The Role
Support reconciliation of export customs entries and prepare complete export documentation for VAT refund submissions. Maintain trackers and audit-ready records, liaise with customs agents and internal stakeholders, flag discrepancies, and assist Finance with VAT refund processing for a FY2022 backlog.
Summary Generated by Built In
Our client in the Agricultural sector is looking for an Export Administration Officer. The Main Objective of this role will be to support in reconciliation of export customs entries, guaranteeing 100% accuracy of export documentation, supporting compliance reporting and support the Finance department in processing VAT refunds by ensuring flawless documentation
This will be a Fixed Term Contract of 6 months.
Key Responsibilities
- Reconcile all export customs entries from FY2022 onwards against shipping documents, commercial invoices, packing lists, and export declarations
- Develop a reconciliation tracker showing matched, unmatched, and pending entries by period. Flag and escalate all discrepancies with root cause notes.
- Maintain a submission log tracking Certificates of Export (COE) status and timelines.
- Compile and validate all export documentation required for VAT refund submissions covering the FY2022 backlog period (customs export entries, invoices, proof of export).
- Review and verify accuracy and completeness of export documentation in line with KRA and customs requirements.
- Collaborate with Finance to prepare VAT refund submissions with full supporting documentation.
- Identify, document, and escalate discrepancies in a timely manner.
- Maintain accurate, audit-ready records throughout the contract period.
- Liaise with customs agents, freight forwarders, and internal stakeholders as needed.
- And any other assigned tasks and duties from time to time
Requirements
Required Qualifications and Competencies
- Degree in Logistics, Procurement and Supply Chain or a related field.
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with ERP systems is an advantage.
- Minimum 2 years' experience in export operations, customs compliance, or trade finance.
- Working knowledge of Kenya customs regulations, export documentation, and KRA VAT refund processes
- Excellent attention to detail in IMPEX documentation.
- Strong organizational and time management skills.
- Good communication skills with internal and external stakeholders (suppliers, agents, airlines)
- Knowledge of customs processes for horticultural products.
- Problem-solving and quick decision-making skills under pressure.
- Strong analytical skills.
- Demonstrated experience handling reconciliation backlogs or audit preparation.
- Ability to work independently, meet deadlines, and manage a high-volume backlog.
Skills Required
- Degree in Logistics, Procurement and Supply Chain or a related field
- Minimum 2 years' experience in export operations, customs compliance, or trade finance
- Working knowledge of Kenya customs regulations, export documentation, and KRA VAT refund processes
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Experience with ERP systems
- Excellent attention to detail in IMPEX documentation
- Strong organizational and time management skills
- Good communication skills with internal and external stakeholders
- Knowledge of customs processes for horticultural products
- Problem-solving and quick decision-making skills under pressure
- Strong analytical skills
- Demonstrated experience handling reconciliation backlogs or audit preparation
- Ability to work independently, meet deadlines, and manage a high-volume backlog
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The Company
What We Do
Human Asset Consultants Ltd is a Human Resources company that provides recruitment, training, and HR best practices to support businesses.
