Job Title: Import Documentation Officer
Department: Import & Export
Reports To: Head of Import & Export / Operations Manager
Duty Station: Addis Ababa, Head Office
Employment Type: Full-Time
Job Summary
The Import Documentation Officer is responsible for preparing, verifying, processing, and managing all import-related documentation to ensure timely customs clearance and regulatory compliance. The role supports smooth import operations by coordinating with suppliers, freight forwarders, banks, customs authorities, and internal departments in line with Ethiopian Customs regulations and international trade standards. Success in this position ensures accuracy, compliance, and efficiency in SITCO’s import processes.
Key Responsibilities
• Prepare, review, and process all import documentation including Commercial Invoices, Packing Lists, Bills of Lading/Air Waybills, Certificates of Origin, Insurance Certificates, and Delivery Orders.
• Ensure full compliance with Ethiopian Customs Commission (ECC) regulations, Ministry of Trade and Regional Integration (MoTRI) requirements, National Bank of Ethiopia (NBE) foreign exchange rules, and INCOTERMS.
• Coordinate customs clearance activities through the Ethiopian Single Window (ESW) system, including preparation of customs declarations and submission of required documents.
• Liaise with freight forwarders, shipping lines, customs brokers, inspection bodies, and government authorities to ensure timely clearance of shipments.
• Support the acquisition and management of import permits, Certificates of Conformity (CoC), Pre-Shipment Inspection (PSI) reports, and other regulatory approvals for regulated goods.
• Track shipment status, follow up on documentation discrepancies, and proactively resolve delays or compliance issues.
• Maintain accurate and organized records of all import documentation for audit, compliance, and reporting purposes.
• Coordinate with finance and banking teams on Letters of Credit (LCs), TT payments, bank document submissions, and customs valuation requirements.
• Prepare periodic reports on shipment status, documentation accuracy, clearance timelines, and compliance issues.
• Stay updated on changes in Ethiopian import regulations, customs procedures, and international trade documentation standards.
• Support the Head of Import & Export in audits, inspections, and internal process improvements.
Qualifications and Experience
• Bachelor’s degree in Logistics, Supply Chain Management, International Business, Business Administration, or a related field.
• Minimum of 2 – 4 years of relevant experience in import documentation, customs clearance, or logistics operations, preferably in a trading or manufacturing company.
• Hands-on experience with Ethiopian import procedures, customs documentation, and port/airport clearance processes.
Required Key Skills and Knowledge
• Strong knowledge of Ethiopian import regulations, customs procedures, INCOTERMS, and trade documentation requirements.
• Practical experience with Ethiopian Single Window (ESW), customs declarations, and regulatory documentation workflows.
• Proficiency in ERP systems, logistics or clearing software, and MS Office applications (especially Excel).
• High attention to detail with strong organizational and document control skills.
• Ability to coordinate effectively with freight forwarders, customs brokers, banks, and government authorities.
• Good analytical, problem-solving, and time-management skills.
• Fluency in English and Amharic; knowledge of Afaan Oromo is an added advantage.
Preferred Attributes
• Experience handling regulated imports requiring Certificates of Conformity, Pre-Shipment Inspection reports, and special permits.
• Familiarity with SITCO-relevant imports such as machinery, vehicles, industrial inputs, or consumer goods.
• Strong understanding of LC documentation discrepancies and customs valuation issues.
• Proven ability to work under pressure and meet tight clearance deadlines.
• High level of integrity, confidentiality, and compliance orientation.
Key Performance Indicators (KPIs) (Optional can be expanded if required)
• Accuracy and completeness of import documentation
• Customs clearance turnaround time
• Number of documentation-related delays or penalties
• Compliance with regulatory and audit requirements
• Quality of coordination with internal and external stakeholders