CFS Documentation Officer

Job Purpose

Maintain accurate, complete and timely documentation for all container, cargo and customer movements at the Company Cargo Limited CFS, ensuring smooth coordination between operations, the customer service team, shipping lines, clearing agents, transporters and statutory authorities.

Key Responsibilities

• Prepare, issue and control all gate-in / gate-out documentation for containers, cargo and vehicles.

• Prepare and maintain stuffing / de-stuffing, cargo receipt, tally sheets, loading / off-loading and delivery documentation.

• Capture, verify and update container numbers, seal numbers, truck / driver details, cargo description, weight and quantity, customer name, shipping line, vessel and voyage details.

• Verify all shipping line release orders, customs release, customer instructions and consignee / notify party details before releasing containers or cargo.

• Maintain the CFS operating system (manual / software) including daily container and cargo movement registers, receipt records, dispatch records and pending files.

• Issue delivery notes, gate passes, receiving reports, EIR (Equipment Interchange Receipt), cartel checklists and B/L / cargo manifest extracts where required.

• Coordinate the safe release of containers and cargo only after full documentation, payment and approval checks are completed.

• Liaise with the CFS yard and warehouse teams regarding container positioning, cargo location and dispatch priority.

• Coordinate with shipping lines, shipping agents, clearing & forwarding companies, customs brokers, transporters and customers for documentation flow and approvals.

• Maintain proper filing (physical and electronic) and ensure fast retrieval of all CFS documentation for audits, customer queries and statutory inspections.

• Track pending documentation, missing information and incomplete files and follow up daily with the responsible party (customer / agent / shipping line / driver).

• Perform daily reconciliation between physical container / cargo movements and the system / documentation; investigate and resolve mismatches.

• Provide accurate input to the Finance team for billing of storage, handling, stacking, stuffing / de-stuffing and other services.

• Prepare daily, weekly and monthly reports – container movements, cargo tonnage, stock position, pending deliveries, penalties and exception log.

• Support the CFS Manager in customer service by responding to documentation queries, status updates and proof-of-delivery / receipt requests.

• Maintain confidentiality of customer information and commercial documentation at all times.

Qualification & Skills

• Diploma or Degree in Shipping, Logistics, Supply Chain, Customs Administration, Business or related field.

• Minimum 3 years of hands-on documentation experience in an established Container Freight Station (CFS) in Dar es Salaam.

• Sound knowledge of shipping line documentation, customs release procedures, manifest / B/L formats, EIR, cartells and CFS operating systems (manual and software).

• High attention to detail, accuracy and ability to handle high document volumes under pressure.

• Good working knowledge of Excel, MS Office and documentation management software.

• Strong communication and coordination skills with internal teams, customers, agents and regulators.

• Fluency in English and Swahili.