Overview:
The Operations Control Clerk shall provide administrative and operational support to the Operations Controllers by ensuring timely preparation, verification, filing and circulation of shipment documentation, maintaining accurate operational records, updating internal systems, coordinating information flow between departments and supporting the efficient execution of operational processes.
The role is responsible for ensuring that operational documentation is complete, accurate and readily available while supporting compliance with CSB procedures, customer requirements and statutory regulations. The position does not have direct responsibility for customer relationship management or commercial decision-making.
Metrics / Dimensions:
- Works with the Declaration Team, Operations Controllers in Ocean, Exports and Imports, Finance, Warehouse, Inventory, and Port Operations Department with the objective of ensuring timely preparation and completion of operational documentation and files.
- Has accountability for accuracy, completion of the daily tasks and coordination of information flow between departments and supporting the efficient execution of operational processes
Key Performance Areas
- Accurate compilation, verification and management of shipment documentation.
- Efficient operational support and internal coordination with Operations Controllers and support departments.
- Timely updating and maintenance of operational systems, shipment records and filing.
- Operational efficiency through timely completion of assigned tasks and adherence to deadlines.
- Compliance with CSB SOPs, internal controls and documentation standards.
- Prompt communication, escalation and resolution of operational and documentation issues.
- Additional KPIs other than the above to be discussed and assigned by the Line Manager.
Shipment Documentation Management
- Prepare, compile and organise shipment files and supporting documentation.
- Verify the completeness and accuracy of operational documents before submission to the Operations Controller.
- Maintain electronic and physical filing systems.
- Ensure shipment files are updated with all mandatory documentation.
Operational Coordination & Administrative Support
- Provide administrative support to Operations Controllers.
- Coordinate document flow between Operations (Exports, Imports and Ocean), Customs, Warehouse, Finance and other departments.
- Follow up internally on outstanding documents and approvals.
- Prepare operational reports as requested.
System Updates & Records Management
- Records Management
- Update BOS and other operational systems with shipment information.
- Maintain accurate shipment records on the applicable systems in place.
- Monitor document status and update trackers.
- Archive completed shipment file.
Operational Compliance
- Ensure documentation complies with CSB SOPs.
- Support document verification before shipment processing.
- Escalate discrepancies to the Operations Controller.
- Maintain confidentiality of operational information.
Health, Safety & Continuous Improvement
- Comply with CSBK and CSB Group QHSE requirements.
- Maintain an organised work environment.
- Support continuous improvement initiatives.
- Support departmental projects and operational improvement initiatives.
- Participate in departmental training, audits, and compliance activities
- Completion of mandatory and compliance Steinweg Academy Trainings
- Provide support to colleagues and operational teams where required
- Be flexible to work beyond normal working hours where operationally required
- Undertake any other reasonable duties assigned by Management.
Education
- Diploma in Shipping, Clearing & Forwarding, Logistics, Supply Chain Management, Business Administration or related field.
- A bachelor’s degree will be an added advantage.
Experience
- Minimum 2 years’ experience in a busy logistics, warehousing, Import/Export Freight Forwarding and Clearing environment.
- Knowledge of;
- Evaluating information to determine compliance with standards, cargo inspection processes and cargo systemsTea/coffee/minerals export/imports operationsPrompt response to emails and pre-alerts/instructions from internal stakeholders at C. Steinweg Bridge Kenya.Basic customs clearance processes and documentation, Shipment documentation and reporting processes
- MS Office applications and reporting tools
Skills
- Strong analytical Skills
- High integrity and ethical conduct
- Accuracy and attention to detail
- Good communication skills
- Proficient in MS Office and customs systems
- Continuous Improvement
- Time Management
- Interpersonal Relationships & Internal Stakeholders Management Skills
Join Steinweg to manage our shipment operations with efficiency and excellence, ensuring 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