Export Documentation Executive

 Job description of Export documentation Executive ❖ Job title: Export documentation Executive ❖ Department: International Trades ❖ Geography covered: Corporate office, Manufacturing Unit. ❖ Reports to: Export Manager ❖ Matrix: Director. ❖ Summary: The Export Documentation Executive plays a crucial role in ensuring the smooth and compliant export of FMCG (Fast Moving Consumer Goods) products. You will be responsible for preparing and processing all export documents, liaising with customs authorities, and ensuring adherence to international trade regulations. ❖ Key Responsibilities:
• Prepare and process export documents including commercial invoices, packing lists, certificates of origin, bills of lading, and other regulatory documents.
• Ensure all documents are accurate, complete, and meet the requirements of the importing country's regulations.
• Communicate effectively with freight forwarders, customs brokers, and international clients regarding documentation requirements and shipment progress.
• Track and monitor export shipments to ensure timely delivery.
• Maintain accurate records of all export transactions.
• Research and stay updated on changes in international trade regulations and procedures.
• Assist with customs clearance procedures and address any discrepancies.
• Prepare and submit export declarations electronically.
• Maintain a strong understanding of Incoterms (International Commercial Terms).
• Contribute to the efficiency and accuracy of the export process.
❖ Key Results Areas (KRAs): 1. Accuracy and Compliance: Ensure all export documents are accurate, complete, and compliant with regulations. (0 errors in documentation leading to shipment delays) 2. Timeliness: Process export documentation efficiently to meet shipment deadlines. (95% of documents completed within established timelines) 3. Communication: Maintain clear and effective communication with internal and external stakeholders regarding documentation and shipment status. (Positive feedback from clients on communication clarity) 4. Recordkeeping: Maintain accurate and organized records of all export transactions. (No discrepancies found during internal audits) 5. Research & Development: Stay updated on changes in international trade regulations and procedures. (Successfully implement new regulations into export processes) 6. Problem-solving: Identify and resolve discrepancies in export documentation efficiently. (Minimal delays due to documentation issues) 7. Efficiency: Continuously improve the efficiency of the export documentation process. (Reduction in average time spent processing documents) 8. Cost-effectiveness: Minimize errors and rework to reduce costs associated with export documentation. (Reduction in penalties or fines due to documentation errors) 9. Customer Satisfaction: Ensure timely and compliant export of goods to meet customer expectations. (High customer satisfaction ratings for export documentation services) 10. Teamwork: Collaborate effectively with colleagues in sales, logistics, and other departments to ensure a seamless export process. (Positive feedback from colleagues on teamwork and collaboration) ❖ Key Performance Indicators (KPIs): 1. Number of errors in export documentation 2. Percentage of documents completed on time. 3. Average time spent processing export documents. 4. Number of customer complaints regarding documentation 5. Number of shipments delayed due to documentation issues. 6. Number of audits with zero discrepancies 7. Number of new trade regulations implemented successfully. 8. Cost savings achieved through reduced errors. 9. Customer satisfaction score for export documentation services 10. Number of positive team feedback mentions.
❖ Qualifications:
• Education: Bachelor's degree in business administration, International Trade, or a related field (preferred).
• Experience: 1-3 years of experience in export documentation, preferably in the FMCG industry.
• Skills: Excellent written and verbal communication skills, strong analytical and problem-solving skills, proficiency in MS Office Suite (Word, Excel), attention to detail, ability to work independently and as part of a team, excellent time management skills.
• Knowledge: Understanding of international trade regulations (Incoterms, customs procedures), knowledge of export documentation procedures, familiarity with FMCG industry practices (preferred). Additional Desirable Skills:
• Proficiency in trade finance procedures (e.g., Letters of Credit)
• Experience with export compliance software.
• Foreign language skills (relevant to target markets) Desired Certifications:
• Certified Export Specialist (CESP) (preferred)
• Forwarding and Shipping Certificate (F&SC) (preferred)

---