Documentation Supervisor

Job Description/RequirementsABOUT THE COMPANYWith a dedicated team of over 300 specialists, Airflo stands at the forefront of international temperature-controlled logistics for flowers, plants, vegetables, fruit, and herbs. Our strategic facilities in Aalsmeer, Harare and Nairobi serve as central hubs in the global flower and plant trade. We leverage our size to achieve economies of scale, passing the resulting savings on to you. At the same time, we maintain a high level of flexibility, offering personalised service that sets us apart from larger international freight forwarders. Job SummaryRequirementsExperience 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 languageDegree in Export Documentation or any other related field. Possession of a higher National Diploma in IATA Forwarding and Customer Relations course will be an added advantage. Hands-on experience of at least 2 (two) years and above. Profound knowledge of MS-Office products (Word, Excel, Outlook). Experience with CargoWise or a similar TMS will be an advantage. ResponsibilitiesPlan and manage team schedules to ensure full coverage across all shifts.

Monitor team productivity on a daily, weekly, and monthly basis across various documentation sections, with a focus on HAWB processing, ULD buildup, follow-ups on E-DOCs, DDT/SFDs, HCDs, C17s, PHYTOs, COEs, withdrawals, transfers, prior releases, and document dispatch. Coordinate with Operations to confirm shipment deliveries, plant health inspection status, and QC status, and prioritize tasks to ensure timely and efficient documentation processing. Oversee the accuracy of all shipment documentation throughout each stage from cargo acceptance, inspection, and approval, buildup, generation of HAWBs, manifesting, and generation of MAWBs.

Verify that flight documentation (MAWBs, manifests, and weight dockets) matches the actual pallet/ULD weights, and communicate discrepancies with Operations, airlines, or GHAs to ensure timely resolution. Ensure all required payments are made promptly and recorded in C1 to prevent customs-related shipment delays. Maintain organized filing of documents by market, ensuring easy retrieval in case of client claims. Confirm the daily shipment numbers align with bookings in CW1 and raise concerns with B&P and OKAM if that is not the case.

Validate that the documentation received corresponds with the operations' build-up progress, which in turn translates to smooth clearance at destinations. Promptly flag and communicate any discrepancies between documents and shipments to the appropriate stakeholders. Improve file turnaround times back to farms by allocating sufficient workforce for Blue Folders Management. Oversee effective document archiving and records management for compliance and traceability. Required SkillsProcess management, Document and archive management, Reporting, Team leadership, Compliance, Office administration, managementRequired EducationBachelor's degree