ACKNOWLEDGMENT

Firstly, I would like to thank God, for the unimaginable helping me starting from the beginning
to the end of my internship period.

Secondly, I would like to thank our department head Hailu Abebe assistant professor at BDU
peda cumpas and my advisor Fikir Gezahegn for his invaluable support and guidance.

A sincere appreciation and special thanks go to the management and staff of Ethiopian shipping
and logistics services enter price , namely my supervisor Ashenafi Berga,Yohanis, Regen,
Legese for their support and the prevision of vital information.

Finally, my acknowledgement goes to the people in my life who supported me throughout this
process. A special and sincere thanks to my parents and all family members who provided their
encouragement in my career.
 ABSTRACT

This report is the final internship report of the student given to the mentor in the educational
institution according to the new curriculum. It is includes the background of ESLSE the
interesting hosting company and the experiences I gained in general working in the first ever
different company.

In this report I have tried to list the overall aspects of the internship experience. I have
summarized what is expected in the next topics of this report.

The report contains a brief description of the internship company structure. Next it discusses the
work of the intern in that company, the accomplished and ongoing tasks that the interns take
parts in. It also discusses the process in uni modal department in import customer services.

Finally, this report contains challenges that I had faced during the internship experience and
also the conclusion drawn from the observation and suggested recommendation.
 ABBREVATION AND ACRONYMS

ESLSE- Ethiopian shipping and logistics services enterprise

JACO- Junior assessment &clearance officer

ACO- Assessment & clearance

HS- Harmonize System

VDD - value detail declaration

D/O- delivery order

B/L- bill of loading

MTS- maritime transit services

Table of contents

AKNOWLEDGMENT

ABSTRACT

ABBREVATION & ACRONYMs

1.1
Introduction………………………………………………………………………………................
............1

1.1.1 Background of the company…………………………………………..........

…………....1

1.1.2
Objective………………………………………………………………………............................2

1.1.3
Vision…………………………………………………………………………...............................2

1.1. 4 Mission and

motto…………………………………………………………........................3

1.2 Ethiopian shipping and logistics services enter price sectors…………...........….4

1.2.1 Shipping sector………………………………………………………….

………......................4

1.2.2 Fight forwarding sector…………………………………………………….............

…….....4

1.2.3 Port and terminal sector…………………………………………………….............

……....8
 1.2.4 Corporate sector………………………………….....………………………..............
…........8

1.3 Work
performed………………………………………………………………………...........................
….8

1.3.1 Initial job responsibilities…………………………………………………….............

…......8

1.3.2 Change in job scope over the internship………………….............……………….11

1.4 description of the process…………………………………………………………..............

…….......11

1.4.1 Document
collection………………………………………………………….........................…..12

1.4.2 Assessment and

registration……………………………………………………....................13

1.4.3 Assignment of operation number and delivery of documents currier……….13

1.4.4 Processing pre arrival customs

formality……………………………………................16

1.4.5. Cargo follow

up………………………………………………………………................................18

1.4.6. Loading and dispatching of import cargo ( transport payment)..…………18

1.4.7 Preparation of final invoice for clearing services……………………………...........21

1.5 Challenge in the

organization………………………………………………………….........................22

1.5.1 Shortage of transport…………………………………………..….

……..........................……22
 1.5.2 Shortage of foreign currency………………………………….…….……....................
…..22

1.5.3 Employee turnover………………………………………….

……………............................…..23

1.6 Recommendation………………………………………………….
………………….................................23

1.7 Conclusion……………………………………………………………………………………………………………...…24
1.1 Introduction

1.1.1 Background of the company

Ethiopian shipping and logistics enterprise is public owned organization engaged in freight
forwarding, shipping, logistics and transportation service provision sector with a mission of
supporting country’s import and export trade. The main reason for the formation was in a view to
facilitate fast and timely delivery of sea –transport and logistics services.

