excellent knowledge of KENTRADE, TRADEX, ASYCUDA and TANCIS online systems
Excellent Interpersonal skills
Excellent communication skills
Information management skills
Attention to detail
Declaration Officer
