Junior Vessel-Operator

Grindrod is recruiting a Junior Vessel-Operator, to be based in Maputo.

Duties

PRIMARY PURPOSE OF THE JOB

• To service vessels and customers in a prompt and efficient manner. Take responsibility for any requirements the vessel or crew might have such as accommodation, transport, crew changes, customs and immigration clearances etc and ensure the customer is duly satisfied with services rendered
• Coordinating cargo operational requirements and related documentation efficiently

OUTPUT

• Check and complete all cargo-related documentation
• Plan and coordinate in advance for vessels that will be docking
• Arrange for the relevant paperwork to be completed and crew requirements to be executed timeously

KEY JOB OBJECTIVES (KJO’S)

• Arranging vessel services
• Communication with principals and suppliers
• Administration and Finance Control
• Cross functions
• Ensuring quality compliance with ISO
• Initiative, Development and Compliance

JOB DESCRIPTION

Key Job Objective 1: ARRANGING VESSEL SERVICES

• Key Result Indicators
• Measure of Success
• Vessel scheduling and planning of cargo / bunker / OPL operation
• Documentation is received and fully completed
• Acknowledge receipt of agency appointment and understanding of instructions.
• Prepare accurate proforma disbursement account and submit to principal requesting advance payment
• Acknowledge vessel message
• Informing the master / principal of local requirements and restrictions via a pre-arrival message
• Nominate vessel with port authorities, terminal etc to give all details of vessel for smooth turnaround
• Ensure cargo documentation are distributed to relevant authorities
• Make contact with the principals and confirm dates and ETA and requirements
• Update principal and vessel of berthing prospects
• For discharge operations ensure relevant documents are received in accordance with discharge instructions
• For loading ensure cargo documents completed in accordance with document instructions
• Ensuring that all documents are collated in accordance to ISO standards.
• Arranging all processes included in the arrival of the vessel
• Ensure notice of readiness acknowledged and forwarded to terminal, receivers and principal
• Ensure vessel is cleared by authorities
• Draft and send vessel arrival report to principals
• Daily progress reports to be sent to principals
• On completion of cargo operations, all relevant documents to be completed accurately and timeously
• Send sailing report and copies of all cargo documents to the principal or as per instructions
• To be acknowledged within 1 hour of receipt during office hours
• PDA to be sent within 24 hrs of receipt of appointment
• Confirming receipt of message after hours.
• Accurate details to be given such as ETA, arrival draft, vessels particulars and cargo details
• Cargo documentation distributed prior to vessel arrival
• Update port at port meetings daily
• Updating of principal, terminal, surveyors to be done before 12h00 daily
• Ensure documents received prior to vessel arrival
• Ensure documents are completed strictly in accordance with document instruction
• ISO procedure followed
• No process left unattended
• Notice of readiness to be acknowledged within 1 hour of receipt during normal working hours and on same day after hours
• Clearance to be carried out immediately on vessel berthing
• Vessel arrival report to be sent within 3 hours of vessel berthing
• To be sent twice a day as early as possible
• Ensure all documentation is received in accordance with checklist
• Documentation to be completed accurately and neatly – no errors and in a standard format
• Sailing report to be sent within 3 hours of vessel sailing

Key Job Objective 2: COMMUNICATION WITH PRINCIPALS AND SUPPLIERS

• Key Result Indicators Measure of Success
• Effective communication with internal and external parties including service providers
• Liaise with principal and service providers
• Ensuring that service provider services are confirmed with no misunderstandings
• Update all relevant parties timeously on the ETA / ETD and any pertinent matters relating to the smooth operation of the vessel
• Communications to be extensive
• Update relevant reports based on ISO standards and distribute to relevant parties
• Confirm all husbandry requirements in writing by sending a list detailing all information e.g. specific airwaybills for ships spares
• Ensure services are executed and personally liaise with suppliers
• Documentation/correspondence of vessels progress to be printed and placed on file immediately
• Turnaround time for response to master/principal is no more than 24 hours
• Acknowledgement of enquiries to be sent within an hour of receipt and followed up daily until query resolved
• Communication to cover all important details to provide client with complete understanding of situation
• Reports to be based on ISO standards
• All reports to be sent in accordance with deadlines stipulated
• Confirmation to be sent to principal and vessel 48 hours prior to vessel arrival

