EXPORT COORDINATOR II

About this role

JOB DESCRIPTION: EXPORT COORDINATOR II Job Identity Item Description Job Title Export Coordinator II Division Coffee and OPS Division Location Head Office, Addis Ababa Job Summary Under the direct supervision of the Coffee and OPS General manager, the Export Coordinator II is responsible for coordinating and facilitating export operations for the Coffee Division and Ops Division. The position ensures the timely movement of export goods, accurate preparation and processing of export documentation, efficient customs clearance, and compliance with applicable Ethiopian regulations and international trade requirements. The role coordinates with internal departments, international buyers, suppliers, freight forwarders, shipping lines, customs authorities, banks, transport providers, and other stakeholders to ensure smooth export operations, timely shipment execution, and proper documentation. The position also supports export-related trade finance processes, shipment tracking, regulatory compliance, and the resolution of operational and documentation challenges. Key Responsibilities and Duties A. Export Operations Coordination Coordinate export shipments for the Coffee Division and Ops Division, from shipment planning and documentation preparation through customs clearance and final delivery. Coordinate export schedules and transportation arrangements to ensure timely shipment of goods to international destinations. Liaise with the Coffee and Ops Divisions to confirm cargo readiness, shipment instructions, quantities, and required documentation. Monitor export shipment progress and resolve delays, logistical challenges, and operational bottlenecks. Coordinate with warehouses, transport providers, and freight forwarders to ensure proper cargo handling, loading, and dispatch. Ensure export activities are carried out in accordance with approved schedules and company procedures. B. Export Documentation and Processing Prepare, review, verify, and process export documentation, including commercial invoices, packing lists, bills of lading, certificates of origin, export declarations, and other required documents. Coordinate the preparation and processing of coffee export documents and documentation for other products handled by the Ops Division. Ensure that export documents are accurate, complete, consistent, and submitted within required deadlines. Follow up on missing, incomplete, or incorrect documents and coordinate timely corrections with the relevant parties. Maintain organized physical and electronic records of export transactions, shipment documents, certificates, permits, and correspondence. Ensure proper document control and traceability for all export shipments. C. Customs Clearance and Regulatory Compliance Coordinate export customs clearance and follow up on the submission and approval of required documents. Liaise with customs authorities and other relevant government institutions to facilitate export processing. Ensure compliance with applicable Ethiopian export regulations, customs procedures, licensing requirements, and international trade requirements. Coordinate the preparation and submission of product-specific certificates and permits required for coffee and other export products. Follow up on applicable customs charges, fees, and export-related payments in coordination with the Finance Division. Monitor regulatory changes affecting export operations and inform the immediate supervisor of relevant developments. D. Freight Forwarding and Logistics Coordination Coordinate with freight forwarders, shipping lines, shipping agents, transport providers, and other logistics partners. Follow up on shipping bookings, vessel schedules, freight quotations, cargo loading, and dispatch arrangements. Monitor shipment milestones to ensure that export goods reach their intended destinations within agreed timelines. Follow up on shipment delays, demurrage, detention, storage charges, and other avoidable logistics costs. Coordinate with relevant stakeholders to resolve transportation, cargo handling, and shipping documentation issues. Maintain effective communication with internal departments and external partners throughout the export process. E. Export Finance and Banking Coordination Support the preparation, review, and processing of Letters of Credit (LCs), documentary collections, and other export-related trade finance documents. Coordinate with banks and the Finance Division on export documentation, document presentation, payment follow-up, and related requirements. Verify that export documents meet the requirements of the applicable LC or other trade finance arrangement. Follow up on discrepancies identified by banks and coordinate timely corrective action. Maintain accurate records of export-related financial documents and correspondence. Ensure that export-related payments and financial documentation follow company approval procedures. F. Stakeholder Coordination and Communication Maintain effective working relationships with international buyers, suppliers, freight forwarders, shipping lines, customs authorities, banks, transport providers, and other relevant stakeholders. Coordinate with the Coffee Division, Ops Division, Finance, Warehouse, and other departments to facilitate export activities. Provide timely updates to the Head of Traffic Department and concerned departments regarding shipment progress, documentation status, delays, and outstanding requirements. Prepare official correspondence and respond to routine export-related inquiries. Follow up on stakeholder commitments and ensure that operational issues are addressed promptly. G. Records Management and Reporting Maintain accurate and up-to-date export shipment registers, customs records, shipping documents, and trade finance files. Prepare periodic reports on export volumes, shipment status, clearance progress, delivery timelines, and logistics costs. Track pending shipments, outstanding documents, regulatory approvals, and unresolved export issues. Maintain proper records of freight costs, export-related charges, and supporting documents. Provide accurate and timely operational information to support management reporting and decision-making. Perform other related export coordination duties as assigned by the immediate supervisor.