ESLSE is established to render coastal and international water transport services, to render
coastal freight forwarding service, multimodal transport and shipping agency, to provide the
services of stevedoring, shore handling, dry port warehousing and other logistics services related
with imported and export goods and to provide container terminal service

Ethiopian shipping and logistics service enterprise is the only internal shipping line that has their
own vessels and cover over 300 international ports in the world by using their own 11 vessels. It
also administers 7 internal dry ports and many advanced and modern port materials used to run
the work more effectively and efficiently. The Ethiopian shipping and logistics enterprise is the
result of this merger.

To maintain the commendable economic growth that has been registered in the country over the
last several the last several years, one of the strategic measures taken by the Federal
Government of Ethiopia is merging the former three public enterprises that have until recently
been operating separately .

This newly amalgamated enterprise came into being following the issuance of regulation by the
council of ministers(regulation No.255/2011) and is vested with the huge responsibility of
rendering sea –transport and logistics services to the country’s importers exporters and investors
in a more effective and efficient way, by reducing transit time ,cost and handoffs.

1
1.1.2 Objective

As set out in the regulation issued by the federal government of Ethiopia in 2011 (regulation
NO.255/2011),the objectives for which in the ESLSE is established are;

1. To render coastal and international marine and inland water transport services.
2. To render freight forwarding agency, multimodal transport, shipping agency and air
agency services.
3. To provide container terminal services.
4. To establish and run human resources development and training center in the fields of
maritime profession.
5. To provide the services of stevedore, shore-handling, dry-port, warehousing and other
logistics services.
6. To engage in the development, management and operation of port.
7. To study the country’s import and export trade demand and there by develop
8. Technological capacity in order maritime and transit transport services.
9. To engage in other related activities conductive to the achievement of its objectives.

Ethiopian shipping and logistics service enterprise (ESLSE)has a multitude of

vessels ,heavy duty trucks, sea and dry port facilities etc. that enable it render efficient
sea and land transport service as well as sea and dry port services. ESLSE has its
headquarters located in the heart of Addis Ababa, Ethiopia with main branches at
Djibouti, Modjo and Kality ,Mekelle, DireDawa ,Komblcha ,Semera and Gelan towns. It
also has a maritime training institute at a place called Babogaya in Bishoftu town.
The enterprise is re- starting the building work of its head office ,the process of which has
been interrupted for some years due to construction related problems.
1.1.3 Vision
By providing competitive shipping and logistics services, to become preferred and
renowned African logistics company by 2025.

2
 1.1.4 Mission
Implementing the multimodal transport system thoroughly and upgrading optimal
capacity of its management, human resources, business process and technological
capacity; providing shipping and logistics services that meets international standards and
costs and bolstering the nation’s developmental endeavors meaningfully. Also to render
world class and competitive shipping and logistics services through building and
upgrading organizational capacity, thereby contributing towards the rapid economic
growth of the country.
1.1.5 Motto
“we add value to your business”

1.2 Ethiopian Shipping and Logistics Service Enter price Sectors

ESLSE services mainly divided into four sectors; there are;

1. Shipping sector

2. Freight forwarding sector

3. Port and terminal sector

4. Corporate sector

1.2.1 Shipping sector

Sea transport service-the man focus of the shipping sector coastal and international marine
transport services to and from Djibouti port ,through the port of gulf and Indian sub-continent,
China , Korea, Japan, Singapore , South Africa and Indonesia.

.Agency service –ESLSE’s shipping sector branch office, at city and port of Djibouti makes all
the necessary provisions available for the ships and their crew.t prepares timely notifications for

3
importers and facilitates and seamless flow and recollection of containers at Djibouti port.it also
provides booking and canvassing services for huge amount of Ethiopian export goods destined
to various parts of the world.

.Stevedoring-ESLS is one of the major stevedores in the port of Djibouti that provides efficient
loading and discharge service of import and export cargoes.

.shore handling –this service includes safe storage of discharges cargoes from vessel in
Djibouti port until they have been transported to their destination in the country .ESLSE
Djibouti branch offers coordinated and efficient shore handling services with its container lifting
trucks, trucks, truck trailers, tractors and forklifts of varies capacities.

