
We are one of the largest employers in Papua New Guinea with a long history that dates back to 1919.
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Our operations are spread over various industries, including Plantations, Shipping, Logistics, Real Estate, Merchandising, Automotive and IT Business Technology.
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Job Description
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Job Title: Documentation Officer
Company Name: Carpenter Shipping Agency
Department: Documentation Division
Location: Port Moresby
Reports to: National Customer Service Manager
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General Purpose
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To effectively execute and efficiently handle documentation activities as per standard process.
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To Maintain the Flow of Import Documentation for Southbound Shipments within the KPI.
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Scope of Work
CSA Port Moresby being the centralized documentation hub, below are the documentation work coverage.
Import Documentation -retrieving of import documents (NOA, invoices, freight/cargo manifest, delivery orders) from the system, sending of NOA & invoices to the clients, updating Customs Asycuda system, compiling and preparing documents for other Branch offices, and ensuring documentation SOP and KPI are met.
Export Documentation - to receive export cargo bookings, update Principal’s system, generate & compile documentation and ensure timely shipment in compliance with shipper & Principal’s instructions.
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Key Tasks and Responsibilities (Import Documentation)
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Coordinates with Principal, POL Agents, Operations Team and Vessel Partner on the arrival of vessel.
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Generates import documentation such as arrival notices, invoices and cargo/freight manifests and delivery orders.
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Reconciles manifest against cargo discharged list.
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Sends NOA’s and invoices to clients 5 days prior to vessel arrival.
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Registers all cargo manifest in Asycuda World within 3 days before vessel arrival and coordinates with Customs Office.  Arranges cargo release to clients.
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Ensures all invoices are settled by clients and coordinates with Finance team for payment receipt.
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Generates import documents for other Branch Offices as well.
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Maintains & updates clients’ information in the system.
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Handles import enquiries from the customers either through telephone or email.
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Maintains proper filing and updating of all departmental records.
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Key Tasks and Responsibilities (Export Documentation)
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To coordinate between Customers, Sales team, Branch Offices & POD
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Receives bookings and forwarding instructions from shipper and create the booking into the Line system.
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Ensures that all bookings are updated and firmed on the system.
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Sends Booking Confirmation to Shippers and Branch offices.
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Liaising with shippers and Principals
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Prepares pre-receival list for export container gate passes.
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Registers all full container load in N4 – Port Terminal system.
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Generates Bill of Lading, Manifests and Invoices
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Keep shipper informed about shipment &, vessel status.
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Reconciles final bookings in the system against final load list.
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Monitors all paid shipments and issues Telex Release or Original Bill of Lading.
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Compiles final documents such as draft, original BL, invoice, cargo & freight manifest.
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Prepares PNG PORTS Docs (EDI & Cargo Manifest)
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Prepares Documents for POD and notify POD for the cargo releases.
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Coordinates with POD Agent and Transhipment Port for the Connecting Vessels and ETA in Final Destination.
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To handle export inquiries from the customers either through telephone or email.
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To maintain proper filing and updating of all departmental records.
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Education and Training
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Experience and certification in the required field, systems, application etc.
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Knowledge and Experience
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Previous experience with proven history in same or similar role
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Administration related programs, qualifications from previous experience
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Certified achievement from previous employment related experience, learning courses.
Core Competencies
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Analytical skills
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Sound Computer confidence including word & excel
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Ability to work unsupervised, be a leader
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Strong understanding of time management to deadlines
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Confident person management – delegation skills
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Ability to demonstrate “Best Practice Methods”
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Be a team player
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Remain focused & highly self-motivated
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Working Conditions
Working Hours - Monday to Friday 8.00am – to 5.00pm with Rostered Saturday
Mornings 8.00am – to 12.00pm = 84hrs