Documentation Supervisor at Airflo Limited
Description
- Plan
and manage team schedules to ensure full coverage across all shifts.
- Monitor
team productivity on a daily, weekly, and monthly basis across various
documentation sections, with a focus on HAWB processing, ULD buildup,
follow-ups on E-DOCs, DDT/SFDs, HCDs, C17s, PHYTOs, COEs, withdrawals,
transfers, prior releases, and document dispatch.
- Coordinate
with Operations to confirm shipment deliveries, plant health inspection
status, and QC status, and prioritize tasks to ensure timely and efficient
documentation processing.
- Oversee
the accuracy of all shipment documentation throughout each stage from
cargo acceptance, inspection, and approval, buildup, generation of HAWBs,
manifesting, and generation of MAWBs.
- Verify
that flight documentation (MAWBs, manifests, and weight dockets) matches
the actual pallet/ULD weights, and communicate discrepancies with
Operations, airlines, or GHAs to ensure timely resolution.
- Ensure
all required payments are made promptly and recorded in C1 to prevent
customs-related shipment delays.
- Maintain
organized filing of documents by market, ensuring easy retrieval in case
of client claims.
- Confirm
the daily shipment numbers align with bookings in CW1 and raise concerns
with B&P and OKAM if that is not the case.
- Validate
that the documentation received corresponds with the operations’ build-up
progress, which in turn translates to smooth clearance at destinations.
- Promptly
flag and communicate any discrepancies between documents and shipments to
the appropriate stakeholders.
- Improve
file turnaround times back to farms by allocating sufficient workforce for
Blue Folders Management.
- Oversee
effective document archiving and records management for compliance and
traceability.
Requirements
- Experience
communicating in diverse cultural or work environments preferred.
- Fluent
in both written and spoken English and Kiswahili.
- Must
be comfortable explaining complex technical & procedural requirements
in straightforward language
- Degree
in Export Documentation or any other related field.
- Possession
of a higher National Diploma in IATA Forwarding and Customer Relations
course will be an added advantage.
- Hands-on
experience of at least 2 (two) years and above.
- Profound
knowledge of MS-Office products (Word, Excel, Outlook).
- Experience
with CargoWise or a similar TMS will be an advantage.