Documentation Officer

This role is responsible for ensuring the accurate, compliant, and timely preparation and management of trade documentation to support seamless execution of export transactions across multiple business units and regions. Acting as a vital link between Trade Partners, Letter of Credit (LC) teams, Finance, Compliance, customers, suppliers, and other stakeholders, this position helps prevent delays, errors, and compliance risks that could disrupt shipment and payment processes, thereby safeguarding smooth business operations.

Key Responsibilities

- Review and prepare pre-shipment documentation such as Proforma Invoices (PFIs), purchase orders, and shipment instructions, ensuring they are complete and aligned with approved trade requirements.
- Prepare and coordinate post-shipment documentation, including shipping documents, insurance papers, and Switch Bills of Lading, submitting these to relevant Trade Partners and the LC team within agreed timelines.
- Examine Letter of Credit (LC) requirements and prepare documentation in strict accordance with LC terms, UCP 600, ISBP guidelines, and customer or bank-specific conditions.
- Identify and resolve documentation discrepancies through detailed checks and cross-verification; independently correct routine issues and escalate significant compliance, commercial, or LC-related concerns to appropriate stakeholders.
- Collaborate with Trade Partners across sectors such as Polymers, Petrochemicals, Fertilizers, and Foods to understand transaction requirements, commercial terms, customer expectations, and documentation priorities, ensuring accurate document preparation.
- Review and process Open Cargo transactions, including Delivery Advice, Transfer of Ownership documents, and GRN-related paperwork, ensuring alignment with customer and operational requirements.
- Prepare trade-related documents for over 13 regions, including Pakistan, Egypt, and UAE, utilizing blockchain-based or similar secure platforms for document tracking and transfer.
- Support the presentation of documents to LC advising banks by ensuring completeness, accuracy, and compliance with LC and banking requirements.
- Maintain and update transaction records in the tradeflow system to provide an accurate audit trail and enable timely reporting and follow-up.
- Drive continuous improvement initiatives by identifying manual processes, data gaps, and recurring documentation issues, proposing practical solutions or system enhancements.
- Manage insurance policy applications to ensure shipments are adequately covered and coordinate resolution of issues such as expired policies or incomplete insurance documentation.
- Work closely with trade partners and teams to deepen understanding of the trade lifecycle, including commercial terms, payment structures, stakeholder responsibilities, and business-specific documentation needs.
- Prepare pre- and post-shipment documentation in line with business requirements and route them for approval to the LC team or Trade Partners as appropriate.
- Handle insurance applications and submit them to insurers for approval following Trade Partner review.

Required Qualifications

- Bachelor’s degree in Commerce, Business Administration, Supply Chain Management, Finance, or a related business discipline.
- Practical experience in trade documentation, import/export operations, or commodity trade operations, with hands-on knowledge of Letters of Credit, Bills of Lading, and commercial/shipping documentation.
- Experience coordinating with banks, Trade Partners, LC teams, and other stakeholders.

Preferred Qualifications

- Professional certification in trade finance, documentary credits, or supply chain/procurement is advantageous but not mandatory.

This role offers the opportunity to work across diverse regions and product sectors, contributing to the efficiency and compliance of global trade operations while engaging with multiple internal and external stakeholders.