The U.S. Mission in Accra, Ghana is seeking a highly motivated and qualified Ghanaian for the position of SHIPPING ASSISTANT/CUSTOMS & CLEARANCE AGENT in the Regional Executive Office of USAID/West Africa. The primary purpose of the position is to serve as Customs and Clearance Agent in the Regional Executive Office. The incumbent performs a variety of duties for Implementing Partners (IPs) and Third Country Nationals (TCNs)

This position is located in the Regional Executive Office of USAID/West Africa in Accra, West Africa.

BASIC FUNCTION OF POSITION:

The primary purpose of the position is to serve as Customs and Clearance Agent in the Regional Executive Office. The incumbent performs a variety of duties for Implementing Partners (IPs) and Third Country Nationals (TCNs) which include but are not limited to the clearance of incoming shipments, coordinates with government of Ghana (GOG) agencies in the exportation and importation of House Hold effects (HHE), Private Owned Vehicle (POV) and other official commodities/goods. The incumbent acts as the principal liaison between USAID Ghana/West Africa and all of its Implementing Partners (IP) and Third Country Nationals (TCN) on administrative and logistic issues that will aid in their settlement in Ghana as well as other office responsibilities.

MAJOR DUTIES AND RESPONSIBILITIES

Preparation of Tax Exemption Documents for IP and TCN Shipments 70%

Upon receipt of notice of incoming shipments, the incumbent ensures that the USAID Contract Officer’s Representative (COR)/Agreement Officer’s Representative (AOR) prepares a tax exemption request and submits it to the Executive Officer for approval. When approval is granted, the incumbent ensures that the COR/AOR provides him/her with a copy of the Ocean Bill of Lading/Airway Bill and other supporting documents, including the approved request for tax exemption. He/she prepares the tax exemption documents for approval by the Executive Officer. When all documents are approved, the incumbent forwards the signed and approved tax exemption documents to the COR/AOR who forwards the documents to the IPs for coordination with the Ghanaian Ministry of Foreign Affairs Regional Integration and New Partnership for Africa’s Development (NEPAD) for an exemption certificate and coordination with customs and shipping agents for clearance and delivery of the shipment to the appropriate location. For TCNs, the incumbent forwards a copy of the Ocean Bill of Lading/Airway Bill and other supporting documents, including the approved request for tax exemption to pre-established Clearing Agents who will perform the necessary functions to ensure that TCN incoming household effects are cleared and delivered to their residence. In his/her role as liaison between USAID Ghana/West Africa and all of its IPs and TCNs, the Incumbent will provide the following assistance to all IPs and TCNs:

•   Registration of IPs and TCNs with the Ministry of Foreign Affairs for issuance of non-diplomatic ID Cards;
•   VAT exemption for personal purchases and other related issues;
•   Assists with the registration of Official Program and personal vehicles with the Driver Vehicle and Licensing Authorities;
•   Assists IPs and TCNs with actions related to the transfer and sales of POVs prior to their departure;
•   Develops contact with Government officials, especially with Ministry of Foreign Affairs, Customs, Immigration, and DVLA for the coordination of issues affecting IPs and TCN operations in support of the Ghana/West Africa Missions;
•   Develops and maintain data base containing contact information of the Government Officials mentioned above. This information must include the names, addresses, telephone number, Ministry, etc., of the officials. The data base must be updated on a regular basis;
•   Develops and maintains the IP database for USAID/Ghana and USAID/West Africa which must include all relevant contact information.
•   Handles all approved and appropriate Administrative and Logistics support requests from AORs/CORs and TCNs through the Executive Officer in support of IPs and TCNs in-country arrival and departure requirements as dictated by the Ghanaian Laws and USAID policies and guidelines;
•   Acts as a backup to Procurement Assistant and Travel Assistant in their absence.
•   Handles disposal of TCN furniture and equipment
•   Performs other duties as may be assigned by the Deputy/EXO.

Visa Requests and Processing for TCNs, IPs, and Temporary Duty Staff (TDY)

•   Upon notification from the COR/AOR of arrival of expatriates (IP expatriates and non-diplomatic staff of USAID), the incumbent initiates the process that will legitimize the expatriates stay in Ghana.
•   He/she prepares a request for issuance of a multiple re-entry Visa and Permanent Resident Permits through the Ministry of Foreign Affairs to the Immigration Office.  Copied at: ghanacurrentjobs.com
•   The incumbent is responsible for ensuring that any and all issues that arise are resolved, so as to ensure that non-US expatriates working for USAID funded projects adhere to the Ghanaian Immigration Laws.
•   Prepares introduction letters for incoming TDY personnel, IPs, and TCNs to various Embassies and Consulates within Ghana and overseas requesting issuance of entry visas for US Government official business travel.
•   The incumbent will prepare entry Visa requests for incoming Diplomatic staff whom are unable to obtain visas prior to travel to Ghana.
•   Incumbent ensures that visa requests are processed in a timely manner and a copy is forwarded to the incoming individual. •   He/she must confirm that a copy of the entry visa is present at the Kotoka International Airport.
•   The incumbent is also responsible for diligent follow up to ensure that visas are obtained promptly, and resolves any problems that may arise.
•   On rare occasions, incumbent may be called upon to process visa requests after duty hours for emergency entry into Ghana.

Qualification Required & Experience

•   Education: Diploma in Shipping/Logistics Management, Business or Public Administration is required.
•   Prior Work Experience: Five years of progressively responsible experience in customs and clearance, shipping or transportation field including one year with a USG or other international organization, in an English-language work situation is required.
•   Job Knowledge: A good working knowledge of host government standardized regulations and procedures regarding immigration, shipping and customs clearance is required.
•   Language Proficiency: Level IV (fluent) of English language capability is required. The incumbent should be able to prepare correspondence and standardized reports in English.

Abilities and Skills:

•   Must be able to deal tactfully, yet effectively with host country customs
and immigration government officials and with supervisors, Mission staff, TCNs, IPs and TDY personnel.
•   Must be able to organize work to track actions and ensure proper and timely delivery of paperwork.
•   Must be proficient in word processing programs.

Salary Range: GH¢ 17,869.00 – GH¢26,801.00 p.a. (depending on qualification and experience)

Location: Accra

How To Apply For The Job

Interested individuals should submit cover letter and curriculum vitae with referees to:

Human Resources Office
American Embassy, Accra
P.O. Box GP194, Accra

by Email to:-

AccraHRO@state.gov

Closing Date: 20 November, 2013