Junior Customs / Materials Clerk

Job Purpose

To provide administrative and operational support for customs clearance, inventory control, warehouse activities, and materials management. The incumbent assists with customs documentation, shipment tracking, stock control, goods receiving, and maintaining accurate inventory records while ensuring compliance with company procedures and regulatory requirements.

Key Responsibilities

Customs Administration Support

• Assist with the preparation and processing of import, export, and transit documentation.
• Verify completeness and accuracy of customs-related documents before submission.
• Maintain customs files and records for audit and compliance purposes.
• Track shipment progress and update stakeholders on clearance status.
• Liaise with customs brokers, freight forwarders, transporters, and government authorities as directed.
• Assist in obtaining permits, certificates, and supporting documentation required for customs clearance.
• Support customs compliance activities and document retention requirements.

Materials & Inventory Control

• Assist with receiving, issuing, and recording materials and inventory transactions.
• Verify quantities and condition of incoming goods against delivery notes and purchase orders.
• Update inventory records within ERP, SAP, or inventory management systems.
• Monitor stock levels and report shortages, discrepancies, or damaged materials.
• Support cycle counts, stocktakes, and inventory audits.
• Ensure proper identification, labeling, and storage of materials.

Warehouse Operations

• Assist in organizing warehouse and storage areas to maintain efficiency and housekeeping standards.
• Prepare materials for issue to operational departments and projects.
• Coordinate movement of materials between warehouse locations.
• Maintain accurate records of material receipts, transfers, returns, and issues.
• Support loading and unloading activities when required.

Documentation & Record Keeping

• Maintain filing systems for customs, shipping, inventory, and warehouse documentation.
• Capture and update data accurately in company systems.
• Generate routine inventory and logistics reports.
• Ensure all records are complete, accurate, and readily available for audits.

Coordination & Communication

• Communicate with suppliers, transport providers, and internal departments regarding deliveries and materials requirements.
• Follow up on outstanding shipments, purchase orders, and inventory discrepancies.
• Escalate operational issues affecting customs clearance or inventory availability.

Health, Safety & Quality

• Comply with company HSE policies and procedures.
• Maintain safe housekeeping standards within warehouse and storage areas.
• Use materials handling equipment safely and responsibly.
• Participate in safety meetings, inspections, and training programs.
• Support quality assurance and continuous improvement initiatives.

Minimum Requirements

Education

• Grade 12 (Matric/NSSC) or equivalent.
• Certificate or Diploma in Logistics, Supply Chain Management, Customs Administration, Materials Management, Warehousing, or related field will be advantageous.

Experience

• Minimum 1–2 years' experience in logistics, warehousing, customs administration, inventory control, or materials management.
• Experience in freight forwarding, customs clearance, or warehouse operations will be advantageous.
• Exposure to oil & gas, mining, marine, construction, or industrial operations is beneficial.

Technical Knowledge

• Basic understanding of customs documentation and clearance processes.
• Knowledge of inventory control and warehouse operations.
• Familiarity with stock management systems, ERP, SAP, or similar software.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Understanding of document control and record management practices.

Competencies

• Attention to detail
• Numerical accuracy
• Organizational skills
• Inventory and document control
• Planning and prioritization
• Communication skills
• Teamwork and cooperation
• Problem-solving ability
• Customer service orientation
• Time management
• Reliability and accountability
• Ability to work under pressure and meet deadlines

Key Performance Indicators (KPIs)

• Accuracy of inventory records
• Timely processing of customs and shipping documents
• Stock discrepancy rates
• Goods receiving and issuing accuracy
• Completion of stocktakes and inventory audits
• Documentation compliance and filing accuracy
• On-time updating of inventory systems
• Warehouse housekeeping standards
• Internal customer satisfaction
• Compliance with HSE and quality requirements

Preferred Attributes

• Knowledge of Namibian customs procedures and import/export documentation.
• Experience working with inventory management or ERP systems.
• Ability to handle confidential commercial and inventory information.
• Willingness to learn customs brokerage, logistics, and supply chain operations.
• Valid driver's licence will be advantageous.

Operational Requirements

During active operations, shall maintain a 24/7 operational manning regime by rotational shifts, including nights, weekends, and public holidays, for all operational roles required to support vessel operations, loadouts/backloads, quayside activities, yard operations, customs and materials handling, and time-sensitive drilling logistics.