JOMO KENYATTA UNIVERSITY OF AGRICULTURE AND TECHNOLOGY

BSCM 4.1.
AGENCY MANAGEMENT.
HSM 2425.
CLEARING AND FORWARDING.
GROUP 1

MEMBERS
ALBERT OTIENO HDE 223-2112/2021
AGGREY OCHIENG HDE223-1767/2021
FELKER LEKWALE HDE223-1764/2021
JANY STECY HDE223-1828/2021
CHRISPINUS WASIKE HDE223 - 2122/2021
CHARLES ONDERI HDE223-1815/2021

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 PORT OPERATIONS

Port operations in agency management typically involve overseeing the various activities
related to the operation and management of a port facility. This includes a wide range of tasks
and responsibilities aimed at ensuring the efficient and effective functioning of the port. Here are
some key aspects of port operations in agency management:

1. Vessel Operations

Vessel operations encompass a wide range of activities related to the management and handling
of ships and boats. Let’s explore some key aspects:

i. Berthing and Unberthing - Vessel operations involve safely guiding ships into and out of
port berths. This process requires precise navigation, coordination with port authorities,
and efficient use of tugboats.
ii. Loading and Unloading - When a ship docks at a port, vessel operators oversee the
loading and unloading of cargo. This includes using cranes, forklifts, and other
equipment to transfer goods between the ship and the port.
iii. Navigational Safety - Vessel operators ensure that ships follow safe routes, avoid
collisions, and adhere to maritime regulations. They monitor weather conditions, tides,
and currents to make informed decisions.
iv. Maintenance and Repairs - Regular maintenance and repairs are essential for keeping
vessels seaworthy. Vessel operators oversee tasks such as cleaning, painting, and fixing
mechanical issues.
v. Crew Management - Managing the ship’s crew is a critical aspect of vessel operations.
Operators coordinate crew schedules, rest periods, and emergency drills.
vi. Fueling and Provisions - Vessel operators arrange for refueling, restocking supplies, and
provisioning the ship. This includes food, water, and other essentials for the crew.
vii. Communication - Effective communication is vital during vessel operations. Operators
maintain contact with the ship’s captain, port authorities, and other vessels in the vicinity.

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 2. Cargo Handling.

Cargo handling refers to the process of loading, unloading, and transshipping goods and
commodities onto and from various modes of transportation, such as ships, trucks, trains, and
aircraft. It is a critical component of logistics and transportation operations, ensuring that goods
are moved efficiently and safely throughout the supply chain. Here's an overview of cargo
handling:

i. Loading - Cargo handling begins with the loading of goods onto a transportation vehicle,
such as a ship or a truck. This process involves using specialized equipment such as
cranes, forklifts, conveyors, and pallet jacks to move cargo from storage areas onto the
transport vehicle. Cargo must be loaded securely to prevent shifting during transit and to
ensure the safety of both the cargo and the transportation vehicle.
ii. Unloading - Once the transportation vehicle arrives at its destination, cargo handlers
unload the goods using similar equipment and procedures as loading. Careful attention is
paid to ensure that the cargo is removed safely and efficiently, minimizing the risk of
damage or injury.
iii. Transshipment - In some cases, cargo may need to be transferred from one mode of
transportation to another during its journey. This process, known as transshipment,
typically occurs at transportation hubs such as ports, airports, and rail yards. Cargo
handlers facilitate the transfer of goods between different vehicles or containers, ensuring
that they are properly documented and tracked throughout the process.
iv. Warehousing - In addition to loading and unloading, cargo handling may also involve
storing goods in warehouses or storage facilities temporarily. Cargo handlers are
responsible for managing inventory, organizing storage areas, and retrieving goods as
needed for transportation or distribution.
v. Documentation - Cargo handling requires careful documentation and record-keeping to
track the movement of goods throughout the supply chain. This includes preparing
shipping documents, such as bills of lading and customs declarations, and ensuring that
they are accurate and complete.
vi. Safety and Security - Cargo handlers must adhere to strict safety and security protocols to
prevent accidents, injuries, and theft. This includes proper training in the use of

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 equipment, handling hazardous materials safely, and implementing security measures to
protect valuable cargo from theft or tampering.
vii. Efficiency and Productivity - Efficient cargo handling is essential for maintaining the
smooth flow of goods through the supply chain and minimizing delays and disruptions.
Cargo handlers strive to optimize processes and workflows to maximize productivity
while maintaining high standards of safety and quality.

