Shipping & Documentation Assistant Manager

Position: Shipping& Documentation Assistant Manager Department: Cotton Job Purpose The Shipping &Documentation Assistant Manager is responsible for coordinating shipmentactivities, preparing and verifying export/import documentation, liaising withOrigins, shipping lines, banks, suppliers, and customers to ensure smooth andtimely delivery of goods while complying with international trade regulations,contractual requirements, and company policies. KeyResponsibilities ShippingCoordination • Follow upand verify shipping instructions and ensure accurate shipment execution. • Coordinatewith Origins, warehouses, suppliers to ensure cargo readiness. • Monitorshipment schedules and ensure timely dispatch of cargo. • Trackshipments and proactively manage delays, transshipments, and exceptions. • Coordinatewith Origins on export and import shipments from booking through to finaldelivery. • Monitorand ensure that the shipment-to-payment cycle for all shipments is completedwithin the target cycle time. DocumentationManagement 1. Ensure documentation complies with contract terms,customer requirements, and country-specific regulations. 2. Maintain accurateshipping records and document filing systems. 3. Prepare, review, andprocess shipping documentation, including: • Commercial Invoices • Packing Lists • Bills of Lading • Certificates of Origin • Insurance Certificates • PhytosanitaryCertificates • BeneficiaryCertificates • Other shipping andtrade-related documents Letter of CreditDocumentation • Reviewsales contracts and Letters of Credit to ensure compliance. • Monitor LCexpiry dates, shipment deadlines, and presentation periods. • Prepareand submit LC negotiation documents within stipulated timelines. • Liaisewith banks regarding document presentation, discrepancies, and payment status. • Resolvedocumentation discrepancies to facilitate smooth collection of payment. Customer &Supplier Coordination • Communicateshipment status and documentation updates to customers. • Coordinatewith Origins, agents, and customers regarding shipment arrangements. • Respondpromptly to customer enquiries relating to shipping and documentation matters. Compliance &Regulatory Requirements • Ensurecompliance with international trade regulations and company procedures. • Complywith import requirements and customs regulations for destination countries. • Maintaincompliance with internal audit and record retention requirements. Qualifications& Experience Education Diploma or equivalent. Experience • 5 years ofexperience in shipping, logistics, export documentation, or international tradeoperations. • Experiencehandling Letters of Credit and documentary collections is preferred. • Working ina trading industries environment is an advantage. Skills &Competencies Technical Skills • Strongknowledge of international shipping procedures and Incoterms. • Familiaritywith export and import documentation requirements. • Understandingof Letter of Credit processes and UCP 600 guidelines. • Proficiencyin Microsoft Office applications, particularly Excel. Soft Skills • Strongattention to detail and accuracy. • Excellenttime-management skills. • Effectivecommunication and interpersonal skills. • Ability towork under pressure and meet tight deadlines. • Problem-solvingand analytical thinking. • Ability tomanage multiple shipments and priorities simultaneously. Key PerformanceIndicators (KPIs) • Timely shipment execution. • Accuracy of shipping and LCdocumentation. • Reduction in documentationdiscrepancies. • On-time submission of bankingdocuments. • Compliance with customer andregulatory requirements. • Customer satisfaction andresponsiveness.