Job Title: Import & Export Coordinator
Reports To: Logistics Manager
Business Unit: ACCBC – Egypt
Function: Supply Chain / Logistics
Location: Egypt
Grade: TBC
Job Purpose
To manage all import and export documentation, health authority coordination, and customs-related activities for ACCBC's Egypt facility, covering the issuance of health certificates, storage capacity letters, shipping invoices and documents for export shipments, final customs clearance follow-up, and freight and clearance invoice control. The role ensures full regulatory compliance, timely shipment release, and accurate documentation across all import and export operations.
Operating Context
- The role operates within the Egypt supply chain function, managing a high-volume and compliance-sensitive scope of documentation and regulatory coordination activities across import and export operations.
- Health Authority & Customs Relations: The role requires ongoing coordination with health authorities and customs bodies, managing certificate issuance, storage capacity documentation, and final clearance submissions in full compliance with Egyptian regulatory requirements.
- Export Markets – Libya & Sudan: Export shipments to Libya and Sudan require dedicated coordination of invoices and shipping documents, with attention to country-specific documentation requirements and export procedures.
- Final Customs Clearance: Following up on the final release of inbound shipments and submitting final clearance documents to the relevant authorities is a critical operational responsibility that directly affects plant supply continuity.
- Freight & Clearance Invoice Control: Monitoring freight and clearance company invoices and coordinating customer invoices through a Tracking Sheet requires high accuracy to prevent duplication and ensure complete audit trails.
- Payment Coordination: Liaising with the Finance department on payment processing for freight and clearance service providers requires timely communication and accurate documentation to avoid service disruptions.
Key Roles and Responsibilities
A. Health Authority Coordination & Certificate Issuance
- Coordinate and issue health certificates for import and export shipments in compliance with Egyptian health authority requirements, ensuring all certificates are accurately prepared and submitted within the regulatory timelines required for each shipment type.
- Issue official letters related to warehouse storage capacity for health authority purposes, ensuring content accuracy, appropriate authorisation, and timely submission to prevent delays in shipment processing or regulatory approvals.
- Maintain ongoing working relationships with health authorities and customs bodies, ensuring all regulatory submissions are complete, accurate, and on time – and proactively managing any queries or follow-up requests from authorities to resolution.
B. Import Shipment Clearance Follow-Up
- Follow up on the final customs release of inbound shipments, coordinating closely with customs clearance companies and relevant authorities to ensure timely clearance and prevent delays that could impact plant operations or inventory availability.
- Submit final clearance documents for inbound shipments to the relevant internal and external stakeholders upon completion of the clearance process, maintaining complete and organised records of all clearance submissions for audit and reference purposes.
- Monitor the status of all inbound shipments under clearance and escalate any delays, documentation issues, or authority queries to the Logistics Manager promptly, with a clear summary of the issue and recommended course of action.
C. Export Shipment Documentation – Libya & Sudan
- Coordinate and issue all invoices and shipping documents required for export shipments to Libya and Sudan, ensuring accuracy and full compliance with destination-country documentation requirements and applicable export procedures.
- Liaise with freight forwarders and export agents to ensure all export documentation is complete, correctly issued, and submitted within required timelines – following up proactively on any outstanding documents or counterparty queries.
- Maintain organised and complete records of all export shipment documentation, ensuring files are audit-ready and accessible for internal and external reference at all times.
D. Freight & Clearance Invoice Control
- Monitor and review invoices from freight and clearance companies, verifying accuracy, correct cost allocation, and alignment with agreed service terms – escalating any discrepancies, overcharges, or irregularities for prompt resolution before payment is processed.
- Coordinate customer invoices using the designated Tracking Sheet, ensuring all invoices are accurately recorded, correctly matched to shipment files, and that no duplication of billing occurs across any account or shipment.
- Raise and escalate any invoice discrepancies or irregularities to the Logistics Manager and Finance team in a timely manner, providing full supporting documentation to facilitate swift resolution and maintain accurate financial records.
E. Payment Follow-Up with Finance
- Follow up with the Finance department on the processing of payments to freight and clearance service providers, ensuring timely settlement in line with agreed payment terms and proactively communicating any urgent payment requirements to prevent service disruptions.
- Maintain clear and up-to-date records of outstanding payments, including payment status, due dates, and any pending approvals, and communicate proactively with Finance and service providers on payment timelines and any issues requiring resolution.
- Ensure all payment-related documentation – including invoices, purchase orders, service confirmations, and payment receipts – is complete, accurately filed, and readily available for Finance review and external audit requirements.
Key Performance Indicators
Health Authority & Compliance
- Health certificate issuance turnaround – all certificates issued within required regulatory timelines
- Zero compliance incidents or rejected submissions with health authorities or customs bodies
- Storage capacity letters issued accurately and submitted on time for all required shipments
Clearance & Export Operations
- Final clearance follow-up rate – all inbound shipments released and final documents submitted without avoidable delays
- Export documentation accuracy – zero errors or missing documents on Libya and Sudan shipment files
- Zero operational disruptions caused by documentation delays in import or export processing
Invoice Control & Payment
- Zero duplicate customer invoices – all invoices validated and tracked accurately via Tracking Sheet
- Freight and clearance invoice accuracy rate – all invoices reviewed and discrepancies escalated within agreed timelines
- Payment follow-up completion – all outstanding payments flagged and processed with Finance within agreed terms
Required Experience and Qualifications
Minimum Qualifications
- Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field.
- Proficiency in Microsoft Office, particularly Excel, is required.
- Familiarity with logistics tracking tools and ERP systems is an advantage.
Minimum Experience
- Minimum 2 years of experience in a similar import/export or logistics documentation role within an FMCG or commercial business environment.
- Demonstrated experience coordinating with health authorities and customs bodies in Egypt across import and export operations.
- Prior exposure to export documentation for Libya and/or Sudan markets is preferred.
Knowledge and Skills
- Strong knowledge of Egyptian customs regulations, health authority requirements, and import/export documentation procedures.
- Experience in issuing health certificates, storage capacity letters, and shipping documents for regulated shipments.
- Attention to detail in invoice control, tracking sheet management, and duplicate billing prevention.
- Good coordination and communication skills for managing relationships with health authorities, customs bodies, freight companies, and internal finance teams.
- Ability to manage multiple concurrent shipment files and documentation tasks with competing deadlines.
- Strong organisational skills and a proactive approach to escalating issues before they impact operations.
