Freight Forwarding Operations Supervisor - Declaration M/F

Role Overview

This role sits at the centre of the import clearance workflow, making sure that every consignment moves from document receipt to successful customs release without unnecessary friction. You will oversee the pre-declaration checks, distribute workloads to declarants, and act as the escalation point when entries are rejected or permits stall. Your attention to detail keeps the whole team on track, protects revenue through accurate duty projection, and prevents costly delays at the port.

Key Responsibilities

• Validate incoming file sets from IFFOS Operators, checking that all clearance documents are present and compliant before any declaration work begins.
• Assign files to declarants in a balanced manner, monitoring daily line targets to ensure each declarant lodges at least 100 lines per day.
• Lodge customs declarations directly in the iCMS system while coordinating with the Team Leader and Operations Supervisor to obtain any missing or additional information.
• Track the status of all entries across SPOT, WAY, and TFP systems, submitting PGA-CDs and confirming that KEBS-CD and other PA-CDs are fully filed before clearance processing begins.
• Respond immediately to rejected entries or permits, providing guidance to declarants and escalating critical issues to management within 24 hours when they cannot be resolved on the spot.
• Act as the main point of contact for customs queries, offering clear explanations on documentation, duties, and regulatory requirements to both internal teams and external stakeholders.
• Produce and share the daily Job Allocation Report, while ensuring every declarant submits their Daily Activity Report without fail.
• Prepare accurate duty and tax projections ahead of entry processing to support reliable planning and bond projections.

Requirements & Qualifications

• A diploma in Clearing and Forwarding or a closely related discipline.
• Hands-on training and working proficiency in the iCMS customs declaration system.
• At least five years of experience in a fast-paced logistics or freight forwarding environment, preferably with direct exposure to import clearance operations.
• Strong knowledge of East African customs procedures and the regulatory landscape — holding an East African Freight Forwarding Practicing Certificate is a distinct advantage.
• Demonstrated ability to manage multiple files simultaneously while maintaining accuracy and meeting strict deadlines.
• Excellent communication skills for liaising with operators, supervisors, declarants, and port officials.
• Problem-solving mindset with the confidence to make physical visits to offices or ports when necessary to get issues resolved.