Logistics and Customs Coordinator at AGSOL

KEY RESPONSIBILITIES

International logistics, customs clearance, and compliance (core roles)


Own the end-to-end import process from China to Kenya for all sea and air shipments (mainly LCL, some FCL).
Manage and coordinate freight forwarders and clearing agents in China and Kenya, ensuring they meet agreed timelines and service levels.
Handle all KRA-related processes through our agents, including:
Obtaining Import Declaration Forms (IDF)
SIMBA / iCMS entries (via licensed clearing agents)
Duty, tax and fee computations, and documentation follow-up
Manage KEBS PVoC and CoC for manufactured goods:
Coordinate testing, inspections, and documentation with PVoC contractors
Ensure CoC is issued before shipment and matches final documents
Oversee dangerous goods and special cargo, including solar equipment and Li-ion batteries:
Ensure correct DG classification, HS code, packaging, labelling, and documentation
Coordinate with forwarders and shipping lines on DG approvals and constraints
Manage VAT exemption applications for solar goods with the Ministry of Energy and Petroleum, including documentation, tracking, and renewals.
Manage Certificates of Origin (CO) applications and related trade documentation as needed.
Stay up to date with import - export regulations, KRA and KEBS rules, DG rules, and port procedures, and proactively adjust our processes when regulations change.


Shipment preparation, dispatch, tracking & escalation


For each shipment, managing and tracking milestones from preparation of the goods to delivery.
Maintain a live shipment tracker with ETAs, milestones, and responsibilities, update senior leadership about the status of these shipments.
Track shipments daily, identify issues early (documentation gaps, booking delays, port congestion, etc.), and act immediately:
Escalate with agents and forwarders
Push for alternative sailings or solutions where needed
Keep internal stakeholders informed with clear, concise updates
Ensure all shipping and customs documents are complete, accurate, and consistent (invoice, packing list, CoC, IDF, BL, CO, permits, single entry form, etc.) before shipment and before clearance.


Customer & Partner Coordination (International)


Coordinate with our distributors and customers to understand where and how they want products delivered.
Explain incoterms, shipping norms, and basic logistics options so customers can make informed decisions.
Collect shipping-related information and quotations from the customers, then:
Introduce them to freight forwarders or logistics partners
Provide product information needed for their shipments
Provide clear, professional communication via email, phone, WeChat, and WhatsApp.


QUALIFICATIONS & EXPERIENCE

Must-have:


3 - 5 years working at a C&F / freight forwarding company in Kenya (Mombasa or Nairobi).
Hands-on experience working closely with:
KRA systems (SIMBA / iCMS) and Kenya TradeNet
IDF process and import documentation
KEBS PVoC / CoC for manufactured goods
Container shipping lines and port operations in Mombasa
Proven track record managing end-to-end international shipments, preferably China - Kenya.
Experience handling solar equipment and batteries / dangerous goods (IMDG / IATA basics).
MS Office mastery, especially Excel (pivot tables, lookups, tracking sheets) and Word, plus confident with email and cloud document tools.
Excellent written and spoken English with clear, professional communication and zero tolerance for sloppy documentation and typos.
Demonstrated attention to detail - you habitually catch typos, missing figures, inconsistent HS codes, wrong weights, incorrect sums, etc.
Strong proactivity: you don't wait to be told; you raise flags early and push for solutions instead of letting issues drift.
Comfortable occasionally working outside standard hours to coordinate with China and deal with time-critical issues.