The purpose of this role is to support the smooth flow of exports and imports by handling shipment planning, booking logistics, preparing accurate export/import and customs documentation, and planning for the availability of essential logistics consumables. The Trainee plays a critical role in ensuring timely, compliant dispatch of produce and uninterrupted supply of farm logistics materials
Accountabilities
- Assist in preparing and maintaining the weekly shipment plan based on production forecasts and sales orders, using the Farm Management System (FMS).
- Compile, verify, and submit all export documentation: invoices, packing lists, phytosanitary certificates, Horticultural Crops Development Authority (HCDA) permits, air waybills, and certificates of origin.
- Coordinate flight bookings with freight forwarders and airline agents, ensuring sufficient cargo space and timely dispatch.
- Track and monitor shipments to ensure compliance with customer delivery timelines and resolve any shipment issues.
- Prepare and follow up on import documentation for farm inputs and consumables e.g. fertilizers, media, seeds, packaging, etc..
- Coordinate customs clearance processes, liaising with clearing agents to ensure timely release of imports.
- Maintain updated records of all import licenses, certificates, and customs paperwork.
- Monitor inventory levels of key logistics consumables e.g., T&T Labels, Harvesting labels, Box content labels, etc.
- Maintain accurate consumables stock records and ensure zero stock-outs situations impacting operations.
- Ensure all logistics documents are filed systematically and are readily available for audits or inspections.
- Assist in maintaining compliance with Kenyan export/import regulations and phytosanitary standards.
- Support reporting activities by compiling logistics KPIs and shipment reports weekly and monthly.
Company Description
Syngenta is a Global Agribusiness Company with its headquarters in Basel, Switzerland. We are a market leader in the breeding and production of Seeds and Cuttings for high-quality pot and bedding plants. In Kenya, we have two production Sites; Kenya Cuttings Limited based in Thika, and Pollen Limited based in Ruiru.
Qualifications
Education qualifications and Experience
- Bachelor’s degree in Logistics, Supply Chain Management, International Trade, Agribusiness, or related field
- 1–2 years’ experience in horticultural export/import logistics or supply chain coordination
- Familiarity with customs procedures, export permits (KEPHIS, HCDA), and flight booking for perishables
Skills and Competencies
- Excellent attention to detail, especially in documentation
- Strong organizational and time management skills
- Good communication skills with internal and external stakeholders (suppliers, agents, airlines)
- Proficiency in Microsoft Office (Excel, Word, Outlook); experience with ERP systems is an advantage
- Knowledge of customs and phytosanitary processes for horticultural products
- Ability to plan, forecast, and manage logistics consumables materials stock
- Problem-solving and quick decision-making skills under pressure
Key Performance Indicators (KPIs)
- 100% on-time shipment and documentation completion
- Zero penalties or delays due to customs non-compliance
- Zero demurrage incurred due to untimely documents or late payments
- No stock-outs of critical logistics consumables
- Accurate and up-to-date imports and exports documentation
Additional Information
Working Conditions
- Office-based at the farm with daily communication with packhouse, freight agents, customs agents, and suppliers
- May require flexible working hours, especially during peak harvest/export periods or flight delays
- Occasional site visits to airport cargo handling areas, inspection points, or customs offices
