Documentation Officer
Date:
Sep 28, 2026
Location:
Company:
Job Purpose
The role exists to ensure accurate, compliant, and timely trade documentation, enabling smooth execution of export transactions across multiple businesses and regions. It acts as a critical link between Trade Partners, LC, Finance, Compliance, customers, suppliers, and other stakeholders; without this role, documentation delays, errors, compliance risks, and disruptions to shipment and payment processes could directly impact business operations.
Key Accountabilities & Performance Indicators 1/4
Core Responsibilities
- Reviews and prepares pre-shipment documentation, including Proforma Invoices (PFIs), purchase orders and shipment instructions, ensuring completeness and alignment with approved trade requirements.
- Prepares and coordinates post-shipment documentation, including shipping documents, insurance documents and Switch Bills of Lading, and submits the documents to relevant Trade Partners and the LC team within agreed timelines.
- Review Letter of Credit (LC) requirements and prepare documentation in accordance with applicable LC terms, UCP 600, ISBP requirements and customer/bank-specific conditions.
- Identify and resolve documentation discrepancies through detailed document checking and cross-verification; determine and correct routine discrepancies independently and escalate material compliance, commercial or LC-related issues to the relevant Trade Partner or LC team.
- Coordinate with Trade Partners across Polymers, Petrochemicals, Fertilizers and Foods to understand transaction requirements, commercial terms, customer expectations and documentation priorities, translating these requirements into accurate documentation.
- Review and process Open Cargo transactions, including Delivery Advice, Transfer of Ownership documentation and GRN-related documentation, ensuring records are aligned with customer and operational requirement.
- Prepare trade related documents for 13+ additional regions currently including Pakistan, Egypt, UAE, along with preparation of documentation on several platforms based on block chain systems or similar track, transfer and prepare documents securely.
- Supports presentation of documents to LC advising bank by ensuring that the final document set is complete, accurate and submitted in accordance with LC and banking requirements.
- Maintains and updates transaction records on tradeflow system to provide an accurate audit trail and facilitate timely reporting and follow-up.
Responsible for continuous improvement of trade documentation processes and systems by identifying manual activities, data gaps and recurring documentation issues and proposing practical solutions or system enhancements. - Responsible for insurance policy applications, ensuring applicable shipments are covered and coordinating resolution of issues such as expired policies or incomplete insurance requirements
- Coordinate with trade partners and trade teams to develop knowledge of trade lifecycle, including commercial terms, payment structures, stakeholder responsibilities and business-specific documentation requirements.
Decision Authority
- Prepares pre and post shipment documentations in line with business requirement and route them for approval to LC team or Trade Partner for their relevant approvals.
- Preparation of Insurance applications and route them to insurers for their approval post Trade Partners review.
Key Accountabilities & Performance Indicators 2/4
Key Accountabilities & Performance Indicators 3/4
Key Accountabilities & Performance Indicators 4/4
Leadership and Functional Competencies
Key Knowledge Areas
Education & Technical Qualifications
Certifications
Professional Experience
Qualifications & Experience
- Bachelor’s degree in Commerce, Business Administration, Supply Chain Management, Finance, or an equivalent business-related discipline.
- Professional certification in trade finance, documentary credits or supply chain/procurement is preferred. Not mandatory.
- Experience in trade documentation, import/export operations or commodity trade operations, with practical exposure to Letters of Credit, Bills of Lading and commercial/shipping documentation.
- Experience in coordinating with banks, Trade Partners, LC teams and other stakeholders is preferred.
