Execution Assistant

The Execution Assistant will ensure smooth and accurate execution of commodity operations, logistics coordination, and compliance with internal and external requirements. This role is critical for maintaining operational integrity, minimizing risk, and supporting timely delivery of goods and documentation.

• Ensure timely and cost-effective execution of all shipments (local, export and Imports) through effective coordination with transporters, shipping agents Carriers, and inspection agencies.
• Guarantee accuracy and completeness of shipping documentation (Bills of Lading, Certificates of Origin, phytosanitary certificates) to meet regulatory and customer requirements, as well as sustainability documents.
• Maintain uninterrupted shipment flow by monitoring progress and resolving delays promptly.
• Optimize costs while ensuring compliance with company standards and service quality.
• Maintain a customer-centric approach by prioritizing service reliability and proactive communication on shipment status.
• Maintain up-to-date insurance coverage for all stock in assets to minimize operational risk.
• Conduct regular risk checks and report discrepancies to prevent financial exposure.
• Ensure timely processing of insurance claims through effective coordination with insurers and internal teams.
• Experience in Inventory management will be a plus.
• Achieve full compliance with Uganda’s EFRIS requirements for all transactions.
• Validate and process invoices accurately and on time to support smooth financial operations.
• Ensure timely posting of approved invoices in internal systems to maintain accurate financial records.
• Maintain accurate stock records in internal systems (CRM and logistics platforms) by updating movements, splits, and reconciliations.
• Resolve discrepancies between system and physical stock promptly to ensure operational integrity.
• Support monthly and quarterly reporting by providing accurate system data.
• Ensure accurate and up-to-date third-party shipper data in the Master Data Management (MDM) system.
• Complete callback processes and payment reconciliations for logistics partners to maintain financial accuracy.
• Track and report freight contract performance to support vendor management.
• Coordinate timely inspection and approval of prepared lots for shipment to meet quality standards.
• Ensure full compliance with MAAIF registration and other regulatory requirements for all commodities.
• Maintain adherence to local and international trade regulations to avoid penalties and delays.
• Facilitate seamless communication and collaboration between commercial, finance, and Industry teams to ensure efficient execution.
• Build and maintain strong relationships with external stakeholders (transporters, inspection agencies, government bodies) to support operational success.
• Issues often involve multi-party coordination, regulatory compliance, and system discrepancies.
• Requires balancing cost, timelines, and compliance under pressure.
• Operates within established company policies and procedures but must think creatively to resolve day-to-day execution challenges.
• Occasional need to think “out of the box” to anticipate risks and propose practical solutions for unexpected logistical or regulatory hurdles.
• Independent decisions on operational adjustments, prioritization of tasks, and stakeholder communication.
• Strategic decisions (e.g., contract terms, major financial commitments) require manager approval.
• Ability to work under pressure and meet strict deadlines.
• Eagerness to learn and adapt to evolving systems and regulations.
• Proactivity in anticipating and preventing problems before they escalate.
• Strong prioritization skills to handle multiple tasks simultaneously.
• The Execution Assistant role requires frequent and multi-level interactions across internal teams and external stakeholders to ensure smooth execution of operations.
• Commercial Team: Coordinate on contract execution, shipment schedules, and pricing details.
• Finance Team: Align on invoice validation, payment reconciliation, Efris invoicing and insurance claims.
• Execution Manager & Regional Execution Team: Report progress, resolve operational issues, and ensure compliance with global standards.
• IT / Systems Team: Collaborate on system updates and troubleshooting discrepancies.
• Transporters & Shipping Agents: Manage freight bookings, track shipments, and resolve logistical challenges.
• Inspection Agencies: Schedule and approve inspections for prepared lots.
• Government Authorities (MAAIF, URA, UNBS): Ensure regulatory compliance, EFRIS management, and timely registration of commodities.
• Insurance Providers: Follow up on coverage and claims for stock in assets.
• High level of coordination required across multiple departments and third parties.
• Balancing compliance, timelines, and cost efficiency while maintaining strong stakeholder relationships.
• Requires proactive communication and problem-solving to manage unexpected operational challenges.

• Bachelor’s degree in business administration, Logistics, Supply Chain, , or related field.
• Familiarity with Ugandan regulatory requirements, international trade documentation and Incoterms
• Minimum 3-5 years of experience in logistics or execution roles, preferably in commodity trading, Clearing and Forwarding or agribusiness
• ERP Systems Proficiency: Ability to work with internal systems such as CRM Systems for stock movement, splits, and reconciliations.
• EFRIS Management: Strong understanding of Uganda’s Electronic Fiscal Receipting and Invoicing System for compliance and reporting.
• Documentation & Compliance: Knowledge of trade documentation (Bills of Lading, Certificates of Origin, phytosanitary certificates) and regulatory requirements (MAAIF registration).
• Insurance & Risk Management: Familiarity with insurance processes for commodity stocks and operational risk assessment.
• Data Management: Competence in Master Data Management (MDM) systems for third-party shipper management and payment reconciliation.
• MS Office Suite: Advanced Excel skills for reporting and reconciliation; proficiency in Word and Outlook for communication and documentation.
• Analytical thinking to identify and resolve discrepancies.
• Team player
• Great communicator 
• Commercial minded
• Attention to detail for accurate system updates and documentation.
• Problem-solving for unexpected logistical challenges.
• Strong communication and coordination skills.
• Time management to prioritize tasks under strict deadlines.
• Exposed to EUDR regulation will be a plus
• Effective communication with internal and external stakeholders.
• Strong organizational and problem-solving abilities.
• Ability to work under pressure and meet strict deadlines.
• High aptitude for numbers and analysis.
• Self-motivated and highly organized.
• Proactive mindset with ability to anticipate and prevent issues.
• Team player with eagerness to learn and adapt.
• Fast-paced and dynamic: Managing multiple tasks under strict timelines.
• Collaborative: Close interaction with commercial, finance, and logistics teams, plus external partners.
• Detail-oriented: Accuracy in documentation and system updates is critical.
• Hybrid setting: Office-based in Kampala with occasional field visits.
• Compliance-driven: Adherence to company policies, local regulations, and international trade standards.