Assistant Documentation Intern

Chart your Course with PIL

With over 55 years of leadership in the global shipping industry, Pacific International Lines (PIL) is looking for proactive individuals to drive innovation and sustainable shipping solutions. If you’re fuelled by pioneering ideas, enjoy challenging the status quo, and are determined to make a significant impact, PIL wants you as a part of our dynamic community of maritime professionals.

At PIL, we provide local experiences with a global reach. With our headquarters in Singapore, and services offered at over 500 locations in 90 countries, you will have ample opportunities to work with colleagues from different cultures and communities.

Get On Board for a Dynamic and Purposeful Career.

We are seeking a highly motivated and experienced Assistant Documentation Intern to join our dynamic team in Mombasa, Kenya.

This internship offers a unique opportunity to gain practical experience in the preparation and management of shipping documentation critical for the smooth import and export of goods. You will also assist in ensuring compliance with Kenya Revenue Authority (KRA) regulations, customs requirements, and international shipping standards.

Key Responsibilities

1.      Main Responsibilities

• ODEX

• • Approving delegation charges requests in ODEX
  • Delivery order approval upon receiving receipts from the cashier
  • Assist in printing Delivery Order

• REPORTS

• • Sending 1st reminders, 1st and 2nd demand notices, and final demand and notice
  • Compiling, workings on and submitting BPT reports to management.

• Agency Management System (AMS) [IMPORT]

• • Assist in generating Delivery Order Fees (DOF) and local charges (invoices)
  • Generate report 111 from Agency Management System (AMS) - retrieving printed delivery orders then cargo releasing in Line Management System (LMS).
  • Generate report 119 from Agency Management System - generating list of containers by bill of lading (b/l) for final delivery- edoc updates- for each vessel.
  • Generate report 122 from Agency Management System – retrieving reports of overdue consignments and serving reminders and demand notices to consignees then uploading the same in Line Management System (LMS).
  • Generating of Congo levy code X3O charges and credit notes.

• Agency Management System (AMS) [EXPORT]

• • Filling in container entries in AMS for charge generation
  • Transhipment b/ls Copy pasting and updating in AMS.

• Line Management System (LMS) [IMPORT]

• • Cargo release, Delivery Order (DO release)
  • Checking of Telex release shipments
  • Booking creation (checking customer information when sending reports)

• Line Management System (LMS) [IMPORT] EXPORT

• • Sending and responding to client’s requests
  • Volume Gross Mass (VGM)/ Single and Administrative Document (SAD) creation
  • Original Bill of Lading (OBL)/ waybill printing
  • Closing of bill of lading (b/l) 5 days after vessel’s departure
  • B/L splitting
  • Telex release - upon client’s request and PIL Original Bill of Lading (OBL) surrender in the office.
  • Seals- handing over the exact agreed number of seals to clients and recording their contact information and number of seals handed over.

Qualification Criteria

1. Personality Traits

1. Should be a quick learner and able to adapt to company systems and work environment.
2. Detail-oriented with strong ownership mindset
3. Knowledgeable about shipping and logistic market trends.
4. Results-driven and able to handle high operational pressure / multitasking
5. Team player, with strong coordination and stakeholder management skills
6. Should be self-driven and work with limited supervision

2. Qualification & Experience Required

1. Education: Diploma or Degree in Maritime Studies, Port Management, Shipping, Transport Economics, Logistics, Business Administration, or a related field.

3. Technical Skills

• Knowledge /experience with relevant Kenyan authorities like KPA, KRA, KWATOS, and Tradex procedures.
• Knowledge of export/import regulations. Clear understanding of Kenyan and international shipping regulations, customs procedures, and documentation requirements.  

4. Professional Skill Sets

1. Adept in data-driven analytics
2. Familiar in shipping network, market trends
3.  Good communication and interpersonal skill, able to manage cultural diversity
4. Should be a good team player

Performance Criteria

a)      Efficient customer service

b)      Timely response to emails (no reminders)

c)      Accuracy in manifest / Original Bill of Lading (OBL) data

d)      Timely completion of export manifest (at least 2 days after sail)

Why Join Us

a) Be part of a leading global carrier with a strong focus on sustainability and innovation
b) Work in a dynamic and collaborative environment
c) Opportunities for professional growth and development

Application Process

To apply for this exciting opportunity, please submit your resume outlining your qualifications and experience to PIL Career Website.

Eligibility to Apply

This position is open to COUNTRY nationals or individuals who currently have the legal right to work in COUNTRY. Please note that applicants without this eligibility will not be considered.

About Us

Incorporated in 1967, Pacific International Lines (PIL) is ranked 12th among the world’s top container shipping lines and is also the largest home-grown carrier in Southeast Asia.

Based in Singapore, PIL is a global carrier with a focus on Asia, China, Africa, the Middle East, Latin America, Oceania, and the Pacific Islands.

Together with its affiliated companies Mariana Express Lines (MELL) and Malaysia Shipping Corporation, PIL serves customers at over 500 locations in more than 90 countries worldwide with a fleet of 100 container and multi-purpose vessels.

Apart from the core liner shipping business, PIL also has several other business units such as container manufacturing, depot, and logistics services.

PIL strives to meet the needs of its customers by providing value-adding services such as intermodal, breakbulk, and reefer services delivered on innovative technological platforms.

With its focus on “Driving Connectivity” and commitment to achieving Net Zero by 2050, PIL aims to be an efficient, sustainable, and future-ready shipping line.

For more information, visit www.pilship.com

Pacific International Lines (PIL) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.