Documentation Supervisor at Palapina Airflo Limited

Overall purpose of the position

This role is crucial for planning, supervising and controlling the day-to-day running of the administration team specific to the main divisions of the Documentation department and in line with the shift, specific tasks to which they are currently assigned. Monitor the status of the tasks that have been received and assigned to team members and take corrective actions to ensure deadlines are met, and that there are clear lines of communication with the other documentation teams in their specific areas of work. Ensuring inter-departmental communication is carried out effectively and efficiently to ensure a seamless documentation process is achieved. Lead the team in confirming and receiving all shipment in CW1 with the correct inbound weight, to palletization of all the buildup cargo into CW1 and tallying shipment documents with operational documents-pallet card and creation of accurate load sheets all outbound shipments in adherence to weight accuracy. Lead the team in compliance with all government agencies in shipment acceptance.

Key Tasks

• Undertake proper team planning by ensuring coverage of all shifts.
• Aligning with Operations by Verifying shipment delivery, Plant Health Inspection, , QC status and prioritizing tasks for the team to complete the documentation process within set timelines.
• Confirm the accuracy of necessary shipment documents at various stages (acceptance, registration, preparation, processing) as well as ensure accurate shipment manifesting, HAWB, and MAWB production.
• Ensure AWB, Manifests, and Weight Dockets correspond to actual pallet/ULD weights and communicate discrepancies promptly with Operations, the airline, or GHA.
• Ensure concession fee payments are made on time and updated in C1 to prevent customs delays.
• File documents per market , monitor the customer management tool and maintain records for potential client claims.
• Confirm shipment numbers against daily bookings in CW1 ensuring alignment with documentation for build-up and monitor collaboration with relevant departments to achieve 100% weighing of all build-up units during push-out.
• Coordinate timely delivery of pallet cards by operations palletizers and regularly follow up to ensure document alignment with actual load sheet.
• Address discrepancies (e.g., weight, quantity, inbound/outbound weight) promptly upon escalation by customers and approval by the relevant Head of Department.
• Follow up on timely pallet build-up to meet airline cut-off times and take necessary corrective actions for smooth cargo operations and report deviations from SOPs in good time.
• Confirm shipment details i.e consignee, consignor and clearing agent and address and update any deviations or changes .
• Stay informed and update current SOPs related to Documentation Team processes.
• Play an active role in yearly goal and objective role setting and performance management of the team.
• Perform any other relevant duties assigned by the coordinator or management.

Function / Market & Industry Knowledge / Business Acumen / Process working

• Ability to initiate and implement new approaches and procedures .
• Overall understanding of business processes and interdependencies.
• Knowledge of process steering instruments.
• Knowledge of business processes.

Skills & Competencies

Leadership

• Ability to lead and develop high performing teams.
• Ability to build a team with diverse leadership and technical skills.
• Ability to effectively manage people through KPI setting and measurements.
• Willingness to challenge the status quo and to drive innovation and change.
• Capable of generating creative ideas/solutions.
• Ability to initiate and implement new approaches and procedures, to set robust plans, to initiate implementation steps.

Business

• Credibility.
• Assertiveness.
• Capable to make informed judgments and to generate practical, timely solutions.
• Ability to find pragmatic solutions by using decision making techniques.

Personal

• Capable of building strong and long-term team relationships within and across functions and geographical boundaries and based on ethics and trust.
• High commitment and positive attitude in the face of setbacks and obstacles.
• High stress level (Ability to work under pressure and deal with tight deadlines).
• Problem solving skills.
• Integrity.
• Self-motivated.
• Confident.
• Proactive.

Educational background / Work experience

• Degree in Export Documentation or any other related field.
• Possession of a higher National Diploma in IATA Forwarding and Customer relation course will be an added advantage.
• Hands on experience of at least 2 (Two) years and above.

Language Skills

• Experience communicating in diverse cultural or work environments preferred.
• Fluent in both written and spoken English and Kiswahili.
• Must be comfortable explaining complex technical & procedural requirements in straightforward language.
• Computer Literacy
• Profound knowledge of MS-Office products (Word, Excel, Outlook).
• Experience with CargoWise or a similar TMS will be an advantage.