Exports Assistant

Job Summary:

The Exports Assistant will be responsible in assisting in overseeing the entire export process, ensuring that all shipments are efficiently and accurately processed in compliance with international regulations and customer requirements. The role involves coordinating with various departments, logistics providers, and government agencies to ensure the timely and cost-effective movement of goods.

Key Responsibilities:

Export Documentation:

• Prepare and review export documentation including invoices, packing lists, certificates of origin, and customs declarations.
• Ensure compliance with export regulations and standards from agencies like KEBS, KRA etc

Shipment Coordination:

• Coordinate with freight forwarders, shipping lines, and clearing agents to arrange for cargo collection and delivery as per customers instructions.
• Track shipments and ensure timely delivery to customers, addressing any delays or issues.
• Liaise with customs authorities to ensure smooth clearance of goods.

Customer Management:

• Communicate with international customers to provide updates on shipment progress.
• Handle customer inquiries and resolve issues related to orders, delivery schedules, and documentation.

Compliance and Regulatory Requirements:

• Stay updated on changes in international trade laws, customs regulations, and export procedures.
• Ensure all exports meet destination country requirements and are in compliance with Kenyan export regulations.
• Organise licences and other legal requirements for certain products
• Managing administration, such as orders, contracts and export documents
• Troubleshooting to sort out any problems with exports.

Inventory and Stock Management:

• Coordinate with the warehouse team to ensure goods are ready for export and stock levels are maintained.

Reporting and Record Keeping:

• Maintain accurate records of all export shipments and documentation.
• Prepare regular reports on export activities, including costs, timelines, and shipment statuses.

Continuous Improvement:

• Identify and implement process improvements to increase efficiency in export operations.

Sales

• Studying the market in the target country or countries
• Identifying new markets for exports and developing new business accounts
• Reviewing and planning product range to increase sales
• Meeting with prospective customers
• Negotiating the sale terms and meeting sales targets.
• Identify and implement process improvements to increase efficiency in export operations.

Qualifications

Technical Skills:

• Proficiency in Microsoft Office Suite.
• Knowledge of KRA, KEBS, and other regulatory bodies’ processes.

Soft Skills:

• Strong communication and organizational skills.
• Ability to work under pressure and meet deadlines.
• Attention to detail and problem-solving skills.
• Will have to spend time developing and maintaining good contacts with clients and distributors.

Additional Requirements:

• Knowledge of export regulations in key trading regions (COMESA, East Africa).
• Familiarity with logistics operations and international shipping routes.
• Experience with international trade laws, INCOTERMS, and customs procedures.
• 1 year of experience in Exports.