Export Administration Officer

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

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.