1.2.2 Fright forwarding sector

A freight forwarder or forwarding agent is a person or company that organizes shipments for
individuals or corporations to get goods from the manufacturer or producer to a market, customer
or final point of distribution. forwarders contract with a carrier or often ,multiple carriers to
move the goods. A forwarder does not move the goods but acts as an expert in the logistics
network. These carriers can use a variety of shipping modes, including ships, airplanes, trucks,
and railroads and often do utilize multiple modes for a single shipment.

Freight forwarding sector has 4 departments. There are;-

1. Multimodal transport service-a door to door cargo service with single administrative
document from the point of origin to the point of destination. In ESLSE case, the cargoes are
shipped all the way from the port of their origin via Djibouti port and finally to inland ports

2. uni-modal transport service- by contrast involves one mode of transportation ,i.e, sea, rail ,or
road or air freight of cargo. Here services are disintegrated, with many operators and agreements
involved. In ESLSE, the Uni-modal services ends at port of Djibouti, after which the consignee
will choose his/her transistor or transporter and enter agreement with to receive cargo in the
hinterland of the country.

The difference between uni-modal and multimodal document and activities:

4
A. Multimodal

.This mode of transportation requires only one agreement and provides different services.

.The carriage of goods takes place by at least two different modes of transportation from port of
loading up to dry port or customers warehouse.

.Freight forwarders activity or multimodal operator starts at port of loading.

.Less documents because customer delegate all the work to operator.

. Relatively inexpensive than uni -modal.

.There is a custom agreement between importer and ESLSE.

.We can identify it is a multimodal document by looking at on the bill of loading it is stated as
dry port on the place of delivery. example; Kaliti, Modjo, Kombolcha, Mekelle, Semera, Gelan
and DireDawa.

B. Uni-modal

.The importer will have different agreement with different parties like transportation, brokens or
agents, insurance and so on.

.The freight forwarder will take the activity from the port of discharge .

.The transportation, which the goods are carried by purely one single mode of transportation is
so called uni-modal transport, namely by road, rails sea, air etc.

. It is very costly

. It involves many documents because importer makes agreement with different entities as stated
above.

5
 .we can differ Uni-modal by looking on the bill of loading at the place of delivery it will be
stated as Djibouti port.

.There is no custom agreement between importer and ESLSE.

.Shipping or operation department will indorse behind the copy of the bill of lading.

3. Customs and port clearing –

Introducing time saving and reliable documentation process, ESLSE accomplishes,

with utmost care, port and customs formalities and enables imported, exported cargoes to
arrive at appropriate destination.

To start an import business, one requires commercial registration and license from the ministry
of trade and industry. The fees for commercial registration and business license are 102 ETB for
each. For anyone who wishes to get started in business in general and import trade in particular,
it is necessary to visit the ministry of trade and industry.

* 5 step to prepare the customs declaration

In this step the importer or his/her agent is required to fill in the clearance customs declaration
and according to the Ethiopian tax laws the following duties and taxes are levied on imported
goods.

a. Customs duty-varies depending on the type of imported goods from 0-35%.

b. Excise tax- varies depending on the type of imported goods from 10-100%.

c. Value added tax (VAT)- is levied at a flat percentage rate 15%.

d. Sure tax- 10%is levied on all goods imported to Ethiopia.

6
 e. Withholding tax- 3% is collected on goods imported for commercial use.

Then, tariff classification is used to determine the correct commodity code and duty and taxes
payable on imported goods.in order to calculate the duties and taxes payable ,you need to look
up the applicable percentages for the tariff classification number.

4. Trucking

ESLSE is equipped with modern heavy trucks with the objective of speeding up transportation
of freight from Djibouti to inland ports or other designated destinations and vice versa. In this
regard, ESLSE originally had 60 heavy duty trucks with a total lifting capacity of 2400 tons of
dry cargo at a time. Its recently transferred company, comet transport SC, runs around 205 heavy
duty trucks of its own.

