Documentation Officer

This role is essential for ensuring accurate, compliant, and timely trade documentation to support seamless execution of export transactions across multiple businesses and regions. Acting as a vital link between Trade Partners, Letters of Credit (LC) teams, Finance, Compliance, customers, suppliers, and other stakeholders, this position helps prevent documentation delays, errors, and compliance risks that could disrupt shipments and payment processes, ultimately impacting business operations.

Key Responsibilities

- Review and prepare pre-shipment documentation such as Proforma Invoices (PFIs), purchase orders, and shipment instructions, ensuring all documents are complete and aligned with approved trade requirements.
- Prepare and coordinate post-shipment documentation including shipping documents, insurance papers, and Switch Bills of Lading; submit these documents to relevant Trade Partners and the LC team within agreed timelines.
- Review Letter of Credit 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 problems to the appropriate Trade Partner or LC team.
- Collaborate with Trade Partners across sectors such as Polymers, Petrochemicals, Fertilizers, and Foods to understand transaction requirements, commercial terms, customer expectations, and documentation priorities, translating these into accurate trade documents.
- Review and process Open Cargo transactions, including Delivery Advice, Transfer of Ownership documentation, and Goods Receipt Note (GRN) related paperwork, ensuring records meet customer and operational requirements.
- Prepare trade-related documents for over 13 regions, including Pakistan, Egypt, and UAE, and manage documentation on blockchain or similar secure platforms.
- Support the presentation of documents to LC advising banks by ensuring the final document set is complete, accurate, and compliant with LC and banking requirements.
- Maintain and update transaction records in the tradeflow system to provide an accurate audit trail and facilitate timely reporting and follow-up.
- Drive continuous improvement of trade documentation processes by identifying manual tasks, data gaps, and recurring issues, proposing practical solutions or system enhancements.
- Manage insurance policy applications to ensure shipments are adequately covered, coordinating resolution of issues such as expired policies or incomplete insurance requirements.
- Coordinate with trade partners and internal teams to deepen knowledge of the trade lifecycle, including commercial terms, payment structures, stakeholder responsibilities, and business-specific documentation needs.

Decision Authority

- Prepare pre- and post-shipment documentation in line with business requirements and route them for approval to the LC team or Trade Partner as appropriate.
- Prepare insurance applications and submit them to insurers for approval after Trade Partner review.

Required Qualifications

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

Preferred Qualifications and Benefits

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

This role demands strong attention to detail, excellent coordination skills, and a thorough understanding of international trade documentation and compliance standards to ensure smooth and efficient export operations.