26/08/2026
JOB DESCRIPTION: Documentation Officer – Logistics & Supply Chain
Location: Lagos, Nigeria
Employment Type: Full-Time
Experience: Minimum of 6 years
Industry: Logistics & Supply Chain
About the Role
We are seeking an experienced, detail-oriented Documentation Officer to manage and coordinate the company's logistics, import/export, shipping and regulatory documentation processes.
The ideal candidate must have strong experience within the logistics, freight forwarding, shipping, supply chain or import/export industry, with a solid understanding of Nigerian trade and regulatory processes.
The successful candidate will be responsible for ensuring that all shipment and regulatory documentation is accurate, complete, properly processed and available within the required timelines to support seamless cargo clearance and delivery.
The role will require regular interaction with Nigeria Customs Service (NCS), relevant government and regulatory agencies, banks, shipping lines, clearing agents, suppliers, clients and other stakeholders.
Key Responsibilities:
Import & Export Documentation
- Prepare, review and process documentation required for import and export transactions.
- Manage and coordinate Form M applications and supporting documentation.
- Coordinate documentation required for PAAR (Pre-Arrival Assessment Report) processing.
- Review and maintain commercial invoices, proforma invoices, packing lists, Bills of Lading, Airway Bills, Waybills, Certificates of Origin, CCVOs and other shipping documents.
- Ensure that shipment documentation is accurate, consistent and submitted within required timelines.
- Review documents for discrepancies in product descriptions, quantities, values, HS codes, country of origin and other relevant information.
- Follow up on outstanding documentation required from suppliers, clients, banks, shipping lines and clearing agents.
- Maintain proper documentation records for all shipments and transactions.
Regulatory & Government Agency Liaison
- Liaise with Nigeria Customs Service (NCS) and other relevant government and regulatory agencies on documentation and clearance matters.
- Coordinate documentation and approvals required from relevant agencies depending on the nature of the goods being imported or exported.
- Work with agencies such as SON, NAFDAC, NAQS and other applicable regulatory bodies where required.
- Track regulatory approvals, permits, certificates and licences and ensure they are obtained before required deadlines.
- Monitor changes in regulatory requirements that may affect the company's import, export and logistics activities.
- Ensure that documentation complies with applicable regulatory requirements.
Customs & Clearance Documentation
- Coordinate with customs brokers and clearing agents to ensure complete and accurate documentation for cargo clearance.
- Provide required documentation for customs declarations and clearance processes.
- Track the status of Form M, PAAR, customs documentation and other regulatory submissions.
- Identify and resolve documentation issues that may delay cargo clearance.
- Ensure all necessary documentation is available ahead of vessel/flight/consignment arrival.
- Maintain records of customs-related documentation and clearance activities.
- Follow up on documentation required for examination, assessment, release and delivery of cargo.
Documentation Control
- Maintain an organised and up-to-date electronic and physical documentation filing system.
- Ensure proper version control and retrieval of shipment and regulatory documents.
- Maintain documentation trackers for all active shipments.
- Monitor document submission and approval timelines.
- Escalate missing, incomplete or inaccurate documentation promptly.
- Maintain records for audit, compliance and management reporting purposes.
- Ensure confidentiality and proper handling of company and client documentation.
Stakeholder Coordination
- Work closely with Operations, Procurement, Finance, Warehouse, Sales and other internal teams to ensure documentation requirements are met.
- Liaise with overseas suppliers and vendors to obtain correct shipping documents before shipment.
- Coordinate with shipping lines, airlines, freight forwarders, clearing agents and transport providers.
- Follow up with banks and relevant stakeholders regarding Form M and related documentation.
- Provide regular updates on documentation and clearance status to the relevant internal teams.
Requirements
- Bachelor's degree or HND in Logistics & Supply Chain Management, Transport Management, Business Administration, International Trade, Economics, or a related field.
- Minimum of 6 years' relevant experience in documentation, logistics, freight forwarding, shipping, supply chain or import/export operations.
- Proven experience working with import and export documentation in Nigeria.
- Strong practical knowledge of Form M and PAAR processes.
- Experience working with Nigeria Customs Service and relevant government/regulatory agencies.
- Good understanding of shipping and customs documentation, including Commercial Invoice, Proforma Invoice, Packing List, Bill of Lading, Airway Bill, CCVO, Certificate of Origin and related documents.
- Experience coordinating regulatory permits and approvals where applicable.
- Experience working with clearing and forwarding agents.
- Strong knowledge of documentation requirements throughout the import and cargo clearance process.
- Familiarity with the Nigeria National Single Window / Nigeria Trade Portal is an advantage. The platform provides access to trade documentation and services including Form M, PAAR, NAFDAC e-Licensing and customs-related services.
- Strong knowledge of Microsoft Excel, Word and other documentation/record-management tools.
- Excellent attention to detail and ability to identify inconsistencies in documents.
- Strong follow-up and stakeholder management skills.
- Ability to work under pressure and meet time-sensitive shipment deadlines.
- Strong communication and problem-solving skills.