1.2.3. Port and terminal sector

It is essential that all imported goods have to timely serve the purpose they are intended for.
They should reach the ultimate user at the right time. However, just before the import cargoes are
supplied to the desired clients, they should be safely kept and processed in the dry ports. The port
and terminal sector of the enterprise is a point of destination to Ethiopia’s ports and a point of
consolidation for exports, where goods are loaded and unloaded; customs formalities are
completed; goods are temporarily stored, stuffed and un-stuffed, made ready for transport and
dispatched to their final destinations.

1.2.4 Corporate sector

Includes financial, ICT ,human resource, purchasing department and etc.

1.3 Work performed

1.3.1 Initial job responsibilities

7
I have been assigned to observe and understand the import operation documents for custom
clearance .then I assisted and directly received and sorted the documents independently. This
means receiving documents from customer and booking into beta systems, which is a system that
the company used to run the work.

After receiving these completed documents I assort them in their proper order and book them in
company’s data base system .there is a code for every file then pass to senior assessment officer.

Then the senior will divide the documents and give to all clearing agents (declarant) so that they
can prepare the declaration. I assisted on some of the work done. the declarant is responsible for;

.The completed and accuracy of the particulars given in the goods declaration and the payment of
the duties and taxes.

.Preparation of declarations: preparation is done by clearing agents.

.Validation of declarations: controlling the correctness of inputs against the pre –defined rules.

.Calculation of duties and taxes: calculations of duties and taxes is handled by the system

.Managing customs perceived risks: risk management is one of the benefits of ASYCUDA++
which enable us to process declaration selectivity.

Necessary document to prepare declaration are;

- Transportation document( bill of loading)

- Invoice

- Bank permit

- Packing list

- Certificate of origin; and

- Other documents necessary to ensure compliance with customs laws.

*Type of field/input boxes in ASYCUDA declaration

8
The boxes are the same as on the printed paper version the areas where the information is entered
inside the boxes, are called fields. A box can have more than one field.

There are different types of fields

1. Mandatory input-Where you must enter information into the field and the system will not
allow you to proceed until you do so.

2. Optional input-where the choice of entering information is yours.

3.Prohibited input- these boxes either display a code automatically, or else the information for
this box is not required in either case the user will not be able to access the box and the field

9
content will show on screen…

10
The paper SAD is too big to be seen at once so the ASYCUDA divides the SAD (single
administrative document) into sections of the forms or quadrants, as trade operators, general
data, transportation , financial , goods description, procedure, additional information, duties and
taxes, accounting, transit and valuation note.

Benefits of preparing declaration on ASYCUDA

-faster processing of declaration

-more efficient controls

-lower administrative costs

-accurate and detailed accounting

-transparency

-accurate import/export trade data

1.3.2 Changes in job scope over the internship

The employees are assigned to perform different jobs in a freight forwarding uni-modal import
department. The work flow is carried off on a diagram below. I tried to comply in some of the
sub divisions.

11
 uni modal
department

import division

export division

1.
2.assessment
documentation

4.document
3.opretion
forwarding to
generation
djibouti branch

5.cargo follow 6. transport

up payment

7. invoice

mainly I was involved on the below two sub – divisions.

1. Documentation- means receiving documents from customer and booking into beta system.

2. Assessment- I assisted on preparing declaration.

1.4 Description of the process

Clearing and forwarding is a service provided to cargo owners, imports, export or their
representative locally or inter nationally in fulfilling customs, port and other formalities,
undertake cargo handing activities.

12
There are involved two services. The first one, being service provided to importers. The other
one, being service provided to exporters. The service may also involve trucking, warehousing
and other related services.

Major activities of Uni-modal clearing and forwarding service

a. Document collection

b. Assessment and registration

c. Processing local customs formalities and dispatch of document to Djibouti.

d. Processing d/o for import cargo release and arrangement

e. Conclusion of Djibouti Port formalities and performing Djibouti customs clearance.

f. Loading and disporting of import cargo

g. Conclusion of clearance and delivery of import cargo

h. Finalization of documentation and settlement of invoice.

1.4.1. Document collection

Receiving forwarding instruction with relevant document for import operation.

