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Key Responsibilities
Declaration Preparation & Filing
- Contribute to designing and improving declaration and related processes
- Communicate with client operations teams and freight operations to obtain required shipping documents and resolve discrepancies
- Review shipping documents and related licenses for accuracy and completeness
- Perform HS code classifications (where required)
- Prepare supporting documentation for commodity regulation requirements (e.g., synchronization registry, quality inspection filings, etc.)
- Prepare and file customs declarations on the VNACCS/VCIS electronic system
- Coordinate with field teams for physical inspection and timely clearance at ports, airports, and warehouses
- Liaise with Transportation team for timely pick-up/delivery upon clearance
- Ensure timely and accurate data entry and reporting in operational systems
Compliance Screening & Quality Control
- Conduct ongoing regulatory research and monitor regulatory changes
- Screen commodity policies, import/export restrictions, and licensing requirements before proceeding with declaration
- Follow the established 2-layer verification process
- Conduct required self-audits on completed declarations to ensure accuracy and compliance
Document Management & Audit Readiness
- Maintain organized, audit-ready declaration files for post-clearance retention requirement
- Ensure all supporting documents are properly filed and traceable for each declaration
- Respond to customs queries, post-clearance inspections, and audit requests as directed
- Report to Declaration Manager on daily workload status, processing progress, and any issues requiring escalation
Experience
REQUIRED QUALIFICATIONS
- Minimum 2 years of hands-on experience in customs declaration operations in Vietnam
- Experience handling import and/or export declarations for complex commodity groups: high-tech electronics, pharmaceuticals, medical devices, chemicals, machinery, FMCG, or similar regulated products across diverse company types: Trading, Export Processing, Export Production, etc.
- Prior experience working within a customs brokerage firm, freight forwarder, or in-house customs team
- Familiarity with post-clearance audit documentation and record-keeping requirements
- Valid Customs Agent Certificate issued by the General Department of Vietnam Customs
Knowledge & Skills
- 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 attention to detail and accuracy - zero-error mindset in a high-volume environment
- Ability to manage multiple concurrent declarations and prioritize under time pressure
- Working knowledge of English - ability to read and interpret English-language shipping documents
- Strong automation skills and mindset are advantageous