Description
BORDER DOCUMENTATION CLERK
Position Description
Job Title: Border Documentation Clerk
Reports To: Supervisor
Division: Operations
Location: Mutukula/Malaba/Busia
Supervises: Direct :
None
Indirect:
None
Interacts/Interfaces with:
Internal:
Supervisor, Border Clerk, Border
Clearance Clerk, Operations,
Customer Service, Finance and
Management.
External:
Clients, clearing agents, transporters,
drivers, customs authorities and other
relevant stakeholders.
Activities:
Job Purpose
To coordinate, prepare, verify, track and maintain documentation required for
efficient cross-border cargo clearance, while supporting the Border Clerk and
Border Clearance Clerk to ensure complete and accurate documents are
available in a timely manner.
Key Duties and Responsibilities
• Receive and review shipping and clearance documents for cross-border
shipments.
• Verify documents for completeness, accuracy and consistency before
forwarding them for processing or clearance.
• Prepare and organize documentation required for customs and border
clearance.
• Coordinate with the Border Clerk and Border Clearance Clerk at the
respective border stations to ensure documentation is available before
truck arrival.
• Maintain an updated tracker of all shipments and their documentation
and clearance status.
• Identify missing or incorrect documents and follow up with internal
teams, clients, agents, transporters or drivers for correction.
• Ensure relevant documents are shared with the respective border
station promptly.
• Monitor documentation progress for active shipments and follow up on
outstanding requirements.
• Maintain proper electronic and physical filing of shipment and
clearance documents.
• Ensure proof of clearance and supporting documents are received and
filed after completion of each shipment.
• Reconcile completed shipments against the documentation and
clearance tracker.
• Provide daily updates on shipments awaiting documentation, ready for
clearance, under clearance and completed.
• Escalate documentation issues that may cause delays, penalties,
storage charges or disruption to cargo movement.
• Coordinate closely with Operations and Customer Service to support
accurate shipment status updates.
• Ensure company and client documentation is handled securely and
confidentially.
• Maintain document control standards and ensure records are readily
retrievable for operational, client or audit requirements.
• Comply with company SOPs, customs requirements and applicable
regulatory requirements.
• Perform any other related duties assigned by the Supervisor or
Management.
Key Performance Indicators
• Accuracy and completeness of documentation submitted for clearance.
• Percentage of shipments with complete documentation before arrival
at the border.
• Number of documentation-related clearance delays.
• Timeliness of document preparation, sharing and follow-up.
• Accuracy and completeness of shipment documentation trackers.
• Completeness and retrievability of shipment files.
• Timeliness and accuracy of daily operational reports.
• • Compliance with document control and confidentiality requirements.
Person Specification
Education, Training, Skills
& Experience:
Qualification
• Diploma or Certificate in Clearing & Forwarding, Logistics, Supply Chain
Management, Customs Administration or a related field.
Experience:
• Relevant experience in logistics documentation, customs clearance,
freight forwarding or transport operations.
• Good understanding of import, export and transit documentation.
• Familiarity with customs documentation and relevant customs systems
is an advantage.
• Good knowledge of Microsoft Excel, Word and email.
Behavioural Competencies
• Excellent attention to detail.
• Strong documentation and record-management skills.
• Good organizational and time-management skills.
• Strong follow-up and coordination ability.
• Ability to identify documentation discrepancies.
• Good written and verbal communication skills.
• Ability to work under pressure and manage multiple shipments
simultaneously.
• High level of confidentiality and integrity.
• Strong teamwork and interpersonal skills.
How to Apply:
You can apply by submitting your cover letter and CV to
oil.gasjobs@truenorthafrica.com with subject line Border Documentation Clerk
by 7th October 2026
All application documents must be in either PDF or MS. Word.
To apply for this job email your details to oil.gasjobs@truenorthafrica.com.