A. Office clerk has to receive forwarding instruction prepared by making use of

Appropriate format from slient for import operation both for Djibouti port and local
operations and makes sure that the following relevant document are attached;
a. Original invoice
b. Original packing list
c. Original bill of lading
d. Original certificate origin
e. Original bank permit
f. Insurance debit nate
g. Freight invoice (if it collect)
h. Freight receipt (if it collect)
i. TIN (tax identification)

13
j. Vat registration certificate
k. Duty free latter (if applicable)
l. Trade license
m .Voucher book
n. Donation certificate (if applicable)
o. Road transport permission (if applicable)
p. Drug administration permission
q. Agricultural and rural development permission (if applicable)
r. Customs clearing agency agreement
B .Office clerk has to make sure that the forwarding instruction contains special
particulars such as;-
* If insurance survey is required
* If goods are to be loaded with /without contains.
* In case of vehicles whether to be loaded or driven.
* The place where customs inspection to be carried out.
* Transportation (commercial or consignee) and the likes
C .Office clerk has to give acceptance cheek list to clint to confirm the list of
document received.
D. In case when documents are partial ,the documentation procedure will be same
as that of receiving full document except that the office clerk take note, remind
customers and follow up until the remaining documents are collected.
E. Office clerk has to register relevant information such as consignee name ,bill
number gross weight in tons quantity ,vessel’s etc. on the register book
computer ,prepare photo copy machine operator.
F. photo copy machine operator ha to operate the machine and deliver the
documents with all copies to the office clerck.
G. Office clerk splits hard copy of original documents into port and customs and
delivers to SACO
H .SACO assigns JACO/ACO, record relevant information and delivers all the
documents to assigned ACO.

1.4.2 Assessment and Registration

14
A.ACO/JACO receives and checks completeness of documents.

B. ACO JACO searches out the proper harmonized system code /HS code /for each items listed
in the invoice by referring HS book.

C. After assigning the HS code for each item ,the ACO search their proper price from customs
data base or latest valuation CD.

D.ACO/JACO enters genera-items [name of the importer/exporter, description f good, weight,

unit/quantity ,HS code, duty paying value and duty rate etc.] and revenue information into the
customs declaration form and print out draft declaration.

E. ACO/JACO enters assessment notification, notifies the customs duty amount and validity
date of the exchange rate to customers through telephone , e-mail, fax and follow up till the
client bring the duty amount in CPO/ budget letter / insurance bond.

F. upon receipt of CPO budget insurance bond amount against draft declaration and validity date
of exchange rate.

G. after review of data on draft declaration against the document ACO/JACO registers data into
customs data base to get customs registration number /serial number .

H. ACO/JACO completes VDD (value detail declaration) format in customs ASYCUDA system.

I. once customs registration number is obtained, ACO prints customs declaration fill time sheet
format.

J. office clerk complete delivery format and handover documents to mail man.

k. mail man (motorist) receives documents form ACO/JACO and delivers to office clerk at
customs clearing site.

1.4.3 Assignment of operation number and delivery of documents to currier.

A. ACO /JACO computes port handling charge by a standardized and fixed clearing and
forwarding assigned by the responsible body using format from the systems;

15
B.ACO /JACO issues payment notification form ,notifies port handling charges to clients
through telephone, e-mail, fax, and follows up collection.

C. ACO/JACO establishes container deposit charges based on predetermined charge list.

D.ACO/receives CPO cheque for port handling ,container deposit or , credit authorization letter
or contract agreement signed by the responsible body as per the credit policy of ESLSE, checks
the amount against the request and delivers the port document to office clerk for assignment of
operation number.

E .Office clerk receives document, assigns operation number, write operation number on the
request, and deliver the request to customer for settlement of charges, registers details of the
operation on the registration book.

F. Office clerk receives receipt from consignee, registers the receipt number, amount and date on
the registration book and delivers the port document to office assistant for dispatch to Djibouti
branch office.

G. After receipt of port documents from office clerk, office assistant prepares covering letter, get
it approved by coordinator, fill out mailing format and deliver to currier for dispatch to Djibouti
office

G Office assistant prepares container release format if the cargo is under non ESLSE, get it
approved and send the release to Djibouti.

