We are looking for a highly organized and detail-oriented Import & Logistics Coordinator to manage international purchasing and shipping operations, from receiving supplier quotations and proforma invoices to coordinating payments, shipping documentation, and final delivery.
The successful candidate will work closely with suppliers, freight forwarders, management, and accounting teams in Lebanon and Kinshasa, DR Congo.
Key Responsibilities
- Order Processing & Documentation
Receive and process Proforma Invoices (PI) from suppliers.
Open and maintain physical and digital files for each order.
Assign unique reference numbers and update shared Excel tracking sheets.
Organize all documents on the company server, including invoices, packing lists, licenses, SWIFT confirmations, and shipping documents.
- Accounting Coordination & Supplier Payments
Coordinate with accounting departments in Lebanon and Kinshasa.
Request and reconcile supplier statements of account.
Prepare supplier payment requests, including advance payments (typically 30%) and final balances (typically 70%).
Obtain required management approvals before payments.
Coordinate with the payment department and send SWIFT confirmations to suppliers.
- Import Licensing & Compliance
Prepare and review invoices and supporting documents required for import licensing.
Coordinate with the Kinshasa team for BIVAC/BVAC licensing procedures.
Ensure documents are properly signed, stamped, and submitted.
Prepare amendment or acceptance letters when shipment details change.
Ensure documentation accurately reflects the goods and transactions.
- Freight Forwarding & Shipping Coordination
Follow up with suppliers regarding production readiness.
Request competitive sea freight quotations from multiple freight forwarders.
Prepare Excel comparison reports covering freight costs and shipping conditions.
Coordinate with management to select the most suitable freight forwarder.
Confirm shipping bookings and coordinate between suppliers and forwarding agents.
Monitor container loading and shipment departure.
- Shipping Documents & Final Payments
Prepare and verify Commercial Invoices and Packing Lists, including quantities, gross weights, and shipment details.
Review draft Bills of Lading (B/L) and coordinate corrections when required.
Follow up on final supplier payments and freight invoices.
Coordinate the release and delivery of original shipping documents through DHL or another courier.
- Shipment Tracking & Delivery Follow-Up
Track shipments from origin to destination.
Monitor estimated arrival dates and report delays.
Send all required documents to the Kinshasa team before shipment arrival.
Maintain accurate and updated shipment records until completion.
Requirements
Previous experience in import/export operations, logistics, freight forwarding, or international trade.
Good understanding of shipping documents, including PI, Commercial Invoice, Packing List, and Bill of Lading.
Strong Microsoft Excel skills, particularly for tracking and quotation comparisons.
Familiarity with international shipping procedures and import documentation.
Strong organizational skills and attention to detail.
Good written and verbal English communication skills.
Ability to coordinate with international suppliers and multiple departments.
Ability to manage several shipments and orders simultaneously.
Preferred Qualifications
Experience handling shipments to African markets, particularly DR Congo.
Knowledge of import licensing and BIVAC/BVAC procedures.
- French language skills are an advantage.
