Key Roles and Responsibilities

Customs Documentation & Declaration

• Prepare and lodge import and export declarations in the ASYCUDA and ICMS systems for all oil consignments.
• Compile and verify documentation: commercial invoices, bills of lading, certificates of quality/origin, product transfer documents (PTDs), and pipeline movement tickets.
• Declaration of the Tr812s for loaded trucks at kpc Depots, T800S, T830S to enable loading of trucks and ensuring that declaration is done in a timely manner to enable release of trucks.
• Accurately classify oil products (AGO, PMS, Jet A-1, LPG, etc.) under the correct Harmonized System (HS) codes to determine proper duty and tax obligations..
• Compile and verify documentation: commercial invoices, bills of lading, certificates of quality/origin, product transfer documents (PTDs), and pipeline movement tickets.
• Handle declarations at key entry and storage points, including:
• KPC Depots: Nairobi, Eldoret, Kisumu, Nakuru 

Coordination with Kenya Pipeline Company (KPC) and Related Agencies

• Coordinate product receipt and transfer through KPC depots (Eldoret, Kisumu, Nairobi) to Uganda or other destinations.
• Liaise with KPC operations staff to obtain product release orders, ullage confirmations, and pipeline transfer schedules.
• Ensure synchronization of customs entries with pipeline transfer documents (PTDs) and KPC product movement reports.
• Monitor product balances and transit movements to avoid discrepancies between declared and physically received quantities.
• Collaborate with URA, KRA, and KPC to ensure compliance with both Ugandan and Kenyan customs/transit regulations.

Customs Compliance & Regulation

• Ensure compliance with all URA (Uganda Revenue Authority) and KRA (Kenya Revenue Authority) customs laws.
• Apply regional protocols under the East African Community (EAC) for petroleum imports and bonded movements.
• Monitor updates in customs tariffs, oil import regulations, and tax structures across both countries.
• Handle transit documentation, including C2 and C17 forms, to facilitate bonded movements from Kenya to Uganda.

​​​​​​​Financial & Duty Processing

• Compute customs duties, VAT, and levies for all consignments.
• Coordinate payments through the finance department and ensure all receipts and release orders are issued promptly.
• Reconcile product volumes and values between customs entries, invoices, and payment records.
• Maintain accountability for all financial transactions related to customs clearances.

​​​​​​​Stakeholder Liaison

• Engage directly with the client and OMCs to provide updates on clearance progress and expected delivery timelines.
• Interface with regulatory agencies
• Coordinate with transporters and depot managers to ensure timely evacuation of cleared oil products.
• Follow up release of entries working in unison with the field staff.

​​​​​​​Tracking & Reporting

• Track consignments from port receipt to final clearance at KPC depots and border crossings.
• Prepare periodic reports (daily, weekly, monthly) on:
• Customs status per consignment
• Volumes cleared vs. pending
• Duty payments and reconciliations
• Provide performance and compliance summaries for internal management and client reporting.

​​​​​​​ Record Management & Auditing

• Maintain accurate records of all customs entries, product movement permits, and clearance documents.
• Support internal and external audits by customs authorities or company auditors.
• Ensure records are archived in line with URA, KRA, and company policy for traceability and compliance.

Risk Management & Problem Resolution

• Identify and mitigate compliance risks such as misdeclarations, quantity variances, or delayed entries.
• Address discrepancies in pipeline movement reports, customs entries, or transport documents swiftly.
• Prevent demurrage and storage penalties by ensuring timely clearance and dispatch of consignments.

Job Requirements

Qualifications & Competencies:

• Diploma or Degree in Clearing & Forwarding, Customs Administration or a related field.
• Minimum 6-8 years of experience in customs documentation and clearance, preferably within the oil  industry
• Advanced knowledge of ICMS,Asycuda,  and related customs clearance systems.
• Sound knowledge of tariffs, HS codes, trade agreements, and oil and gas import/export compliance requirements.
• Strong attention to detail with the ability to handle high-volume documentation accurately and efficiently.
• Understanding of clearance processes, with specific knowledge of petroleum product clearance.
• Excellent communication skills for effective liaison with customs officials, agents, and internal teams.
• Ability to work under pressure and within tight timelines in a dynamic operational environment.