H. Office assistant is responsible to file one copy form each document as per the operation order.

I. For cargos under ESLSE,B/L,ACO/JACO submits D/O release authorization and pass to
Djibouti by fax or email.

1.4.4 Processing pre arrival customs formality

A. office clerk receives documents from motorcyclist, register the operation number, date
received and customs serial number.

B.ACO/JACO receives the documents checks completeness and is responsible to process the
following customs formalities.

16
 -Submits budget letter /insurance bond, effect duty payment .for duty payable documents

and collect release order .

-Submit duty free letter /duty undertaking letter /to the respective customs office, get it

approved and collect approved format ;

-Fills voucher formats submits to customs office and gets it approved and collect

approved letter;

Fills deposit format, submit to customs office, get it approved, effect deposit payment and collect
release order.

Submit budget letter to customs, get it approved, effect payment and collect release order.

-Get two copies from each document bill of (loading ,invoice, certificate of origin and packing
list) split into two parts ,one for transit office and one for approval ,submits full set of clearing
documents to customs face vet submits full set of clearing documents to customs face vet
submits regional/outside customs premise inspection request to customs for approval , collect
approval and sealed regional / outside customs premise inspection letter from customs and hand
over to office clerk.

-submits transit application with attachment of copy bill of loading ,packing list removal,
declaration and other documents as requested to customs .collect approved tp and handover to
office clerk.

C. office clerk prepares delivery format and send removals and other documents to head office.

D. files copy of customs clearance and payment documents.

E. office clerk head office receives documents from motorist and delivers original release
order /cash payment receipt to customers using format and TP SACO for delivery to Djibouti.

F. ACO /JACO at kality receives query from customs if any reply to customs if any reply to
customs / send to head.

17
G. office clerk receives query, register on the registration book and submit to SACO.

H.ACO/JACO reply query within not more than five days.

I SACO is responsible to send the TP to Djibouti by e-mail/fax to Djibouti import and export
and get confirmation of receipt cycle time.

1.4.5. Djibouti customs clearance for import clearing and forwarding service
(Cargo follow up)

A .documentation and cargo dispatch officer receives manual and electronics delivery order
from delivery order collector, check and verifies correctness of delivery order ,copy attach
required documents and hand over to transit clerk;

B. transit clerk receives TP with attachments from documentation and cargo dispatch officer,
submit to Ethiopian customs for verification; get it approved and advise documentation and
cargo dispatch officer.

C. documentation and cargo dispatch officer input required data into SYDONIA system
which enables generate Djibouti customs declaration and gives declaration reference to
transit clerk to get it validated,

D. transit clerk communicates customs officers and validates

E. documentation and cargo dispatch officer checks validation and hand over to transit clerk.

F. transit clerk ,prepares payment requisition format for customs declaration fee, get it
approved by section head, collect cash from casher effect payment collect receipt , hand over
to casher and file copy.

1.4.6 Loading and dispatching of import cargo (transport payment)

This procedure guides performer how dispatching process is carried out and finalized customs
and port formalities and arranged equipment, trucks or drives.

A. senior documentation and dispatch officer receives loading plan and assign supervisor, tally
man (pointer), request equipment .

18
B. Supervisor receives loading plan , check location and availability of Dockers equipment (if
required),assign tally man inform transporter to avail truck.

C. In case of bulk shipments, senior Documentation and Dispatch Officer avails truck planning
every shift to SDVT by email, process truck entrance authorization and get confirmation from
port general cargo division as per truck planning every shift;

D. In case of un stuffing containers, senior Documentation and Cargo Dispatch Officer assigns
tally clerk responsible to get containers transferred from DST to un stuffing area assigned by the
port , un stuff cargo from containers to DCT, prepare container movement report and advice
same to senior Documentation and Cargo Dispatch Officer;

E. Survey follow up clerk requests insurance survey, get cargo surveyed and collect survey
report.

F. Senior Documentation and Cargo Dispatch Officer prepares weigh bridge request .

G. Tally clerk checks and receives cargo from stevedoring company check condition of
cargo ,follow up the weight of cargo as per the standard while bagging of bulk cargo agents
availability at discharging cite.

