Job Purpose   

To ensure accurate documentation, system data entry, and full compliance for all logistics, customs, and financial processes within the supply chain. The role is the primary owner of Pre-Custom Declaration (PD) preparation, Final Declaration (FD) verification, document archiving, and pre-customs bank letter coordination, supporting seamless import operations and on-time payment release.

Main Tasks & Accountabilities

Pre-Custom Declaration (PD) & Customs Documentation

Prepare Pre-Custom Declarations (PD) for advance payments  and deferred payments after goods arrival , reviewed and approved by Commercial Lead before submission.

Prepare pre-customs documentation and coordinate bank letters required for goods release  Shipping & Docs team provides technical support where needed.

Ensure all PDs are closed before their expiry date; monitor outstanding PDs daily and escalate any at-risk items immediately to the Supply Chain Manager  reviewed by Commercial Lead).

Manage and maintain customs and bank documentation in line with Iraqi import regulations and internal compliance requirements.

Final Declaration (FD) & System Verification

Verify all Final Declarations (FD) in the Asycuda system for accuracy against the corresponding Commercial Invoice; report and resolve any discrepancies .

Instruct the clearing agent to prepare the FD and confirm submission in coordination with the Supply Chain team .

Assist the Finance Department in resolving system obstacles encountered during goods entry to prevent clearance delays .

Data Entry & System Management

Enter and maintain all logistics and financial data in the ERP/system accurately and on time, ensuring data integrity across all shipment records.

Support the Finance team with accurate data entry, invoice validation, and costing inputs.

Coordinate with Finance for payment release by ensuring PD documentation is complete and submitted on schedule .

Document Archiving & Record Management

Archive all logistics, customs, and financial documents with proper indexing for both soft and hard copies .

Maintain a structured document management system ensuring all records are retrievable for audit, compliance, and management review purposes.

Ensure confidentiality and security of all sensitive trade and financial documentation at all times.

Decision-Making Authority

Submit Pre-Custom Declarations (PD) after preparation; all PDs require review and approval by the Commercial Lead (Parez) before submission.

Sign off on document archiving and indexing for all assigned shipment files.

Escalate PD expiry risks, FD discrepancies, and system obstacles to the Supply Chain / Logistics Manager immediately.

All decisions outside document preparation and data entry scope require Supply Chain / Logistics Manager approval.

Working Environment

Primarily office-based; occasional visits to port, warehouse, and clearing agent offices for document collection and verification.

Regular coordination with Finance, Supply Chain, and Shipping teams under time-sensitive import deadlines.

Extended working hours required during peak shipment arrival periods and customs clearance windows.

High-volume, detail-intensive environment requiring sustained accuracy and systematic record-keeping.

Frequent interaction with clearing agents, bank representatives, and customs authorities for document processing.

Regular use of ERP/logistics management systems, Asycuda, Microsoft Excel, and document archiving tools.

Cross-departmental support role; must coordinate effectively across Finance, Supply Chain, and Commercial teams.

Strict adherence to document confidentiality and data security standards at all times.

Main Contacts and Working Relationships

Communicates with (Job title)

Internal or External

Purpose of Contact: (e.g. Pass/receive information or influence/persuade/negotiate)

Frequency

Daily/weekly
monthly/quarterly
occasionally

Supply Chain / Logistics Manager

Clearing Agent

Shipping & Documentation (Shiraz)

Finance Department

Customs Authority (Asycuda)

Commercial Lead (Parez)

Forwarder / Shipping Agent

I

I

I

I

E

E

E

Pass/receive information (task status, PD submissions)

Pass/receive information (payment confirmations, data validation)

Pass/receive information (shipment updates, document coordination)

Pass/receive information (clearance instructions, FD submissions)

Pass/receive information (Asycuda FD verification)

Pass/receive information (PD review approval, escalation)

Pass/receive information (document collection, cargo updates)

Daily/weekly

Daily/weekly

Daily/weekly

Daily/weekly

Daily / Weekly

Daily / Weekly

Weekly / Monthly

Background Knowledge & Experience. 

Education Level – Minimum

Preferred

Diploma or Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, or a related field.

Professional Qualifications

      or licences

Professional Qualifications – Preferred

Certification in Customs Documentation, Logistics Operations, or Supply Chain Management is an advantage. Working knowledge of Asycuda and Iraqi customs import procedures is highly preferred.

 Work Experience

2–3 years of experience in logistics documentation, data entry, or customs clearance support.

Experience in an import/export, freight forwarding, or customs brokerage environment is preferred.

Proven experience in: 

PD preparation and submission (advance & deferred)

FD verification in Asycuda system

Banking and customs documentation management

Document archiving and record management

ERP / logistics system data entry and validation

Skills Required

Accuracy and attention to detail in high-volume data environments

Pre-Custom Declaration (PD) & Final Declaration (FD) documentation

Understanding of Iraqi customs regulations and import compliance 

Banking documentation for international trade (bank release letters, LC)

Document archiving and retention standards (soft & hard copies)

ERP and logistics system proficiency (data entry and validation)

Microsoft Excel – intermediate to advanced level

Time management and ability to meet tight operational deadlines

Basic financial understanding (costing, invoicing, payment documentation)

Effective cross-functional collaboration (Finance, Supply Chain, Logistics)

Confidentiality and discretion in handling sensitive trade documents

Problem solving and escalation judgment

Written and verbal communication skills

Coordination with clearing agents, forwarders, and customs authorities