Document Controller
Job Role Insights
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Date posted
2025-12-17
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Closing date
2026-01-16
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Hiring location
Dar es Salaam
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Offered salary
Negotiable Price
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Career level
Junior
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Qualification
Bachelor Degree Certificate
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Experience
1 - 2 Years
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Quantity
3 person
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Gender
both
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Job ID
126259
Job Description
- Accurately and promptly prepare all required documents for each shipment based on the
- transportation plan, including but not limited to; International transport documents i.e.
- Bill of Lading, Cargo Tracking Note, cross-border transit documents.
- Customs clearance documents: Commercial invoice, Packing List, Movement Sheet,
- Calibration Chart.
- Internal control documents: Transport instructions, cargo handover forms, vehicle
- dispatch orders.
- Focus on verifying consistency of information across all documents, ensuring key data
- such as vehicle number, ESEAL number, cargo details (description, quantity, weight),
- and consignee information match perfectly across all records, eliminating any errors.
- Submit complete and accurate customs documents to customs brokers in a timely manner
- and maintain close communication to track clearance progress.
- Assist in resolving any document-related issues during customs clearance, promptly
- reporting to the Fleet Supervisor, and providing supplementary documents or information
- as needed.
- Record and update the customs status of each shipment, ensuring transparency within the
- fleet.
- Coordinate with dispatchers and drivers to collect and verify in-transit documents, such
- as weighbridge tickets and Proof of Delivery.
- Ensure all documents from loading, in-transit, to unloading are completely collected,
- forming a closed-loop process.
- Scan and archive key certificates like Proof of Delivery and promptly forward them to the
- Finance and Customer Management departments as basis for freight settlement.
- Establish and maintain a clear, easily retrievable electronic and paper document filing
- system. Systematically categorize and archive all transport documents by project, date, or
- vehicle number.
- Manage various certificates required for fleet operations, including but not limited to:
- Vehicle documents: Vehicle registration certificate, road tax certificate, insurance
- policy, annual inspection reports—tracking renewals and archiving.
- Driver documents: Management of copies of driver's licenses, hazardous goods
- transport qualifications, etc., including expiration reminders.
- Create document management records and regularly review the completeness and validity
- of archives.
- Internal: Maintain efficient communication with dispatchers, drivers, and the Fleet
- Supervisor to ensure smooth information flow.
- External: Professionally communicate with customers, customs brokers, warehouses, etc.,
- regarding document matters as required.
- Accurately enter key transportation data (e.g., departure time, arrival time, customs
- clearance completion time) into the system.
- Assist the Fleet Supervisor in compiling data and providing documents and information
- for weekly and monthly reports.
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