Key Job Objective 3: ADMINISTRATION AND FINANCE CONTROL

• Supplier invoice control Filing
• Ensure that funds are received prior vessel calling
• Ensuring that all supplier / creditor invoices are received in a timeous and accurate manner i.e. follow up with suppliers
• Ensure that Purchase Order is issued to all suppliers
• Ensure accurate record is maintained of all requirements
• Complete revised PDA with most accurate estimate
• File to be completed and authorised
• Advising on cash to master details and coordinating delivery
• Ensure owners expenses are finalised and invoiced
• On appointment of owners attendance, request confirmation of invoicing details and confirm if final invoice can be scanned and e-mailed
• Monitor statements with accounts weekly and chase up outstanding funds
• Report on outstanding payments at monthly management meeting
• Constant follow up with suppliers for invoices until all received and
• Target – 30 days after vessel sails
• All vessel files to be updated immediately with no outstanding documentation
• Revised PDA to be sent within 24 hrs of vessel sailing
• Revenue accrual invoice to be issued 24 hrs after vessel sailing
• Ensure all documents / communications are placed on file for signing off within two months vessel sails
• Invoices for owners expenses to be finalised within 3 working days from date of completion of job
• Details to be e-mailed to principal immediately

Key Job Objective 4: CROSS FUNCTIONS

• C&F
• Assist as required with C & F requirements, particularly when we are vessel agents
• Liaise with C&F for documentation and monitor cargo clearance
• Begin liaison with C & F department as soon as appointment received for agency
• Updates to principals to be sent daily

Key Job Objective 5: ENSURING QUALITY COMPLIANCE WITH ISO

• Maintain all files in accordance with ISO Quality Management System standards
• Ensure that services offered are accomplished under controlled conditions, in a cost effective and efficient manner in accordance with contract and regulatory requirements
• All necessary ISO documentation must be processed and placed into operational file in the prescribed order
• All files meet ISO regulations without exception
• All the documents filed in the correct order
• All ISO procedures followed and no NCR’s received for non-compliance
• No complaints as per complaints register
• Any complaints to be actioned and resolved within 2 days of receipt
• All problems experienced that does not align with ISO procedures to be elevated to the Operations Manager within 1 day

Key Job Objective 6: INITIATIVE, DEVELOPMENT AND COMPLIANCE

• Partake in departmental ad hoc special assignments or tasks
• Initiate personal growth and development
• Compliance with all company policies and procedures
• Act in the best interests of the company and the department
• Computer housekeeping
• Obtain relevant desired results for any ad hoc projects having prioritised it with other regular activities
• Ensure that you actively participate to successfully comply with the plan of action identified in your performance appraisal
• Be available to assist with additional tasks or work overflow
• Ensuring e-mails are archived regularly and non-essential e-mails and folders are deleted
• Ensure ad hoc assignments are incorporated with relevant desired results in your job description at the next one on one session with your immediate superior
• Achieve set desired results as per performance appraisal
• No deviation from company code of conduct
• E-mail or drive does not go over prescribed size limit

Requisites

• Relevant industry-related training and / or a relevant course in the maritime field
• Minimum 5 years as a Ships Agency Representative and/or practical experience

Skills

• Ability to identify and execute on the needs and requirements of the client
• Strong organizational skills
• Able to work accurately and timeously
• Works according to standard operating procedures
• Willingness to work long and irregular hours
• Strong communication skills
• Computer literacy – MS Word, MS Excel, Microsoft Outlook
• Able to work as part of a team and individually
• Valid driver’s license essential

Knowledge

• Knowledge and experience of the following vessel types – Off Port Limits; Bunker Callers; Reefer Vessels; Tankers; Repair Vessels; Car Carriers; Bulk Vessels
• Customs, port and immigration requirements
• General ships husbandry requirements
• ISO requirements

Personal Qualities

• Takes accountability
• Customer focused
• Driven
• Passionate about the industry
• Ability to stay focused and positive
• Work well under pressure

Notes

• Only short listed applicants will be contacted