Graduate Trainee Logistics

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.

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.

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

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