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Functional Description: Ship Agency Operator

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Ships Agency

11 / 2016

02.2016

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Job title
Ships Agency Operator / Ships Agency Service Co-ordinator
Purpose

Attending all vessel and company related operations within the scope of responsibility, in compliance
with applicable work processes, operating standards and governances, with special attention to correct,
accurate and timely use of the operating system.
Maintain and build Port Agency revenue profitability with key focus on customer retention and
development.

Interrelations
The position reports to the Ship Agency Manager / Ship Agency Service Manager.
Formal authorities
Has the authority to act within this functional description, agreed budgets and within the chart of authority as
outlined in the companys Global Integrated Management System (GIMS).

Main responsibilities
1. Ensure proactive, efficient and timely operational communication at all times.
2. Responsible for the round the clock effective coordination of assigned port calls including but not
limited to monitoring and attendance of all incoming group emails during and after office hours and
holidays.
3. Ensure mandatory use of VOSS as reporting tool in compliance with Ships Agency (SA) Standards of
Operations (SOO) and local operating guidelines instructed by immediate superior.
4. Establish and maintain vessels files and ensure that all transactional systems are updated real time.
5. Ensure correct amount of pre-funding are received or the correct level of authority has approved any
deviation, prior to performing the Port Call.
6. Attend and board vessels as required and as directed by immediate superior in accordance with WSS
SOO and Customer Requirements.
7. Effectively manage and administer allocated resources for business operational continuity maintaining
Stewardship values of the company.
8. Monitor and accurately record and report expenses that arises during vessels port call as per
procedures.
9. Pro-actively follow-up on vendor / service provider invoices to support DA Team for DA File closures
in time frame per KPI.
10. Participate on selection of contractors for goods and services provided to principals, including
submission of competitive quotations, as required and aligned with Procurement Governances of the
company.
11. Identify continuous improvement/opportunities to your Manager by persistently searching for new
ways of achieving port cost savings, including negotiating vendor discounts, on behalf of the principal.
12. Ensure Cash-in-Transit (Cash to Master), Crew Transport & Spares Delivery as per WSS procedures.
13. Ensure correct amount of pre-funding is received or the correct level of authority has approved any
deviation, prior to performing the Port Call.
14. Work closely with line manager on SOO KPI / VOSS Quality on business / market data analysis &
reporting structure.

15. Identify, develop and report market info, Port berth line-ups, relevant business opportunities and port
updates observed to Manager and or network as instructed from time-time (Trade Talk).
16. Analyse, track and drive Blue Flag compliance criteria with other fellow colleagues across all branch
offices to ensure continued compliance of KPI requirements.
17. Responsible for QHSSE matters in own function.
18. Comply with WSS PPE Standard when working in ports/onboard vessels.
19. Assist any staff with any advice or training that can improve our service levels and profitability
margins.
20. Build Ships Agency revenue and profitabilty

Accountabilities
This position will be measured against:
1. Meet or exceed annual AOP KPIs targets.
a.
b.
c.

Revenue & COGS per port call.


Prefunding % age and DA Quality
VOSS SA-SOO Compliance & Blue Flag Certification (SA-SOO) including QHSSE Compliance

2. Customers perception of WSS Ships Agency i.e. Goodwill building i.e. polite, efficient and positive
approach with ALL stakeholders involved in Ships Agency by means of CSS form rating.
3. Stewardship including Attendance/Telephone Policy / Official resources /equipment adherence.
4. Training targets to be met
5. # of Non-conformities for the year

Qualifications

Relevant university degree OR Minimum 1(one) year maritime background with hands-on experience
from Port Agency Operations.
Reliable, enthusiastic and collaborative team-player.
Strong verbal and written communication skills English
Computer proficiency with sound skills of MS Office (Internet Explorer, Excel PowerPoint, Word) and
excellent keyboard and general computer skills
Self-motivated and result orientated with good organisational skills.
Strong interpersonal skills and customer relationship building skills
Problem solving skills with ability to make fast and sound judgement.
Confidence in relating to a different organisational levels
Ability to organize / co-ordinate and strong attention to detail and the ability to multi-task
Ability to work under pressure.
Ability to effectively plan & direct an operation without compromising on safety to personnel and
vessel.

Additional preferences (Local requirements in addition to mandatory requirements)

Arabic - Read/Write preferred


Local /GCC valid Driving License
Knowledge of finance and accounting

Process Involvement

GIMS / Processes/Wilhelmsen Ships Service/Ships Agency.


WWH, WMS and WSS governing policies.

Career Growth: Vessel Operator -> Sr Vessel Operator -> Operations Supervisor -> Asst. Manager -> Unit Manager.