Internship - Assistant Documentation at Pacific International Lines

Pacific International Lines (PIL), one of the world’s top container shipping lines and also the largest home-grown carrier in Southeast Asia, are seeking a highly motivated and experienced Assistant Documentation Intern to join our dynamic team in Mombasa, Kenya.

This internship offers a unique opportunity to gain practical experience in the preparation and management of shipping documentation critical for the smooth import and export of goods. You will also assist in ensuring compliance with Kenya Revenue Authority (KRA) regulations, customs requirements, and international shipping standards.

Main Responsibilities

• ODEX
  • Approving delegation charges requests in ODEX
  • Delivery order approval upon receiving receipts from the cashier
  • Assist in printing Delivery Order
• REPORTS
  • Sending 1st reminders, 1st and 2nd demand notices, and final demand and notice
  • Compiling, workings on and submitting BPT reports to management.
• Agency Management System (AMS) [IMPORT]
  • Assist in generating Delivery Order Fees (DOF) and local charges (invoices)
  • Generate report 111 from Agency Management System (AMS) - retrieving printed delivery orders then cargo releasing in Line Management System (LMS).
  • Generate report 119 from Agency Management System - generating list of containers by bill of lading (b/l) for final delivery- edoc updates- for each vessel.
  • Generate report 122 from Agency Management System – retrieving reports of overdue consignments and serving reminders and demand notices to consignees then uploading the same in Line Management System (LMS).
  • Generating of Congo levy code X3O charges and credit notes.
• Agency Management System (AMS) [EXPORT]
  • Filling in container entries in AMS for charge generation
  • Transhipment b/ls Copy pasting and updating in AMS.
• Line Management System (LMS) [IMPORT]
  • Cargo release, Delivery Order (DO release)
  • Checking of Telex release shipments
  • Booking creation (checking customer information when sending reports)
• Line Management System (LMS) [IMPORT] EXPORT
  • Sending and responding to client’s requests
  • Volume Gross Mass (VGM)/ Single and Administrative Document (SAD) creation
  • Original Bill of Lading (OBL)/ waybill printing
  • Closing of bill of lading (b/l) 5 days after vessel’s departure
  • B/L splitting
  • Telex release - upon client’s request and PIL Original Bill of Lading (OBL) surrender in the office.
  • Seals- handing over the exact agreed number of seals to clients and recording their contact information and number of seals handed over.

Qualification Criteria

Personality Traits

1. Should be a quick learner and able to adapt to company systems and work environment.
2. Detail-oriented with strong ownership mindset
3. Knowledgeable about shipping and logistic market trends.
4. Results-driven and able to handle high operational pressure / multitasking
5. Team player, with strong coordination and stakeholder management skills
6. Should be self-driven and work with limited supervision

Qualification & Experience Required

1. Education: Diploma or Degree in Maritime Studies, Port Management, Shipping, Transport Economics, Logistics, Business Administration, or a related field.

3. Technical Skills

• Knowledge /experience with relevant Kenyan authorities like KPA, KRA, KWATOS, and Tradex procedures.
• Knowledge of export/import regulations. Clear understanding of Kenyan and international shipping regulations, customs procedures, and documentation requirements.

4. Professional Skill Sets

1. Adept in data-driven analytics
2. Familiar in shipping network, market trends
3. Good communication and interpersonal skill, able to manage cultural diversity
4. Should be a good team player

Performance Criteria

1. Efficient customer service
2. Timely response to emails (no reminders)
3. Accuracy in manifest / Original Bill of Lading (OBL) data
4. Timely completion of export manifest (at least 2 days after sail)

Why Join Us

a) Be part of a leading global carrier with a strong focus on sustainability and innovation
b) Work in a dynamic and collaborative environment
c) Opportunities for professional growth and development

Apply for this vacancy

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