Supply Chain and Documentation Specialist

The Supply Chain & Documentation Specialist will be directly responsible for managing and optimizing supply chain activities while ensuring accurate and efficient handling of documentation processes. Reporting directly to management, the role requires a highly motivated individual who can independently oversee procurement, logistics, inventory, and compliance documentation, contributing to strategic decision-making and operational efficiency.
Key Responsibilities:
Supply Chain Coordination:
1. Plan, coordinate, and monitor supply chain operations to ensure the efficient flow of goods and services.
2. Liaise with suppliers, vendors, transporters, and internal teams to manage procurement, shipping, and delivery schedules.
3. Track inventory levels, oversee stock movement, and maintain accurate inventory records.
4. Optimize logistics processes to reduce costs, improve efficiency, and meet operational targets.
5. Provide regular updates to management regarding supply chain performance and operational bottlenecks.
Documentation Management:
1. Prepare, review, and manage all required shipping and compliance documents, including invoices, bills of lading, packing lists, and certificates of origin.
2. Ensure accuracy and completeness of documentation to meet regulatory and legal requirements.
3. Maintain organized records of all supply chain transactions and documentation for audit and reporting purposes.
4. Coordinate with customs brokers, freight forwarders, and regulatory agencies to ensure smooth import/export operations.
Compliance and Risk Management:
1. Ensure adherence to local trade regulations and company policies.
2. Monitor supply chain risks and implement corrective actions to minimize disruptions.
3. Regularly review and improve documentation processes to ensure compliance and accuracy.
Reporting and Strategic Input:
1. Directly report to management on supply chain performance, documentation accuracy, and operational challenges.
2. Prepare and present periodic performance reports, including KPIs, cost analyses, and recommendations for process improvements.
3. Provide insights to assist management in strategic decision-making regarding supply chain optimization and compliance strategies.
Stakeholder Collaboration:
1. Work closely with the finance department to reconcile invoices and manage payment processing.
2. Collaborate with internal teams to align supply chain activities with business objectives.
3. Act as the primary point of contact for documentation and logistics-related inquiries and issues.
Qualifications:
• Education:
• Bachelor’s degree in Supply Chain Management, Industrial Engineering, Logistics, Business Administration, or a related field.
• Fresh graduates with relevant coursework or internships are welcome to apply.
• Experience: Preferably 1-2 years of experience in supply chain and documentation management, but highly capable fresh graduates will also be considered.
• Technical Skills:
• Proficient in MS Office (Excel, Word, PowerPoint).
• Familiarity with ERP systems (e.g., SAP, Odoo, or similar platforms) is an advantage.
• Soft Skills:
• Strong organizational, problem-solving, and communication skills.
• Ability to multitask, work under pressure, and meet deadlines with minimal supervision.
Competencies:
1. Strong understanding of supply chain processes and logistics management.
2. High attention to detail and accuracy in documentation handling.
3. Familiarity with international shipping procedures and trade regulations.
4. Proactive, analytical, and able to provide strategic insights.
5. Ability to work directly with management and effectively communicate operational updates.
Work Environment:
• Office-based with occasional site visits or travel as required.
• Collaborative yet independent environment with a direct line to management.