Job Purpose

The Import & Export Documentation Executive is responsible for preparing, processing, and managing all import and export documentation in compliance with Malawi Revenue Authority (MRA) regulations, shipping requirements, and international trade standards. The role ensures timely customs clearance, accurate documentation, and smooth movement of cargo across borders.

Key Responsibilities

Documentation & Trade Compliance

• Prepare and process all import and export documentation, including:
  • Commercial Invoices
  • Packing Lists
  • Bills of Lading / Air Waybills
  • Certificates of Origin (COMESA / SADC where applicable)
  • Customs Declarations
  • Shipping Instructions
• Ensure compliance with Malawi Customs & Excise regulations and international trade laws.
• Maintain accurate physical and electronic records of shipment documentation.

Shipping & Freight Coordination

• Liaise with shipping lines, freight forwarders, transporters, and clearing agents.
• Coordinate import and export shipments through key corridors and ports such as Beira, Nacala, Dar es Salaam, and Durban.
• Track cargo movement and address documentation or transit delays proactively.

Customs & Regulatory Liaison

• Work closely with Malawi Revenue Authority (MRA) and licensed clearing agents to ensure smooth clearance.
• Support customs inspections and valuation processes by providing accurate documentation.
• Monitor changes in customs tariffs, trade agreements, and import/export procedures affecting Malawi trade.

Internal & Client Coordination

• Provide timely shipment updates to internal departments and clients.
• Submit accurate documentation to finance teams for costing, duty calculations, and invoicing.
• Respond to client and internal queries related to clearance and shipment status.

Reporting & Administration

• Prepare shipment, clearance, and documentation reports.
• Maintain organised filing systems for audits and regulatory reviews.
• Assist with compliance audits and post-clearance verifications when required.

Qualifications & Experience

Education

• Degree in:
  • Shipping & Logistics
  • International Trade
  • Supply Chain Management
  • Business Administration or a related field

Experience

• Minimum 3 years’ experience in import/export documentation within the shipping or logistics industry.
• Practical experience working with MRA customs procedures.
• Experience with regional trade under COMESA and SADC frameworks is an added advantage.

Skills & Competencies

• Strong understanding of import/export documentation and customs clearance processes in Malawi.
• Knowledge of Incoterms and regional transit procedures.
• High attention to detail and strong organisational skills.
• Ability to meet strict deadlines in a fast-paced environment.
• Strong communication and stakeholder coordination skills.
• Proficiency in MS Office and customs/shipping systems.

Note: This position is open to Malawian nationals only.

• Prepare and process all import and export documentation, including: Commercial Invoices, Packing Lists, Bills of Lading / Air Waybills, Certificates of Origin (COMESA / SADC where applicable), Customs Declarations, Shipping Instructions
• Ensure compliance with Malawi Customs & Excise regulations and international trade laws.
• Maintain accurate physical and electronic records of shipment documentation.
• Liaise with shipping lines, freight forwarders, transporters, and clearing agents.
• Coordinate import and export shipments through key corridors and ports such as Beira, Nacala, Dar es Salaam, and Durban.
• Track cargo movement and address documentation or transit delays proactively.
• Work closely with Malawi Revenue Authority (MRA) and licensed clearing agents to ensure smooth clearance.
• Support customs inspections and valuation processes by providing accurate documentation.
• Monitor changes in customs tariffs, trade agreements, and import/export procedures affecting Malawi trade.
• Provide timely shipment updates to internal departments and clients.
• Submit accurate documentation to finance teams for costing, duty calculations, and invoicing.
• Respond to client and internal queries related to clearance and shipment status.
• Prepare shipment, clearance, and documentation reports.
• Maintain organised filing systems for audits and regulatory reviews.
• Assist with compliance audits and post-clearance verifications when required.

• Strong understanding of import/export documentation and customs clearance processes in Malawi.
• Knowledge of Incoterms and regional transit procedures.
• High attention to detail and strong organisational skills.
• Ability to meet strict deadlines in a fast-paced environment.
• Strong communication and stakeholder coordination skills.
• Proficiency in MS Office and customs/shipping systems.

• Degree in: Shipping & Logistics, International Trade, Supply Chain Management, Business Administration or a related field
• Minimum 3 years’ experience in import/export documentation within the shipping or logistics industry.
• Practical experience working with MRA customs procedures.
• Experience with regional trade under COMESA and SADC frameworks is an added advantage.