Position Overview

The Documentation Manager will oversee all import and export documentation processes to ensure compliance with international trade regulations, company standards, and local customs requirements. This role is pivotal in maintaining smooth trade operations between suppliers, customers, and regulatory bodies, ensuring that all shipment and commercial documents are accurate, timely, and compliant with both Congolese and international trade laws.

The position requires strong attention to detail, deep knowledge of trade documentation and logistics procedures, and coordination with multiple stakeholders across Africa, the Middle East, and Asia.

Key Responsibilities

• Manage, review, and verify all shipping and trade documentation (e.g., invoices, packing lists, certificates of origin, bills of lading, inspection certificates, and letters of credit).
• Ensure compliance with import/export laws, customs regulations, and internal company policies.
• Liaise with clearing agents, banks, shipping lines, insurance companies, and trade partners to ensure smooth and timely document flow.
• Coordinate pre-shipment and post-shipment documentation processes for all trade activities.
• Maintain and update trade document records in digital and physical filing systems.
• Support Trade & Operations team in resolving document discrepancies or regulatory queries.
• Monitor trade regulations, policy updates, and compliance requirements in Congo and other relevant markets.
• Prepare periodic documentation reports and submit to management for review.
• Train and guide junior documentation officers or administrative staff on trade document standards and procedures.
• Contribute to process improvement initiatives to optimize document handling and reduce turnaround time.

Qualifications & Experience

• Bachelor’s degree in business administration, Logistics, International Trade, Supply Chain, or a related field.
• Minimum 15 years of experience in trade documentation or logistics management, preferably within an import/export or trading company.
• Strong knowledge of INCOTERMS, letters of credit (LC), customs documentation, and trade compliance.
• Proven experience managing African trade operations, especially in Central or West Africa (experience in Congo is a strong advantage).
• Excellent communication and coordination skills with internal teams and external partners.
• Fluent in English and French (both written and spoken); knowledge of Arabic or Swahili is an added advantage.
• Proficient in MS Office and ERP/logistics management systems.
• High attention to detail, problem-solving ability, and time management skills.

Key Competencies

• Trade documentation & compliance expertise
• Accuracy and attention to detail
• Stakeholder management
• Regulatory and customs knowledge
• Communication and negotiation skills
• Integrity and confidentiality in document handling
• Leadership and training ability