3. Port Security.

Port security refers to the measures and procedures implemented to protect ports, maritime
facilities, vessels, cargo, and personnel from security threats, including terrorism, smuggling,
theft, sabotage, and unauthorized access. Ensuring port security is critical for safeguarding
international trade, maintaining supply chain integrity, and protecting national security interests.
Here are some key aspects of port security:

i. Perimeter Security - Port facilities are typically secured with physical barriers such as
fences, gates, and barriers to control access and prevent unauthorized entry. Surveillance
cameras, sensors, and lighting may also be deployed to monitor the perimeter and detect
intrusions.
ii. Access Control - Access to port facilities and restricted areas is tightly controlled through
the use of identification badges, access cards, biometric systems, and security
checkpoints. Only authorized personnel and vehicles are allowed entry, and visitor access
is closely monitored and supervised.
iii. Vessel Security - Vessels calling at ports are subject to security regulations aimed at
preventing terrorist attacks, hijackings, and piracy. Ships are required to implement
security measures such as crew training, access controls, and the use of security
personnel or armed guards when operating in high-risk areas.
iv. Cargo Security - Measures are in place to ensure the integrity and security of cargo
throughout the supply chain, including screening, inspection, and tracking of shipments.
Advanced technologies such as X-ray scanners, radiation detectors, and cargo seals may
be used to identify potential threats and contraband.

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 v. Personnel Screening - Port workers, employees, and visitors are subjected to background
checks, security screenings, and credentialing to verify their identities and assess
potential security risks. This helps prevent individuals with criminal backgrounds or ties
to terrorist organizations from gaining access to sensitive areas or facilities.
vi. Security Training and Awareness - Port personnel receive training in security procedures,
emergency response protocols, and threat recognition to enhance their ability to detect
and respond to security incidents. Awareness campaigns and drills are conducted
regularly to ensure that all stakeholders are prepared to respond effectively to security
threats.
vii. Collaboration and Coordination - Port security relies on collaboration and coordination
among various stakeholders, including port authorities, law enforcement agencies,
government agencies, shipping companies, and terminal operators. Information sharing,
joint exercises, and partnerships enhance the effectiveness of security efforts and
facilitate a coordinated response to security threats.
viii. Regulatory Compliance - Ports must comply with international security standards and
regulations established by organizations such as the International Maritime Organization
(IMO) and national authorities. These regulations require ports to develop and implement
security plans, conduct risk assessments, and undergo periodic security audits to ensure
compliance.

4. Facility Maintenance.
i. Facility maintenance refers to the ongoing activities and processes involved in ensuring
the proper functioning, safety, and upkeep of port infrastructure, equipment, and
facilities. Given the critical role that ports play in global trade and commerce,
maintaining port facilities is essential for facilitating efficient cargo handling, vessel
operations, and overall port performance. Here are some key aspects of facility
maintenance in relation to port operations:
ii. Dock and Berth Maintenance - Regular inspection and maintenance of docks, piers, and
berths are essential to ensure their structural integrity and operational readiness. This may
involve repairing or replacing damaged pilings, fenders, mooring equipment, and other
dock infrastructure to accommodate vessels safely and securely.

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 iii. Navigational Aids Maintenance - Port authorities are responsible for maintaining
navigational aids such as buoys, beacons, lights, and markers to guide vessels safely
through port waters. This includes ensuring that navigational aids are properly
maintained, calibrated, and illuminated to support safe navigation and prevent maritime
accidents.
iv. Channel and Harbor Maintenance - Dredging and sediment removal are necessary to
maintain adequate water depths and navigable channels within port harbors and
approaches. Regular dredging helps prevent sedimentation, maintain vessel access, and
accommodate larger ships, ensuring the port remains competitive and efficient.
v. Facility Infrastructure Maintenance - Port facilities encompass a wide range of
infrastructure, including warehouses, transit sheds, cargo handling equipment, and
transportation networks. Maintenance activities may involve repairing or upgrading
facility infrastructure, maintaining cargo handling equipment, and optimizing layout and
space utilization to enhance operational efficiency.
vi. Utility and Services Maintenance - Ports rely on various utilities and services, including
power supply, lighting, water supply, wastewater management, and telecommunications.
Ensuring the reliability and functionality of these utilities is essential for supporting port
operations and providing a safe and comfortable working environment for port personnel.
vii. Environmental Compliance and Sustainability - Port facilities must comply with
environmental regulations and sustainability standards to minimize their impact on the
environment. This may involve implementing pollution prevention measures, managing
stormwater runoff, reducing emissions, and promoting energy efficiency and renewable
energy initiatives.
viii. Emergency Preparedness and Response - Facility maintenance includes preparing for and
responding to emergency situations such as natural disasters, fires, oil spills, or security
threats. Ports must have contingency plans, emergency response procedures, and trained
personnel in place to mitigate risks, minimize disruptions, and protect port assets and
personnel.
ix. Asset Management and Planning - Effective facility maintenance requires strategic asset
management and long-term planning to prioritize maintenance activities, allocate
resources efficiently, and optimize asset lifecycle costs. This may involve conducting

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 asset condition assessments, developing maintenance schedules, and budgeting for
infrastructure upgrades and replacements.

