Documentation Officer at Romson Oil Field Services Limited

Job Summary

• The role handles the coordination and management of end-to-end export logistics, documentation, compliance, shipment execution, and post-shipment monitoring for agricultural commodity exports including Cashew Nuts, Cocoa, and Natural White Sesame Seeds (NWSS

Job Details

Duties & Responsibilities

• Prepare, review, and finalize all export logistics and supply chain documentation, including shipping instructions, Bills of Lading, supporting documents, and other commercial documentation.
• Coordinate vessel bookings and liaise with shipping lines to secure competitive freight rates, vessel space, and timely shipment allocation.
•  Manage pre-shipment activities by obtaining customer approvals, procuring original documentation, and ensuring cargo readiness within required timelines.
• Monitor container gate-in activities and coordinate with terminals and service providers to ensure timely loading and prevent short shipments.
• Process and follow up on Terminal Handling Charges (THC), Inspection Acts, and other shipment-related invoices and documentation to facilitate smooth export operations.
• Ensure compliance with customs regulations, trade laws, tax requirements, company policies, and industry standards governing export transactions.
• Maintain accurate, secure, and up-to-date electronic and physical records of export documentation, shipment status reports, and regulatory filings.
•  Drive continuous improvement initiatives by identifying and implementing process enhancements that improve efficiency, accuracy, and service delivery across export operations.
• Serve as the key contact for shipment and documentation matters, managing stakeholder relationships and monitoring shipments from Port of Loading (POL) to Port of Discharge (POD), including final customer delivery, empty container returns, and post-shipment issue resolution

Requirements

• Bachelor’s degree in supply chain management, Logistics, Business Administration, International Trade, Maritime Studies, or a related discipline. 
• Minimum of 3-5 years' experience in export logistics, shipping, supply chain operations, commodity trading, or international trade. 
• Strong knowledge of export documentation, customs procedures, shipping operations, and international trade regulations. 
• Experience handling agricultural commodity exports, particularly Cashew Nuts, Cocoa, and Sesame Seeds, is an added advantage. 
• Proficiency in Microsoft Office Suite and logistics documentation systems.

Knowledge, Skills, and Attributes

• Strong understanding of international trade and export logistics. 
•  Excellent documentation and record management skills. 
•  Knowledge of customs clearance procedures and shipping regulations. 
•  Strong stakeholder management and negotiation skills. 
•  Excellent communication and interpersonal skills. 
• Strong analytical and problem-solving abilities. 
•  High level of accuracy and attention to detail. 
•  Ability to manage multiple shipments and deadlines simultaneously.