I. Tally clerk prepares tally port, FCL cargo loading report or vehicle cargo loading report and
send to cargo dispatch officer.

J. Cargo Dispatch Officer receives tally report ,checks against document, compiles prepare
dispatch report format and prepares way bill sheet ,if cargo is vehicle ,get it approved by
transporter representative/driver prepares Ethiopian Customs Goods Removal Permit
request ,and good removal permit request to transit clerk for approval and issuance of Ethiopian
Customs Transit Declaration.

K. Transit clerk collects documents from cargo dispatch officer, checks and submits to Ethiopian
customs, get approved goods removal permits, collect issued customs transit permit , make
sufficient copies of good removal and transit declaration as per the number of trucks take it back
to Ethiopian Customs and get copies approved and stamped for each truck loaded, attach all copy

19
documents to corresponding way bill and hand over to transporters / drivers, processes final
inspection letter for cargo inspected at Djibouti ,follow up and make sure dispatch of the letter to
respective inland initiating customs branch offices and advise same to cargo dispatch officer.

L. Cargo Dispatch Officer collects copy w/ bill and pass to invoice raiser.

M. Invoice Raiser receives finalized files, checks completeness, attach all expenses, organize
summary report, get it approved by senior documentation and Cargo Dispatch Officer and send
to finance.

N. Cargo Dispatch Officer prepares daily dispatch report.

O. Senior documentation and Dispatch Officer request and assigns sufficient trucks.

P. Survey follow up clerk checks content of the survey report against the dispatch detail and
submit to secretary for dispatch to head office.

Q. Survey follow up clerk requests short landed certificate when full or part of cargo is short and
receive short landed certificate from ship agents and submit to secretary for dispatch to head
office.

R. Supervisor strictly follow up and control tallying is well performed at each and every
operating bagging machine where ever our tally men controllers are engaged.

S. Senior documentation and dispatch officer controls tally report and communicate to all
concerned.

T. Supervisor checks and conform work done with in the shift and hand over to the next shift
leader, with all details.

U. Supervisor checks prepares Dockers and Hourly paid employee payment ,get it checked and
signed by senior documentation officer and approved by division manager.

V. Supervisor prepares shift operation performance and handover to senior documentation and
dispatch officer.

20
W. Documentation and cargo Dispatch Officer prepares weekly monthly and quarterly report and
handover to senior documentation and cargo dispatch officer for checking.

X. Senior documentation and cargo dispatch officer checks final documents and hand over to
division manager for approval and dispatch to all concerned.

1.4.7 Preparation of final invoice for clearing and forwarding services.

A financial document that contains , expenses for executing the clearance, port, dues,
loading, unloading, inland transport; container rent paid to liner for using the container , get
pass, and other expense is calculated. If the amount of invoice is greater than advance
payment the company ask the consignee by debit note or if the amount of invoice is less than
the advance payment company will refund the customer.

A.it is the responsibility of invoice clerk at Djibouti to complete check list of activities
involved in clearing the consignment and collection of all charges

B. invoice clerk reviews the documents for completeness, accuracy, legibility and prepare
dispatch list and get it signed by section head and send to finance.

C. finance at Djibouti receives operational receipts check completeness, which summarizes

all charges accumulated at the port and will have receipts for services rendered including
notes showing method of calculated for extraordinary charges.

D. Documentation and Cargo Dispatch Officer passes the report to all concerned.

E. Documentation officer prepares weekly, monthly, quarterly and semi annual and annual
reports;

F. section head reviews the reports and pass to documentation officer for typing ,approve and
send to all concerned.

21
 1.5 Challenge in the organization
The work of the organization is done carefully and honestly. But I saw some problems that
prevent them from doing their work efficiently and on time. Shortage of transport, shortage of
foreign currency, workers dissatisfaction with their work and system interruptions are the
problems I have noticed.

1.5.1. Shortage of transport

Transport is a system of conveying people or goods from place to place. International transport
has five mode of transport.

