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.