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.