1. water/sea transport

2. Rail road transport

3. Motor vehicle/road transport

4. Air transport

5. Pipelines transport

From the above transport mode that mostly connects with the uni- modal department is
water/sea transport.

As we know Ethiopia is land locked country. The country’s trade is widely depend on import and
export. Ethiopia‘s sea trade is mostly done through the Djibouti route. Ethiopia has only 11
ships. Rented ships out at high cost because of it is not enough for international trade. This takes
a lot of an unnecessary expense. Also it takes one or two months to complete a work. This is
reason for delay, extra cost, customer dissatisfaction and etc.

1.5.2 Shortage of foreign currency

A foreign currency is the currency used by a foreign country as its recognized form of monetary
exchange. This particular currency is the only form of exchange that the applicable government
allow to be used for buying and selling within its borders and world. When an exchange rate
changes the value of one currency will go up, while the value of other currency will go down. A
weaker domestic currency makes imports more expensive, while stimulating exports by making
them cheaper for over sea’s customers to buy. Currency exchange rates can impact merchandise
trade, economic growth, capital flow, inflection and interest rates.

Ethiopia has a weak foreign currency. Import is more than export. Export is one of source of
foreign exchange earnings. Foreign direct investment is also a source of foreign exchange which
external technology and knowledge. In addition, foreign assistance, tourism and remittance are
other major sources of foreign exchange earnings.

22
Foreign exchange reserves maintained by the government of Ethiopia remain at low levels, a
longstanding challenge for those seeking to source from abroad. State owned enterprises and
government sponsored infrastructure projects usually are given competing for access to foreign
exchange. Local sourcing of inputs and partnering with export-oriented partners are strategies
employed by the private sector to address the foreign exchange shortage. The NBE delegated
most of the foreign exchange transaction functions to the commercial banks but maintains
authority to foreign exchange shortages due to weak export performance and high demand for
foreign currency will continue to prevent significant market challenge, particularly for potential
Ethiopia buyers of U.S. goods and services.

1.5.3 Employee turnover

I saw in the company that the employees were bored and unhappy with their work. This is the
reason for turnover. High employee turnover has a direct impact on company revenue and
profitability. Existing staff may have increased workloads and responsibilities due to a lack of a
trained workforce. The business experiences decreased sales due to a hires in company policy
and process. These factors also contribute to low employee morale from overworked employees
and new hires who struggle with new responsibility to procedures.

1.6 Recommendation
Most of Ethiopia’s international trade is carried out by sea transport. More than half of the
country’s income and expenditure is done by sea transportation .As recommendation; buying a
ships and heavy cargo vehicles, manufacturing light products import from abroad; increasing the
products to be exported and working well to reduce the black market.

As I explained above that the employees are not happy with their work. In addition, they do not
have a good relationship with their managers.as a solution, managers communicate with
employees ,increase wages; give some bonus; facilitate loan service and other important things
turn over can be reduced.

23
 1.7 Conclusions
My internship experience was successful and also, I have gained theoretical, practical,
communication, corporation and leadership skills in ESLSE. In other hand when come to the
level of theoretical and practical knowledge that I gained was limited my sector.

The report considered seven activities in the organization uni modal department such us:-
document collection, assessment and registration, processing local customs formalities and
dispatch of document to Djibouti , processing d/o for import cargo ,conclusion of Djibouti
customs clearance , loading and dispatching of import cargo, preparation of final invoice for
clearing services.

Also this report to mention the problem in the company related with department of uni modal
and some recommendation. Such us :-shortage of transportation, turnover, shortage of foreign
currency and etc. The performance or success of logistics is a major concern for the overall
economy of nations. Controlling logistics performance effectively reduces operational costs,
enhances functional improvement of the service sector, improves the technical qualities of the
enterprise and builds the company image which will in turn improves Ethiopia’s global logistics
performance index.

REFERENCE

24
1. Manual of the company
2. https: // www.2merkato . com/articles customs /35-customs-proocedures –in-Ethiopia
Accessed 8 Aug date 2019
3. ASYCUDA++ Technical training (2019),ESLSE
4.

25