(30%) OUTGOING SHIPMENTS:
Arranges and facilitates outgoing shipment and customs clearances for personal property of assigned U.S. Direct Hired employees and for U.S. Government equipment and supplies. Responsible for soliciting bids from the contracted shipping agents in country - requests for proposals include packing, weighing, storage, actual travel arrangements, etc., and recommends company for the GSO approval. Upon approval, works with the requester (departing employee and/or Mission offices) and the selected shipping company to arrange for dates & times for packing, supervises actual packing to ensure conformance with USG regulations and Post policies, advising the company of pertinent regulations; and ensuring that shipments are transferred to storage or shipping carrier on schedule.
Reviews charges for all shipments before approval of the GSO. Incumbent prepares all the necessary documents, letters, customs forms, etc. to obtain the required export permits and exemptions. Tracks and advises on status until delivery to final destination.
Advises travelers of their rights, benefits and privileges, responsibilities and of restrictions, verifies travel orders, prepares documents and records for the movement of freight and related matters. Assists U.S. Government employees with the settlement of claims for personal property lost or damaged in outgoing or incoming shipments.
Inspects export packing companies operations to ensure that they meet applicable standards and follows up to ensure deficiencies on status of shipments and recommends contractors for specific jobs.
Maintains contacts with officials of shipping and packing companies, and with host country customs and other government officials to assist in resolving problems with carrier bills or services and makes recommendations on these matters to Embassy post officials.
(30 %) INCOMING SHIPMENTS:
Responsible for the clearing of all incoming shipments (air and sea freight) for Agencies under COM Authority and for personal effects (household and consumables). Prepares required documents for import permits & exemptions, arranging for customs clearance, pick-up or storage, and delivery to final destination. Tracks and advises on status until final receipt. Negotiates with Customs and other government officials related to customs clearance, regulations and policies. Works through resolution with Customs officials and clearing agents on issues pertaining to shipments.
Assists neighboring land-locked Missions (e.g. Rwanda, Uganda, Burundi) with transit shipments through Tanzania.
Advises and assists Missions personnel on the importation, registration, licensing, technical inspection, purchase, and sale of GOVs and POVs. Prepares and submits paperwork and documentation related to these transactions. Advises incoming personnel, before and upon arrival, of pertinent laws and regulations governing the importation and registration of vehicles. Assist American officers with obtaining a local driver's license.
Serves as subject matter expert on host country vehicle insurance requirements. Maintains contacts with insurance companies and assists employees with the purchase of insurance. Maintains the GSO databases related to vehicle and insurance information. Interacts with Motor Pool and GSO Procurement to ensure official vehicles are properly registered and insured. Assists Missions personnel who have been involved in traffic accidents with GOVs or POVs, files accident and official reports in accordance with the country regulations and post policy. Advises personnel on post policy regarding traffic and parking violations. Informs employees on local traffic laws, accident and violation procedures. Distributes tickets for moving and parking violations to the appropriate person or section, advising personnel on payment requirements and methods. Assists customers who request the help in resolving ticket payment disputes with the authorities.
Assists in/out bound PCS employees and families through screening, check-in and immigration procedures at the airport. Liaises with Mission staff, e.g. motor pool, housing, CLO to arrange transportation and confirm housing residential arrangements. Advises and facilitates the import and export of live animals making sure all required documentation, certifications, and approvals are in place. Obtains import or export permits from the Ministry of Water and Livestock
Serves as the primary POC for VIP passengers. Assists VIP passengers and secures access to VIP lounges. Coordinates with the Control Officer and other Mission sections the VIP's smooth arrivals and departures.
(10%) RECORDS KEEPING
Responsible for maintaining accurate, timely, and efficient paper and electronic records for all actions being taken. Records should include but not be limited to contacts and procedures for all functions, and status of the various shipments, visa requirements, etc.