Overview:
The Customs Declaration Officer is responsible for the timely and accurate declaration of goods, customs entry processing, and coordinating the physical clearance of goods at all entry and exit points. The role involves extensive collaboration with regulatory authorities, clients, CSBK internal teams, and third parties to ensure customs compliance and seamless operations.
The Officer also supports customs bond monitoring, system updating, documentation compliance, client consultation, and effective reporting in line with CSBK’s SOPs and regulatory frameworks.
Key Job Functions:
Customs Entry & Documentation
- Prepare accurate declarations in ICMS and KenTrade for imports/exports.
- Input shipping data and product details to generate accurate customs entries.
- Receive and verify shipment documentation (invoices, BLs, permits, etc.).
- Carry out timely and correct tariff application and compute duties/taxes, and ensure permits are in place.
- Professionally handle all customs forms, including those for re-exports and stamping.
- Consult with clients to ensure alignment and avoid punitive rejections.
- Update the relevant CSB systems, and portals with clearance progress.
- Apply correct HS codes, ensure timely submission to avoid demurrage and penalties.
Physical Clearance & Stakeholder Coordination
- Follow up clearance at Port of Mombasa or ICD JKIA, and Times Tower – where applicable and when needed.
- Liaise with KRA, KEBS, NTSA, shipping lines, and clients.
- Coordinate with warehouse, transport, and internal teams to ensure timely delivery.
- Arrange transport, warehousing, and distribution of cleared goods.
- Register motor vehicles via NTSA TIMS system.
Bond Monitoring & Risk Mitigation
- Monitor bond usage, retirement, and replenishment.
- Prepare accurate and complete weekly bond status reports.
- Eliminate customs offences through accurate and timely declarations.
- Ensure that goods cleared are updated in both customs and internal systems.
Reporting & Compliance
- Prepare regular updates for Operations Manager, Finance Manager, GM, and MD and any other internal stakeholder.
- Maintain compliance with changing regulations and notify management accordingly.
- Submit documentation requested by authorities promptly
- Identify discrepancies in declarations and escalate where necessary.
- Ensure declarations meet current customs laws and internal guidelines
System Usage & Security
- Use ICMS credentials responsibly and report any misuse or errors.
- Maintain confidentiality and secure access to customs platforms.
Health, Safety, and Environment (HSE) Management
- Comply with the Company’s QHSE policies and report unsafe practices.
- Uphold QHSE requirements and work ethics.
Others
- Be flexible to work overtime as needed.
- Resolve declaration and clearance issues proactively
- Participate in internal audits and training sessions as directed.
- Support other declarations staff and colleagues where needed and take part in departmental initiatives.
Education
- Diploma or Degree in Clearing & Forwarding, Logistics, Supply Chain Management, or a related field
- Certification by Kenya School of Revenue Administration (KESRA) is an added advantage
Experience
- Minimum of 4 years’ experience in customs documentation and clearance, preferably within the logistics, warehousing, or FMCG industries.
- Advanced working knowledge of ICMS, KenTrade, ASYCUDA, permit portals (KEBS, KEPHIS, etc.) and other customs clearance platforms
- In-depth knowledge of customs procedures, tariffs, HS codes, and import/export compliance frameworks
- Understanding of tariff classification and duty computation
- Proven ability to process high-volume documentation accurately and efficiently
- Strong understanding of both air and sea freight clearance, including import and export requirements
- Knowledge in customs law, tariffs, classifications and valuation methods.
- Experience working with KRA systems and interacting with port and airport clearance processes
Skills
- Strong analytical Skills
- High integrity and ethical conduct
- Accuracy and attention to detail
- Good communication skills
- Proficient in MS Office and customs systems
- Reconciliation skills
- Time Management
- Interpersonal Relationships & Stakeholders Management Skills
Join Steinweg to ensure our services exceed client expectations. Apply now to become part of our dynamic team!
Interested?
Please send your CV to kenya.hr@za.steinweg.com