Logistics and Customs Coordinator at AGSOL

KEY RESPONSIBILITIES

 International logistics, customs clearance, and compliance (core roles)

• Own the end-to-end import process from China to Kenya for all sea and air shipments (mainly LCL, some FCL).
• Manage and coordinate freight forwarders and clearing agents in China and Kenya, ensuring they meet agreed timelines and service levels.
• Handle all KRA-related processes through our agents, including:
• Obtaining Import Declaration Forms (IDF)
• SIMBA / iCMS entries (via licensed clearing agents)
• Duty, tax and fee computations, and documentation follow-up
• Manage KEBS PVoC and CoC for manufactured goods:
• Coordinate testing, inspections, and documentation with PVoC contractors
• Ensure CoC is issued before shipment and matches final documents
• Oversee dangerous goods and special cargo, including solar equipment and Li-ion batteries:
• Ensure correct DG classification, HS code, packaging, labelling, and documentation
• Coordinate with forwarders and shipping lines on DG approvals and constraints
• Manage VAT exemption applications for solar goods with the Ministry of Energy and Petroleum, including documentation, tracking, and renewals.
• Manage Certificates of Origin (CO) applications and related trade documentation as needed.
• Stay up to date with import–export regulations, KRA and KEBS rules, DG rules, and port procedures, and proactively adjust our processes when regulations change.

Shipment preparation, dispatch, tracking & escalation

• For each shipment, managing and tracking milestones from preparation of the goods to delivery.
• Maintain a live shipment tracker with ETAs, milestones, and responsibilities, update senior leadership about the status of these shipments.
• Track shipments daily, identify issues early (documentation gaps, booking delays, port congestion, etc.), and act immediately:
• Escalate with agents and forwarders
• Push for alternative sailings or solutions where needed
• Keep internal stakeholders informed with clear, concise updates
• Ensure all shipping and customs documents are complete, accurate, and consistent (invoice, packing list, CoC, IDF, BL, CO, permits, single entry form, etc.) before shipment and before clearance.

Customer & Partner Coordination (International)

• Coordinate with our distributors and customers to understand where and how they want products delivered.
• Explain incoterms, shipping norms, and basic logistics options so customers can make informed decisions.
• Collect shipping-related information and quotations from the customers, then:
• Introduce them to freight forwarders or logistics partners
• Provide product information needed for their shipments
• Provide clear, professional communication via email, phone, WeChat, and WhatsApp.

QUALIFICATIONS & EXPERIENCE

Must-have:

• 3–5 years working at a C&F / freight forwarding company in Kenya (Mombasa or Nairobi).
• Hands-on experience working closely with:
• KRA systems (SIMBA / iCMS) and Kenya TradeNet
• IDF process and import documentation
• KEBS PVoC / CoC for manufactured goods
• Container shipping lines and port operations in Mombasa
• Proven track record managing end-to-end international shipments, preferably China–Kenya.
• Experience handling solar equipment and batteries / dangerous goods (IMDG / IATA basics).
• MS Office mastery, especially Excel (pivot tables, lookups, tracking sheets) and Word, plus confident with email and cloud document tools.
• Excellent written and spoken English with clear, professional communication and zero tolerance for sloppy documentation and typos.
• Demonstrated attention to detail – you habitually catch typos, missing figures, inconsistent HS codes, wrong weights, incorrect sums, etc.
• Strong proactivity: you don’t wait to be told; you raise flags early and push for solutions instead of letting issues drift.
• Comfortable occasionally working outside standard hours to coordinate with China and deal with time-critical issues.