5. Customs and Regulatory Compliance.

Customs and regulatory compliance are crucial aspects of port operations, ensuring that goods
imported or exported through the port comply with applicable laws, regulations, and procedures.
Compliance with customs and regulatory requirements is essential for facilitating international
trade, preventing illicit activities such as smuggling and fraud, and maintaining the security and
integrity of the supply chain. Here are key elements of customs and regulatory compliance in
port operations:

i. Customs Documentation - Port operators must ensure that all required customs
documentation is accurately prepared and submitted for each shipment passing through
the port. This includes documents such as bills of lading, commercial invoices, packing
lists, certificates of origin, and customs declarations. Proper documentation helps
customs authorities assess duties and taxes, verify the legality of goods, and facilitate
clearance procedures.
ii. Tariff Classification - Goods imported or exported through the port are subject to tariffs
and duties based on their classification under the Harmonized System (HS) codes. Port
operators must accurately classify goods according to the applicable tariff schedule to
ensure the correct assessment of duties and taxes by customs authorities.
iii. Customs Clearance Procedures - Port operators coordinate with customs authorities to
facilitate the clearance of imported and exported goods. This involves providing customs
officials with access to cargo and documentation for inspection and verification purposes.
Efficient customs clearance procedures help minimize delays and expedite the movement
of goods through the port.
iv. Trade Compliance - Port operators must comply with trade regulations imposed by
domestic and international trade agreements, such as free trade agreements (FTAs) and
trade sanctions. Compliance with trade regulations ensures that goods are traded legally
and in accordance with applicable trade agreements, preventing violations and penalties.

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 v. Security Screening - Ports implement security measures to comply with international
security standards and regulations, such as the International Ship and Port Facility
Security (ISPS) Code. Security screening of cargo, vessels, and personnel helps prevent
terrorism, smuggling, and other security threats, enhancing port security and safeguarding
the global supply chain.
vi. Sanitary and Phytosanitary (SPS) Measures - Port operators must comply with sanitary
and phytosanitary regulations governing the import and export of agricultural and food
products. Compliance with SPS measures helps prevent the spread of pests and diseases,
protect public health, and ensure the safety and quality of agricultural commodities traded
through the port.
vii. Customs Compliance Audits - Port operators may undergo customs compliance audits
conducted by customs authorities to assess their adherence to customs regulations and
procedures. Compliance audits help identify any deficiencies or areas of non-compliance
and enable port operators to take corrective actions to ensure compliance with customs
requirements.
viii. Continuous Monitoring and Training - Port operators establish systems for continuous
monitoring of customs and regulatory compliance and provide training to personnel
involved in customs clearance and trade compliance activities. Ongoing monitoring and
training help ensure that port operations remain compliant with evolving regulatory
requirements and industry best practices.

6. Port Logistics.

Port logistics refers to the planning, coordination, and management of the flow of goods,
information, and resources through a port facility. It encompasses a range of activities aimed at
ensuring the efficient movement of cargo between ships, terminals, and other modes of
transportation within the port, as well as to and from inland destinations. Here are key
components of port logistics:

i. Vessel Scheduling and Berth Management - Port logistics involves coordinating the
arrival and departure schedules of ships to optimize berth utilization and minimize

