Job Description
The Documentation Officer is responsible for the accurate preparation, processing, and management of all import and export documentation to support efficient logistics operations. The role ensures full compliance with Ghanaian and international regulatory requirements, facilitates timely clearance of FMCG shipments, and maintains organized records to support smooth supply chain activities.
KEY RESPONSIBILITIES
1. Prepare and process all shipment-related documents, including commercial invoices, packing lists, bills of lading, IDF, CCVR, duty declarations, and customs clearance documentation.
2. Ensure all documentation complies with requirements of relevant regulatory bodies such as GRA, GFZA, FDA, EPA, Energy Commission, and the Veterinary Services Directorate.
3. Timely Submissions & Tracking
4. Submit IDF and CCVR documentation within 12 hours of receiving required inputs.
5. Monitor deadlines and follow up on approvals to prevent clearance delays.
6. Maintain accurate and up-to-date shipment records, both electronic and physical, including permits, receipts, duty payments, and correspondence with agents and authorities.
7. Liaise with shipping agents, customs brokers, and internal departments to resolve documentation discrepancies and track shipment clearance status.
8. Identify, log, and escalate documentation issues or system-related delays within 30 minutes of detection and ensure proper internal reporting.
9. Assist with applications and renewals of permits (EPA, Veterinary, Free Zone, etc.) and ensure compliance documents remain valid and accessible.
10. Provide documentation support for export procedures and assist with other logistics and supply chain tasks as assigned, including attending regulatory meetings when required.
REQUIREMENTS
1. HND or Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field.
2. Equivalent qualifications with substantial experience will be considered
3. Minimum of 2 years’ experience in logistics documentation, preferably within an FMCG, shipping, or import/export environment.
4. Practical experience with customs and shipping documentation processes in Ghana.
5. Proficiency in ICUMS and familiarity with Ghanaian import/export regulations and government portals.
6. Strong working knowledge of customs clearance procedures and regulatory documentation.
7. Proficiency in Microsoft Office tools (Word, Excel, Outlook).
8. Strong attention to detail and high accuracy in document handling.
9. Excellent organizational and time-management skills.
10. Good communication and interpersonal skills.
11. Ability to handle confidential and sensitive information with discretion.
Salary
2,500 - 3,000 GHS
Monthly based
Location
Accra, Greater Accra Region, Ghana
Accra, Greater Accra Region, Ghana