Declaration Officer

Company: Hyexpert Africa

P.O. Box 5509

Tel /Fax: +255 (0)733 999 998

Salamander Tower 5th Floor, Samora Avenue, Dar es Salaam - Tanzania

Department: Operations – Clearing & Forwarding

Reports To: Head of Operations

Duty Station: Dar es Salaam, Tanzania

Employment Type: Full-Time

Job Purpose

To prepare, process, and manage customs declarations accurately and efficiently in compliance with the laws and regulations of the Tanzania Revenue Authority (TRA), Tanzania Customs regulations, and other relevant regulatory authorities, ensuring timely clearance of client consignments while minimizing risks, penalties, and operational delays.

Key Duties and Responsibilities

1. Customs Declaration & Processing

• Prepare and submit customs entries through the Tanzania Customs Integrated System (TANCIS).
• Ensure proper use and awareness of the Tanzania National Electronic Single Window (TANESW) system for processing permits and regulatory approvals.
• Accurately classify goods using the Harmonized System (HS Code).
• Calculate and verify applicable customs duties, VAT, excise duty, and other statutory charges.
• Process import, export, transit, temporary importation, and bonded warehouse declarations.

2. Documentation Verification

• Verify completeness and authenticity of all shipping and regulatory documents including:
  • Bill of Lading / Airway Bill
  • Commercial Invoice
  • Packing List
  • Certificate of Origin
  • Import permits and licenses
  • Regulatory authority approvals
• Ensure compliance with port, shipping line, and warehouse requirements.

3. Compliance with Customs & Regulatory Laws

• Ensure all declarations comply with:
  • Tanzania Customs Laws
  • East African Community (EAC) Customs Management Act
  • TRA regulations and procedures
• Stay updated on changes in tariff classifications, duty rates, and government policies.
• Prepare documentation required for audits, customs inspections, and post-clearance reviews.

4. Duty Payment & Clearance Coordination

• Facilitate duty payment processes through approved banking channels.
• Follow up on cargo verification, scanning, and physical inspection procedures.
• Coordinate with port authorities, shipping lines, transporters, and warehouse operators to ensure timely cargo release.

5. Client & Stakeholder Communication

• Liaise with clients to obtain required documentation on time.
• Provide updates on shipment clearance status.
• Advise clients on compliance requirements and duty implications when necessary.

6. Record Keeping & Reporting

• Maintain accurate and confidential declaration records (electronic and hard copy).
• Prepare daily, weekly, or monthly clearance reports for management.
• Ensure proper document archiving for statutory and audit purposes.

7. Risk Management & Accuracy

• Identify discrepancies in documentation and HS classification.
• Minimize risks of penalties, fines, and cargo delays.
• Escalate complex or high-risk cases to the Head of Operations.

Labor Law Compliance (Tanzania)

The Declaration Officer shall perform duties in compliance with the Employment and Labor Relations Act of Tanzania, including:

• Maintaining professional conduct and integrity.
• Ensuring confidentiality of client and company information.
• Adhering to company policies on discipline, safety, and workplace ethics.

Qualifications and Requirements

• Diploma or Bachelor’s Degree in Clearing & Forwarding, Logistics, Customs Administration, or related field.
• Valid Customs Declaration License (where required by TRA).
• At least 2–3 years’ experience in customs declaration within a clearing and forwarding company.
• Proficiency in:
  • TANCIS system
  • TANESW system
• Strong knowledge of HS Code classification.
• Good understanding of Tanzania Customs and EAC regulations.
• High attention to detail and ability to work under pressure.

Key Competencies

• Strong analytical and problem-solving skills.
• Excellent communication and coordination abilities.
• Integrity and compliance-focused mindset.
• Ability to meet strict deadlines in a fast-paced logistics environment.