Export Administration Officer

Role Overview

This position centres on bringing a sizeable backlog of export customs documentation up to a fully reconciled, audit-ready standard, with a particular focus on the financial year 2022. You will work across shipping records, customs declarations, and commercial paperwork to identify gaps, resolve discrepancies, and build the evidence base required for KRA VAT refund claims. Beyond the immediate cleanup, your work will directly support the company's cash flow and compliance standing, making accuracy and persistence essential from day one.

Key Responsibilities

• Conduct line-by-line reconciliation of all export customs entries from FY2022 onward, cross-checking them against shipping documents, commercial invoices, packing lists, and lodged export declarations.
• Build and maintain a structured reconciliation tracker that categorises entries as matched, unmatched, or pending by period, and promptly escalate any inconsistencies with clear root-cause notes.
• Log and monitor the status of Certificates of Export (COE), ensuring submissions stay within required timelines and that any delays are flagged early.
• Assemble, validate, and organise the full set of export documentation needed for VAT refund submissions covering the FY2022 backlog, including customs entries, invoices, and proof of export.
• Review documentation for completeness and alignment with Kenyan customs and KRA requirements before anything moves forward in the process.
• Work closely with the Finance team to prepare VAT refund packages that are fully supported and compliant, providing clarity on any documentation gaps.
• Proactively identify recurring discrepancies or process weaknesses, document them, and escalate to the appropriate stakeholders with actionable recommendations.
• Keep every record organised and fully traceable for audit purposes throughout the contract period, and coordinate with customs agents, freight forwarders, and internal teams as required.

Requirements & Qualifications

• A degree in Logistics, Procurement and Supply Chain, or another directly relevant field.
• At least two years of hands-on experience in export operations, customs compliance, or trade finance, ideally with exposure to reconciliation backlogs or audit preparation.
• Solid working knowledge of Kenya customs regulations, export documentation standards, and the KRA VAT refund process.
• Strong proficiency in Microsoft Excel, Word, and Outlook, with experience using ERP systems considered a plus.
• Exceptional attention to detail, particularly when reviewing import/export documentation for accuracy and consistency.
• Proven ability to organise high volumes of work, prioritise under pressure, and meet tight deadlines while remaining accurate.
• Clear communication skills for liaising with suppliers, agents, airlines, and internal finance colleagues.
• Familiarity with customs processes specific to horticultural exports and the documentation they require.
• Strong analytical and problem-solving mindset, with the confidence to make practical decisions quickly.
• Ability to work independently, take ownership of the backlog, and escalate issues promptly without losing momentum.