Shipping & Documentation Assistant Manager

Position: Shipping& Documentation Assistant Manager

Department: Cotton

Job Purpose

The Shipping &Documentation Assistant Manager is responsible for coordinating shipmentactivities, preparing and verifying export/import documentation, liaising withOrigins, shipping lines, banks, suppliers, and customers to ensure smooth andtimely delivery of goods while complying with international trade regulations,contractual requirements, and company policies.

KeyResponsibilities

ShippingCoordination

. Follow upand verify shipping instructions and ensure accurate shipment execution.

. Coordinatewith Origins, warehouses, suppliers to ensure cargo readiness.

. Monitorshipment schedules and ensure timely dispatch of cargo.

. Trackshipments and proactively manage delays, transshipments, and exceptions.

. Coordinatewith Origins on export and import shipments from booking through to finaldelivery.

. Monitorand ensure that the shipment-to-payment cycle for all shipments is completedwithin the target cycle time.

DocumentationManagement

1. Ensure documentation complies with contract terms,customer requirements, and country-specific regulations.

2. Maintain accurateshipping records and document filing systems.

3. Prepare, review, andprocess shipping documentation, including:

. Commercial Invoices

. Packing Lists

. Bills of Lading

. Certificates of Origin

. Insurance Certificates

. PhytosanitaryCertificates

. BeneficiaryCertificates

. Other shipping andtrade-related documents

Letter of CreditDocumentation

. Reviewsales contracts and Letters of Credit to ensure compliance.

. Monitor LCexpiry dates, shipment deadlines, and presentation periods.

. Prepareand submit LC negotiation documents within stipulated timelines.

. Liaisewith banks regarding document presentation, discrepancies, and payment status.

. Resolvedocumentation discrepancies to facilitate smooth collection of payment.

Customer &Supplier Coordination

. Communicateshipment status and documentation updates to customers.

. Coordinatewith Origins, agents, and customers regarding shipment arrangements.

. Respondpromptly to customer enquiries relating to shipping and documentation matters.

Compliance &Regulatory Requirements

. Ensurecompliance with international trade regulations and company procedures.

. Complywith import requirements and customs regulations for destination countries.

. Maintaincompliance with internal audit and record retention requirements.

Qualifications& Experience

Education

Diploma or equivalent.

Experience

. 5 years ofexperience in shipping, logistics, export documentation, or international tradeoperations.

. Experiencehandling Letters of Credit and documentary collections is preferred.

. Working ina trading industries environment is an advantage.

Skills &Competencies

Technical Skills

. Strongknowledge of international shipping procedures and Incoterms.

. Familiaritywith export and import documentation requirements.

. Understandingof Letter of Credit processes and UCP 600 guidelines.

. Proficiencyin Microsoft Office applications, particularly Excel.

Soft Skills

. Strongattention to detail and accuracy.

. Excellenttime-management skills.

. Effectivecommunication and interpersonal skills.

. Ability towork under pressure and meet tight deadlines.

. Problem-solvingand analytical thinking.

. Ability tomanage multiple shipments and priorities simultaneously.

Key PerformanceIndicators (KPIs)

. Timely shipment execution.

. Accuracy of shipping and LCdocumentation.

. Reduction in documentationdiscrepancies.

. On-time submission of bankingdocuments.

. Compliance with customer andregulatory requirements.

. Customer satisfaction andresponsiveness.