Customs Declaration Manager (Ho Chi Minh City)

About The Role
As Customs Declaration Manager, you will lead the day-to-day declaration operations, ensuring every filing is accurate, timely, and fully compliant with Vietnam customs regulations. You are the operational bridge between the Compliance Team, Operations Team, and the Declarants, responsible for final review, workload management, system administration, and team performance.
This is a hands-on leadership role requiring deep operational expertise in customs declaration for complex commodity groups (pharmaceuticals, medical devices, high-tech electronics, FMCG and other regulated products) for diverse company types: Trading, Export Processing, Export Production, etc.
Key Responsibilities
Declaration Operations Management
Design and continuously improve declaration and related processes
Manage daily declaration workflow: workload allocation across declarants, priority scheduling based on shipment urgency and client SLAs, and deadline tracking
Conduct final review and approval of declaration packages (when needed in complex cases)
Monitor declaration throughput and processing times
Ensure smooth coordination with field teams for physical inspection, on-time clearance at ports, airports, and warehouses
Ensure timely and accurate reporting and data entry into operational systems
Prepare supporting documentation for commodity regulation requirements (exp: synchronization registry, quality inspection filings, etc.)
Regulatory Compliance
Conduct HS code classifications (where required)
Screen commodity policies, import/export restrictions, licensing requirements, and FTA certificate of origin eligibility before filing
Ensure all declarations comply with the latest regulatory requirements
Conduct periodic internal audits of declaration accuracy and document filing, identifying patterns, root causes, and corrective actions
Document Management & Audit Readiness
Oversee document completeness and timeliness for every shipment
Maintain organized, audit-ready declaration archives in compliance with post-clearance retention requirement
Respond to customs queries, post-clearance inspections, and audit requests
System & Staff Credential Management
Manage electronic system accounts and staff credentials
Administer digital signature tokens and VNACCS/VCIS access for the declaration team
Team Leadership & Performance
Lead, coach, and develop a team of customs declarants, fostering accuracy-first culture and continuous improvement
Monitor team KPIs
Conduct regular performance reviews and identify training needs in coordination with the Compliance Manager
Establish escalation protocols: ensure declarants flag anomalies and complex cases for review before filing
Stakeholder Coordination
Coordinate with the Compliance Team on pre-filing checks, regulatory updates, SOP changes, and customs solution development
Liaise with customs on queries, inspections, classification disputes, and post-clearance requests
Liaise with IT, Compliance, and Operations teams for automation projects and function testing
Liaise with Transportation team for timely pick-up/delivery upon clearance
Interface with client operations teams and freight operations to ensure smooth documentation flow and shipment clearance
Report to CDZ Head on operational status, capacity utilization, risk incidents, and team performance
Experience
REQUIRED QUALIFICATIONS
Minimum 5 years of hands-on experience in customs declaration operations in Vietnam, with at least 3 years supervising or leading a declaration team
Demonstrated experience handling high-volume declaration operations with proven accuracy and compliance record
Experience with complex commodity groups: high-tech electronics, chemicals, machinery, pharmaceuticals, industrial equipment, etc. Strong preference for candidates with multi-industry exposure for diversed company types
Prior experience working within a customs brokerage firm, freight forwarder, or in-house customs team
Familiarity with post-clearance audit processes and customs dispute resolution
Valid Customs Agent Certificate issued by the General Department of Vietnam Customs
Knowledge & Skills
Strong operational command of Vietnamese customs declaration procedures, including HS classification, customs valuation, duty/tax calculation and refund, FTA/C/O application, and commodity policy screening
Proficiency with VNACCS/VCIS electronic customs declaration systems - hands-on filing experience required
Strong organizational skills - ability to manage multiple concurrent declarations, prioritize under time pressure, and maintain zero-error standards
Proficient in English (working level) - ability to communicate with multinational client teams
Leadership and coaching capability - able to develop declarants and build a high-performance team culture
Strong automation skills and mindset are advantageous
Education
Bachelor's degree in International Trade, Customs, Logistics, Supply Chain Management, Economics, or related fields
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