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 congestion. This includes assigning berths to incoming vessels based on factors such as
vessel size, cargo type, and terminal availability.
ii. Cargo Handling Operations - Efficient cargo handling is essential for port logistics. This
includes loading and unloading cargo from ships, transferring cargo between vessels and
storage facilities, and preparing cargo for onward transportation. Cargo handling
operations utilize various equipment and technologies, such as cranes, forklifts,
conveyors, and container handling equipment, to expedite the movement of goods.
iii. Terminal Operations - Port terminals serve as hubs for the transshipment, storage, and
distribution of cargo. Port logistics involves managing terminal operations, including
container stacking, yard management, and inventory control, to optimize terminal
throughput and utilization. Terminal operators coordinate with shipping lines, freight
forwarders, and other stakeholders to ensure the efficient handling and processing of
cargo.
iv. Intermodal Transportation - Port logistics involves integrating different modes of
transportation, such as ships, trucks, trains, and barges, to facilitate the seamless
movement of cargo between the port and inland destinations. This includes coordinating
the transfer of cargo between vessels and inland transportation networks, managing
intermodal terminals, and optimizing transportation routes and schedules.
v. Supply Chain Visibility and Information Management - Port logistics relies on real-time
visibility and information exchange to track the movement of cargo throughout the
supply chain. This involves implementing technologies such as electronic data
interchange (EDI), radio-frequency identification (RFID), and global positioning systems
(GPS) to monitor cargo shipments, streamline documentation processes, and provide
stakeholders with timely updates on cargo status and location.
vi. Customs Clearance and Regulatory Compliance - Port logistics encompasses compliance
with customs regulations, import/export requirements, and international trade laws. This
includes facilitating customs clearance procedures, preparing shipping documentation,
and ensuring compliance with regulatory requirements related to security, safety, and
environmental protection.
vii. Risk Management and Security - Port logistics involves managing risks associated with
cargo theft, damage, loss, and security threats. This includes implementing security

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 measures such as surveillance systems, access controls, and security patrols to protect
cargo, infrastructure, and personnel from security breaches and unauthorized access.
viii. Performance Monitoring and Optimization - Port logistics requires monitoring key
performance indicators (KPIs) such as vessel turnaround time, terminal productivity, and
cargo throughput to identify areas for improvement and optimization. This involves
analyzing data, implementing process improvements, and collaborating with stakeholders
to enhance port efficiency and competitiveness.

7. Port Administration.

Port administration involves the management and oversight of the various administrative
functions and operations of a port facility. It encompasses a wide range of tasks aimed at
ensuring the smooth and efficient operation of the port, as well as compliance with regulatory
requirements and industry standards. Here are key aspects of port administration:

i. Strategic Planning - Port administration involves developing strategic plans and

objectives to guide the long-term development and growth of the port facility. This
includes assessing market trends, identifying growth opportunities, and aligning port
operations with strategic goals.
ii. Financial Management - Port administrators are responsible for managing the financial
resources of the port, including budgeting, accounting, and financial reporting. This
involves preparing budgets, monitoring expenditures, and ensuring compliance with
financial regulations and accounting standards.
iii. Human Resources Management - Port administrators oversee the recruitment, training,
and management of port personnel. This includes hiring staff, developing training
programs, and implementing policies and procedures to ensure a safe and productive
work environment.
iv. Contract Management - Port administrators negotiate and manage contracts with vendors,
service providers, and tenants operating within the port facility. This includes leasing
agreements, service contracts, and concession agreements for facilities such as terminals,
warehouses, and equipment.

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 v. Regulatory Compliance - Port administrators ensure compliance with applicable laws,
regulations, and industry standards governing port operations. This includes
environmental regulations, safety standards, labor laws, customs regulations, and security
requirements.
vi. Customer Service - Port administrators are responsible for providing excellent customer
service to port users, including shipping lines, cargo owners, logistics providers, and
other stakeholders. This involves addressing inquiries, resolving complaints, and
maintaining positive relationships with customers.
vii. Community Relations - Port administrators engage with the local community,
government agencies, and other stakeholders to address community concerns, promote
transparency, and build support for port activities. This may include participating in
community outreach programs, public hearings, and environmental initiatives.
viii. Emergency Preparedness and Response - Port administrators develop and implement
emergency response plans to address potential hazards and emergencies, such as natural
disasters, accidents, or security incidents. This includes coordinating with emergency
responders, conducting drills, and maintaining emergency response equipment and
resources.
ix. Technology and Innovation - Port administrators leverage technology and innovation to
improve port operations and enhance efficiency. This may include implementing digital
systems for cargo tracking, port management software, automated equipment, and
advanced security technologies.
x. Performance Monitoring and Reporting - Port administrators monitor key performance
indicators (KPIs) to assess the effectiveness of port operations and identify areas for
improvement. This includes analyzing data, preparing performance reports, and
implementing initiatives to optimize port performance.

