Freight Forwarding Operations Supervisor - Declaration M/F

Role Overview

You will act as the operational bridge between incoming shipping documentation and the customs clearance team, making sure every file is checked, allocated, and processed without unnecessary hold-ups. Working closely with declarants, operators, and supervisors, you will monitor entry submissions in the iCMS and TFP systems, resolve rejections, and keep clearance work moving across the port. Your attention to detail directly supports the company’s compliance obligations and helps avoid costly delays or penalties on imported goods.

Key Responsibilities

• Receive and verify complete document packages from IFFOS Operators, confirming that all clearance paperwork is valid, current, and ready for pre-declaration review before files are passed to the team.
• Allocate files among declarants in a balanced way and confirm sufficient information is available, requesting missing details from Team Leaders, IFFOS Operators, or the Operations Supervisor when needed.
• Lodge customs entries in the iCMS system and ensure all entries are accurately updated in both SPOT and WAY tracking platforms so shipment status remains visible to all stakeholders.
• Submit all PGA-CDs through the TFP system on time, and after duty payment, verify that KEBS-CD and other port authority CDs are fully filed in TFP and shared with the clearance team for final processing.
• Monitor TFP and iCMS continuously to track permit approvals and passing entries, responding immediately to any rejected submissions or permit issues and escalating to the appropriate support channel where necessary.
• Handle customs and documentation queries alongside the Supervisor, offering practical guidance on duties, regulations, and required paperwork, and escalating unresolved matters to Managers within 24 hours.
• Perform duty and tax projections accurately to support entry processing and bond planning, ensuring the team has clear financial expectations before final submission.
• Prepare and circulate the daily Job Allocation Report, while making sure each declarant submits their Daily Activity Report without fail.

Requirements & Qualifications

• Diploma in Clearing & Forwarding or a closely related field.
• Hands-on training and working knowledge of the iCMS customs system.
• East African Freight Forwarding Practicing Certificate is considered a strong advantage.
• At least 5 years of experience in a busy logistics or freight forwarding operation, preferably with direct exposure to customs entry processing and port procedures.
• Familiarity with TFP, SPOT, WAY, and PGA-CD submission processes is expected, along with the ability to manage high-volume daily workloads and meet KPI targets of 100 lines per declarant per day.