Job Description
Somtrade Mombasa CFS is looking for a highly organized and detail-oriented Documentation Clerk to support our documentation and cargo processing operations at our Container Freight Station in Mombasa. This position offers an excellent opportunity for an experienced documentation professional who thrives in a fast-paced logistics environment where precision, compliance, and efficiency are essential. The successful candidate will play a central role in ensuring that all shipping, import, export, customs, and cargo-related documentation is prepared accurately, processed promptly, and maintained according to company procedures and regulatory standards.
As a Documentation Clerk, you will coordinate documentation activities involving import and export consignments while maintaining accurate records throughout every stage of cargo movement. You will verify shipping documents, review customs declarations, process delivery documentation, reconcile cargo records, and ensure that all paperwork complies with Kenya Revenue Authority (KRA), Kenya Ports Authority (KPA), shipping lines, customs agencies, and other regulatory requirements. Attention to detail is essential because every document processed directly supports the efficient movement of cargo through the Container Freight Station.
The successful applicant will collaborate closely with customs clearing agents, transport coordinators, warehouse personnel, operations teams, shipping agents, clients, and government authorities. You will ensure documentation is submitted within required timelines, identify discrepancies before they affect cargo clearance, maintain organized filing systems, and provide prompt support whenever documentation inquiries arise. Your ability to communicate professionally with both internal departments and external stakeholders will contribute significantly to smooth business operations and customer satisfaction.
Technology plays an important role in this position. The Documentation Clerk will utilize electronic documentation platforms such as iCMS, KWATOS, or equivalent logistics systems together with Microsoft Office applications to prepare reports, update shipment records, monitor documentation status, and maintain digital filing systems. The ideal candidate should demonstrate confidence in handling electronic documentation while ensuring confidentiality and data accuracy.
Somtrade Mombasa CFS values professionalism, accountability, continuous improvement, teamwork, and customer-focused service. We are seeking an individual who approaches every assignment with integrity, maintains high standards of accuracy, adapts quickly to changing operational priorities, and consistently delivers dependable administrative support. This role requires excellent organizational skills, sound judgment, and the ability to prioritize multiple documentation tasks without compromising quality.
Joining Somtrade Mombasa CFS means becoming part of a reputable logistics organization committed to operational excellence and efficient cargo handling services. We provide a collaborative working environment where employees are encouraged to develop professionally, contribute innovative ideas, and build rewarding careers within Kenya's growing logistics and supply chain industry. If you possess strong documentation experience, understand customs and freight procedures, and enjoy working in an organized logistics environment, we invite you to submit your application for this exciting career opportunity.
Key Responsibilities
- Prepare, verify, and process import, export, and transit documentation accurately and within established timelines.
- Review shipping documentation for completeness before cargo processing begins.
- Ensure customs documentation complies with current regulatory requirements and company procedures.
- Process cargo documentation using iCMS, KWATOS, or other approved electronic documentation platforms.
- Maintain accurate digital and physical filing systems for all shipment records.
- Verify invoices, packing lists, bills of lading, delivery orders, manifests, certificates, and supporting documentation.
- Coordinate documentation with customs clearing agents and shipping line representatives.
- Monitor documentation status throughout cargo handling and clearance processes.
- Identify missing or inconsistent documentation and resolve discrepancies promptly.
- Prepare delivery documentation required for cargo release.
- Support warehouse and operations teams by providing timely documentation updates.
- Record shipment information accurately within company information systems.
- Generate documentation reports for supervisors and management when required.
- Ensure confidentiality of commercial documents and customer information.
- Liaise with regulatory authorities regarding documentation requirements and clarifications.
- Maintain compliance with Kenya Revenue Authority customs regulations.
- Support internal compliance audits by providing complete documentation records.
- Assist clients by responding professionally to documentation-related inquiries.
- Coordinate with transport teams to ensure cargo documentation matches dispatch schedules.
- Track document submissions to minimize clearance delays.
- Maintain accurate cargo registers and shipment tracking records.
- Assist with document reconciliation after cargo release.
- Update operational databases with accurate shipment information.
- Report documentation irregularities immediately to supervisors.
- Verify cargo reference numbers and shipment identifiers before document approval.
- Maintain orderly records that can be retrieved efficiently during inspections or audits.
- Assist with month-end documentation reconciliation activities.
- Support continuous improvement initiatives that enhance documentation accuracy and workflow efficiency.
- Participate in departmental meetings concerning documentation processes.
- Ensure document processing deadlines are consistently achieved.
- Collaborate with finance personnel where documentation supports invoicing activities.
- Maintain effective communication with customers regarding documentation progress.
- Follow company quality management procedures during every documentation process.
- Observe company confidentiality policies at all times.
- Support operational continuity during periods of high cargo volume.
- Assist with training new documentation personnel whenever assigned.
- Maintain professionalism while interacting with customers, regulatory agencies, and business partners.
- Perform additional documentation and administrative duties assigned by management in support of business operations.
Qualifications & Requirements
- The ideal candidate should possess a Kenya Certificate of Secondary Education (KCSE) or an equivalent high school qualification. Additional training, a certificate, diploma, or coursework in Logistics, Freight Forwarding, Clearing and Forwarding, Supply Chain Management, Business Administration, Shipping, or a related discipline will be considered an added advantage. Applicants should have 2
- 3 years of practical experience handling documentation within a logistics company, Container Freight Station (CFS), shipping agency, freight forwarding organization, or customs clearing environment. Strong working knowledge of customs documentation, import and export procedures, cargo processing requirements, and regulatory compliance is essential. Practical experience using iCMS, KWATOS, or comparable electronic logistics documentation systems is highly desirable. Candidates should demonstrate proficiency in Microsoft Word, Excel, Outlook, and document management software. Excellent organizational skills, exceptional attention to detail, effective record management abilities, analytical thinking, problem
- solving capability, integrity, confidentiality, time management, and the ability to prioritize multiple assignments are critical for success in this role. Strong written and verbal communication skills, customer service orientation, teamwork, adaptability, professional ethics, reliability, and the ability to work accurately under tight deadlines within a dynamic logistics environment are also required.
How to Apply
Interested candidates who meet the above qualifications are invited to submit their updated CV together with relevant academic and professional certificates through the official recruitment channel provided by Somtrade Mombasa CFS. Only shortlisted applicants will be contacted for the next stage of the recruitment process. Applicants are encouraged to ensure that all submitted information is accurate and complete before sending their application.
Similar Logistics / Supply Chain / Store-keeping You Might Like
Browse More Jobs
More Logistics / Supply Chain / Store-keeping in Kenya • All Jobs in Mombasa