Job Description

Carpenter Motors Vanuatu is seeking to recruit a DOCUMENTATION OFFICER to manage the shipping documentations of the company. Our ideal candidate must be able to effectively execute & efficiently handle documentation activities as per standard process, to maintain the process flow of Import/Export Documentation within the prescribed KPI.

REQUIRED QUALIFICATIONS & SKILLS

• School education up to year 13
• Previous experience with proven history in same or similar role
• Administration related programs, qualifications from previous experience
• Certified achievement from previous employment related experience, learning courses
• Analytical skills
• Sound Computer confidence including word & excel
• Ability to work unsupervised, be a leader
• Strong understanding of time management to deadlines
• Confident person management – delegation skills
• Ability to demonstrate “Best Practice Methods”
• Be a team player, remain focused & highly self-motivated

RESPONSIBILITIES (IMPORT DOCUMENTATION)

• Coordinates with Principal, POL Agents, Operations Team and Vessel Partner on the arrival of vessel
• Generates import documentation such as arrival notices, invoices and cargo/freight manifests and delivery orders
• Reconciles manifest against cargo discharged list
• Sends NOA’s and invoices to clients 5 days prior to vessel arrival
• Registers all cargo manifest in ASYCUDA World within 3 days before vessel arrival and coordinates with Customs Office
• Input BL data/manifest in the ASYCUDA system for customs registration
• For 3rd party vessel, liaise with vessel operator in order for us to enter Carpenters in-house BL data (Carpenters Vessel) in ASYCUDA World
• Prepares delivery orders and arrange cargo releases to the clients
• Ensures all invoices are settled by clients and coordinates with Finance team for payment receipt
• Generates import documents for other Branch Offices as well
• Maintains & updates clients’ information in the system
• Handles import enquiries from the customers either through telephone or email
• Maintains proper filing and updates all departmental records

RESPONSIBILITIES (EXPORT DOCUMENTATION)

• To coordinate between Customers, Sales team, Branch Offices & POD
• Receives bookings and forwarding instructions from shipper and create the booking into the Line system
• Ensures that all bookings are updated and firmed on the system
• Sends Booking Confirmation to Shippers and Branch offices
• Liaising with shippers and Principals
• Prepares per-revival list for export container gate passes
• Registers all full container load in N4 – Port Terminal syste
• Generates Bill of Lading, Manifests and Invoices
• Keep shipper informed about shipment &, vessel status
• Reconciles final bookings in the system against final load list
• Monitors all paid shipments and issues Telex Release or Original Bill of Lading
• Compiles final documents such as draft, original BL, invoice, cargo & freight manifest
• Prepares PORTS Docs (EDI & Cargo Manifest)
• Prepares Documents for POD and notify POD for the cargo releases
• Coordinates with POD Agent and Transshipment Port for the Connecting Vessels and ETA in Final Destination.
• To handle export inquiries from the customers either through telephone or email
• To maintain proper filing and updates of all departmental records

How to Apply

Interested applicants may send their comprehensive resume, certificates, transcripts of record and cover letter to: [email protected]

Job Category: Transport & Logistics. Job Type: Full-Time. Job Salary: Not stated.
Closes 30/06/2024

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