Documentation Supervisor at Airflo Limited

Description

• Plan and manage team schedules to ensure full coverage across all shifts.
• Monitor team productivity on a daily, weekly, and monthly basis across various documentation sections, with a focus on HAWB processing, ULD buildup, follow-ups on E-DOCs, DDT/SFDs, HCDs, C17s, PHYTOs, COEs, withdrawals, transfers, prior releases, and document dispatch.
• Coordinate with Operations to confirm shipment deliveries, plant health inspection status, and QC status, and prioritize tasks to ensure timely and efficient documentation processing.
• Oversee the accuracy of all shipment documentation throughout each stage from cargo acceptance, inspection, and approval, buildup, generation of HAWBs, manifesting, and generation of MAWBs.
• Verify that flight documentation (MAWBs, manifests, and weight dockets) matches the actual pallet/ULD weights, and communicate discrepancies with Operations, airlines, or GHAs to ensure timely resolution.
• Ensure all required payments are made promptly and recorded in C1 to prevent customs-related shipment delays.
• Maintain organized filing of documents by market, ensuring easy retrieval in case of client claims.
• Confirm the daily shipment numbers align with bookings in CW1 and raise concerns with B&P and OKAM if that is not the case.
• Validate that the documentation received corresponds with the operations' build-up progress, which in turn translates to smooth clearance at destinations.
• Promptly flag and communicate any discrepancies between documents and shipments to the appropriate stakeholders.
• Improve file turnaround times back to farms by allocating sufficient workforce for Blue Folders Management.
• Oversee effective document archiving and records management for compliance and traceability.

Requirements

• Experience communicating in diverse cultural or work environments preferred.
• Fluent in both written and spoken English and Kiswahili.
• Must be comfortable explaining complex technical & procedural requirements in straightforward language
• Degree in Export Documentation or any other related field.
• Possession of a higher National Diploma in IATA Forwarding and Customer Relations course will be an added advantage.
• Hands-on experience of at least 2 (two) years and above.
• Profound knowledge of MS-Office products (Word, Excel, Outlook).
• Experience with CargoWise or a similar TMS will be an advantage.