Job Summary
The Commodities Trade Documentation Executive is responsible for preparing, reviewing, managing, and processing all trade-related documentation for physical commodity transactions (such as Minerals metals, iron ore, coal, etc.). This role ensures full compliance with international trade regulations, Letters of Credit (LCs), Incoterms, and counterparty requirements while minimizing risks and delays in trade execution and settlement.
The position works closely with traders, operations, finance, logistics, banks, and counterparties to facilitate seamless end-to-end documentation for imports, exports, and domestic trades.
Key Responsibilities
- Prepare, review, and manage all pre-shipment and post-shipment trade documents, including:Commercial invoices, proforma invoices, and packing listsBills of Lading (B/L), Air Waybills, or other transport documentsCertificates of Origin, Quality, Quantity, Weight, and AnalysisInsurance certificates, phytosanitary certificates, and other regulatory documents
- Handle end-to-end Letters of Credit (LC) processing: draft LCs, review LC terms, coordinate amendments, and ensure compliant document presentation for negotiation/discounting.
- Liaise with banks, freight forwarders, shipping lines, surveyors, and counterparties for timely document issuance and approval.
- Verify document accuracy against trade contracts, purchase/sales confirmations, and Incoterms to avoid discrepancies.
- Coordinate with internal teams (Trading, Operations, Finance, Legal, and Compliance) for document alignment and query resolution.
- Ensure compliance with international trade regulations, sanctions screening, AML/KYC requirements, and country-specific import/export rules.
- Manage document submission for payment collection, including document presentation under LCs or open account terms.
- Maintain proper filing, archiving, and tracking of all trade documents in the company's system.
- Support trade settlement processes and resolve any documentation-related discrepancies or disputes.
- Assist in preparing reports on documentation status, pending issues, and performance metrics for management.
- Stay updated on changes in trade finance rules (e.g., UCP 600, ISBP, Incoterms 2020) and commodity-specific regulations.
Required Qualifications & Skills
- Bachelor's degree in Commerce, International Trade, Business Administration, Logistics, or related field.
- 2-6 years of relevant experience in trade documentation, preferably in commodities trading (agro, energy, metals, or soft commodities).
- Strong working knowledge of:Letters of Credit (LCs) and trade finance instrumentsShipping documents and IncotermsExport/import procedures and customs documentation
- Proficiency in Microsoft Office (especially Excel and Word) and trade documentation.
- Excellent attention to detail and accuracy under tight deadlines.
- Good communication and interpersonal skills for coordinating with internal and external stakeholders.
- Ability to work independently and handle multiple trades simultaneously in a fast-paced environment.
- Senior Person with experience may apply.
Preferred Qualifications
- Experience with specific commodities (Edible oils, Grains, Food Prodcuts, coal, or minerals & metals).
- Knowledge of UCP 600, ISP 98, or other ICC rules.
- Familiarity with trade platforms or software (e.g., trade finance portals).
- Certification in trade finance or export documentation (added advantage).
- Language skills (e.g., English + regional languages).
