Documentation Executive (Nairobi) at Airflo Limited

Airflo is a leading logistics company in perishables that specializes in providing world-class fresh logistics solutions for fresh cut flowers, herbs, cuttings, produce and fruits moving through key international trade lanes. Airflo is a subsidiary of Airfreight Group(AFG) BV with presence in Netherlands, UAE, Kenya, and Zimbabwe.  

• Receive, verify and process export and customs documentation, including C17, HCD, HAWBs, flight documents, EUR1, COMESA, COO and other certificates.
• Ensure all required documents and shipment details are accurate and consistent with the physical cargo and system records; promptly follow up on missing or incorrect information.
• Update and maintain export and customs information in CargoWise and other relevant systems.
• Prepare and submit Phytosanitary applications through KEPHIS IEICS, verify S-Numbers, print invoices and coordinate certificate collection.
• Coordinate KEPHIS inspections, communicate rejections and address KEPHIS/KRA concerns with relevant stakeholders.
• Coordinate prior cargo release at customs sheds and dispatch flight documentation to respective GHAs at the point of exit.
• Manage the Blue Folder cage and ensure timely return of customer files to farms.
• Process KRA concession fee payments, submit C17 reports and verify GHA invoices to support billing.
• Maintain accurate filing and records for audits, claims and future reference.
• Monitor and promptly escalate documentation discrepancies, irregularities and delays affecting export processes.
• Generate and distribute daily, weekly and monthly reports and update the Account Management Tool on documentation issues and corrective actions.
• Ensure compliance with established SOPs and perform other duties assigned by the Team Lead or Management.

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