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InterrelationsThe Ships Agency Operator reports to the Ships Agency Manager / Ships Agency Operations Manager.
Formal authoritiesThis position has the authority to act within this functional description.
Main responsibilities
Attend and board vessels as required and as directed by respective Manager, in accordance with our SOP and Customer Requirements.
Responsible for the effective coordination of assigned port calls.
Advise on selection of contractors for goods and services provided to principals, including submission of competitive quotations, as required.
Ensure compliance with Port Services processes, standards and procedures, including correct use of the operating system (WASP).
Ensure mandatory use of WASP as reporting tool in compliance with the SOP.
Ensure proper monitoring of the vessel and attendance to any follow-up enquiries.
Ensure correct amount of pre-funding are received or the correct level of authority has approved any deviation, prior to performing the Port Call. Same to be ensured when additional funding required prior vessel’s sailing.
Establish and maintain vessel’s files and ensure that all transactional systems are updated in real time.
Ensure proactive, efficient and timely communication at all times.
Report leads, business opportunities and relevant port updates observed to Manager.
Monitor and record expenses that arise during vessels’ port call.
Ensure Cash-in-Transit (Cash to Master) as per WPS procedure.
Proactively follow up, check and approve supplier’s invoices.
Ensure cost-effective Vessel Operations.
Comply with WPS PPE Standard when working in ports/onboard vessels.
Address QHSSE matters in own function - use of TAKE 5 as appropriate.
Provide input to improve the operational and cost efficiency of the port call.
AccountabilitiesThis position will be measured against:
Ensuring consistent high accuracy of deliverables.
Meeting or exceeding annual KPI targets for Port Services performance.
Health & SafetyAs an employee, the employee is responsible to adhere to the company’s health and safety requirements to ensure their own safety and the safety of colleagues by:
Participating in risk assessment processes in the workplace.
Completing required health and safety training and certifications.
Following safe work practices and procedures and using PPE when required.
Inspecting equipment and the workplace regularly and actively eliminating hazards.
Reporting accidents, incidents, injuries, near misses, safety risks and issues of non-compliance with health and safety procedures according to internal procedures.
Developing the safety culture at own workplace and cooperating with others on health and safety matters, including physical and psychosocial health and safety.
Qualifications
Maritime background and experience in Ships Agency Operations.
Good communication skills and command of English (oral and written).
Process and system understanding.
Self-motivated and result-oriented.
Proactive with the ability to anticipate issues to facilitate preventive measures.
Ability to work under pressure.
Problem-solving skills with the ability to make fast and sound judgments.
Ability to effectively plan & direct operations without compromising safety.
Good motivator and team leader.
Familiar with Port & local Authorities regulations, procedures and tariffs.
Computer literate.
Additional preferencesLocal requirements in addition to mandatory requirements.
Process Involvement
GIMS / Processes / Wilhelmsen Port Services.
WWH, WMS and WPS governing documents.
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