8. Emergency Response and Risk Management.

Emergency response and risk management are critical aspects of port operations aimed at
identifying, assessing, and mitigating potential risks and effectively responding to emergencies
or disasters that may occur within the port facility or its vicinity. Here are key components of
emergency response and risk management in port operations:

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 i. Risk Assessment - Port authorities conduct comprehensive risk assessments to identify
potential hazards and vulnerabilities within the port facility and its surrounding
environment. This involves evaluating various factors, including natural disasters (such
as storms, floods, earthquakes), technological hazards (such as chemical spills, fires,
explosions), security threats (such as terrorism, sabotage, piracy), and operational risks
(such as equipment failures, human error).
ii. Emergency Response Planning - Based on the results of risk assessments, port authorities
develop emergency response plans that outline procedures, protocols, and responsibilities
for responding to different types of emergencies. These plans address evacuation
procedures, communication protocols, emergency notification systems, resource
mobilization, and coordination with external agencies such as fire departments, law
enforcement, and emergency medical services.
iii. Training and Preparedness - Port personnel receive training and participate in drills and
exercises to prepare for emergency situations and familiarize themselves with emergency
response procedures. Training may cover topics such as first aid, fire safety, hazardous
materials handling, search and rescue techniques, and incident command systems.
iv. Communication and Coordination - Effective communication and coordination are
essential during emergency situations. Port authorities establish communication protocols
and maintain communication systems (such as radios, phones, and emergency
notification systems) to facilitate timely and accurate information exchange among port
personnel, emergency responders, government agencies, and other stakeholders.
v. Resource Management - Port authorities maintain and allocate resources necessary for
emergency response, including equipment, supplies, and personnel. This may involve
stockpiling emergency supplies, such as first aid kits, firefighting equipment, and
emergency lighting, and establishing mutual aid agreements with neighboring ports or
agencies to provide additional support if needed.
vi. Incident Command and Management - During emergencies, port authorities establish
incident command structures to coordinate response efforts and manage the incident
effectively. This involves designating incident commanders, establishing command posts,
and implementing incident management systems (such as the Incident Command System)
to ensure a systematic and coordinated response.

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vii. Recovery and Continuity Planning - Following an emergency or disaster, port authorities
develop recovery plans to facilitate the restoration of normal operations and
infrastructure. This may involve assessing damage, prioritizing recovery efforts, securing
funding for repairs and reconstruction, and implementing measures to prevent future
incidents. Additionally, port authorities develop business continuity plans to ensure the
resumption of critical port functions and services in the event of disruptions.
viii. Review and Improvement - Port authorities conduct post-incident reviews and
evaluations to identify lessons learned and areas for improvement in emergency response
and risk management. This includes reviewing response procedures, identifying strengths
and weaknesses, and implementing corrective actions to enhance preparedness and
resilience for future emergencies.

Role of Agency

1. Facilitating trade

Agencies can help businesses navigate the complex world of international trade by providing a
variety of services, such as:

i. Customs brokerage - Customs brokers help businesses with the clearance of goods
through customs, ensuring that all necessary documentation is in order and that all duties
and taxes are paid.
ii. Freight forwarding - Freight forwarders arrange and manage the transportation of goods
between countries, including negotiating shipping rates, booking cargo space, and
handling all the necessary paperwork.
iii. Trade finance - Trade finance companies provide financial products and services to
businesses involved in international trade, such as letters of credit, export credit
insurance, and trade finance loans.
2. Providing market intelligence

Agencies can help businesses find new markets for their products and services by providing
market research, competitor analysis, and information on trade regulations and tariffs. They can
also help businesses connect with potential buyers and distributors in foreign markets.

3. Complying with regulations

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The import and export of goods is often subject to a complex web of regulations, both in the
importing and exporting countries. Agencies can help businesses comply with these regulations
by providing advice on licensing requirements, product safety standards, and labeling
requirements.

4. Bridging the gap

Agencies connect producers with a wider audience and facilitate market access. They possess
established networks and knowledge of specific demographics, allowing them to effectively
reach the target consumers for a producer's goods or services.

5. Sales and promotion

Agencies can act as an extension of the producer's sales force, actively promoting and selling
their products or services. This includes tasks like developing marketing strategies, conducting
market research, managing sales channels, and building relationships with potential customers

6. Logistics and fulfillment

Agencies can handle the physical movement and storage of goods, ensuring they reach the end
consumer efficiently. This may involve tasks like warehousing, inventory management, order
processing, and transportation arrangements.

7. Customer service and support

Agencies can provide customer service and support on behalf of the producer. This includes
handling inquiries, resolving complaints, and offering product knowledge and after-sales support
to ensure customer satisfaction.

References

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