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.