Trade Documentation Executive

About the company

SICC is seeking a meticulous and service-oriented Trade Documentation Executive to join its Trade Documentation Services team.

Your tasks

Reporting to the Director, Trade Documentation Services, you will handle the processing, issuance and administration of both Carnets and Ordinary Certificates of Origin (COs), together with the endorsement of other trade documents.

You will work with customers, Singapore Customs, overseas chambers and service providers to deliver accurate and timely services in accordance with applicable requirements and SICC’s procedures.

1. Carnet Processing and Administration

• Review Carnet applications and supporting documents for completeness and accuracy and follow up with applicants on missing information or discrepancies.
• Process and issue ATA and TDB/BOFT Carnets in accordance with applicable requirements and SICC’s procedures.
• Guide customers on Carnet application requirements, usage procedures and document returns.
• Monitor Carnet expiry dates and the return of used or expired Carnets and follow up with holders on overdue returns and incomplete documentation.
• Support the regularisation of Singapore-issued and foreign Carnets, including reviewing supporting documents and coordinating with customers, Singapore Customs and overseas chambers.
• Assist with Carnet claims administration and escalate discrepancies, potential liabilities and complex cases to the Director.

2. Ordinary Certificateof Origin and Document Certification

• Review and verify Ordinary CO applications and supporting trade and shipping documents for completeness, consistency and compliance with applicable origin requirements.
• Process and issue electronic Ordinary COs within assigned authority and established procedures.
• Review and process requests for endorsement of trade, shipping and non-standard documents.
• Liaise with applicants to clarify discrepancies and obtain additional information or supporting documents where necessary.
• Attend to enquiries on CO application procedures, documentation requirements and certification services.
• Monitor stocks of CO forms and coordinate replenishment or printing where required.

3. Customer Service and Payment Administration

• Handle counter, telephone and email enquiries professionally, providing clear guidance on Carnet and CO services.
• Receive applications, collect applicable fees and record payments accurately in the Point-of-Sale system.
• Perform assigned daily and monthly closing tasks and assist with transaction reconciliation.
• Ensure applications are processed within established service timelines and coordinate with customers on the collection of completed documents.
• Provide operational cover across both Carnet and CO services to support service continuity.

4. Systems, Records and Reporting

• Maintain accurate application records, correspondence, payment records and case files.
• Monitor and record issues affecting electronic Carnet and CO platforms, liaise with service providers and follow up on resolution.
• Compile operational statistics and assist in preparing monthly departmental reports and reports required by Singapore Customs.
• Assist with the secure storage, archiving and disposal of confidential documents in accordance with SICC’s procedures.
• Identify opportunities to improve processing efficiency, documentation accuracy and customer service.

5. Departmental Support

• Assist in preparing materials and coordinating arrangements for Carnet and CO seminars, workshops and customer briefings.
• Keep abreast of relevant procedural updates and apply them in daily work.
• Undertake other duties assigned by the Director, Trade Documentation Services, or Chief Executive.

Requirements

• Diploma in Business Administration, International Trade, Logistics, Supply Chain Management or a related discipline, or equivalent relevant work experience.
• Experience in trade documentation, shipping, logistics, certification services or customer services would be an advantage.
• Knowledge of Carnets, Ordinary COs, shipping documents or customs procedures would be beneficial. Training will be provided.
• Strong attention to detail and the ability to identify discrepancies and maintain accurate records.
• Good written and verbal communication skills, with a professional and helpful approach to customers.
• Good organisational skills and the ability to manage concurrent applications and follow-up deadlines.
• Proficiency in Microsoft Office, particularly Word and Excel, and confidence in using electronic application platforms.
• A responsible team player who can work independently, exercise sound judgement and handle confidential information with discretion.