You Belong Here…Wherever in the World you find yourself.
We celebrate our wins as one team of many great people!
With a vision for a connected world, Inchcape relies upon the expertise, diversity, and global network of our over 3,000 professionals, spread across 60 plus countries and in over 240 offices to help our partners connect to a smoother, smarter ocean.
We empower our people, and our values are at the center of everything we do, and the successful candidate will be expected to demonstrate and fully adopt these:
Global Perspective – we connect the world and see the bigger picture.
The Power of People – we rely on the strength of local agent knowledge and relationships.
Progress – we adopt new thinking and push for positive change in our industry.
We know what matters. We never stand still. We always reach for more.
#InchcapeShippingServices
Business Need / Purpose of Role
The Operations Executive - Port Agency reporting to the Assistant Operations Manager - Marine Services, based out of Dubai, UAE shall ensure seamless and memorable cruise experiences for guests through efficient coordination of all operational aspects. Handle end to end commercial vessel calls from appointment to invoicing related activities.
Objectives & Measurement – Key Responsibilities
Commercial cargo vessel operations:
- Coordinate with enquiry team prior handover of the vessel call appointment.
- Coordinate with vessel operators to receive arrival schedules and cargo manifests.
- Arrange berthing allocation, pilotage, tugboat services, and other necessary pre-arrival logistics.
- Liaise with port authorities, customs, and immigration officials to ensure a smooth arrival process.
- Oversee cargo loading and discharging activities, coordinating with stevedores and terminal operators.
- Monitor cargo movement and ensure adherence to safety regulations.
- Facilitate communication between the vessel and cargo interests (shippers, consignees, charters, owners etc, as needed).
- Prepare and handle all necessary port documentation, including cargo declarations, customs forms, and ship's arrival/departure reports.
- Generate reports for the vessel operator on cargo operations, expenses, and port fees.
Responsibilities:
Arrival:
- Monitor vessel movements and obtain accurate arrival times.
- Prepare and submit arrival notifications to port authorities, government agencies, and other stakeholders as required.
- Tender Notice of Readiness (NOR) when applicable.
- Liaise with the vessel's Master to review and update the port call program.
- Record all vessel movements and activities in the Operating System (OS) in real-time.
- Send arrival notifications to relevant parties via email.
Port Stay:
- Coordinate all cargo operations, including loading, discharging, and stowage planning.
- Arrange necessary husbandry services such as bunkering, freshwater supply, crew changes, and waste disposal.
- Maintain regular communication with principals, providing updates on vessel activities, cargo operations, and any potential issues.
- Proactively identify and resolve any operational challenges that may arise during the vessel's stay.
Departure:
- Obtain and record departure conditions.
- Prepare and distribute departure reports to relevant parties.
- Manage all cargo documentation, including manifests, Bills of Lading (B/Ls), survey reports, tally reports, etc.
- Ensure accurate and timely submission of documentation to relevant authorities and stakeholders.
- Update OS with departure information within 2 hours of Actual Time of Sailing (ATS).
- Send departure notifications to principals.
Financial:
- Monitor and manage Disbursement Accounts (DAs).
- If costs exceed original estimates, prepare revised estimates and fund requests in consultation with the ROC Manager/Supervisor.
Administration:
- Maintain comprehensive vessel files in accordance with company procedures and local regulations.
- Complete all required checklists and audits, including the Vessel File Quality Audit, within 72 hours of ATS.
- Ensure all vessel files are properly completed and archived electronically.
Customer Service & Compliance:
- Coordinate with stakeholders (cruise lines, ports, vendors) for smooth itinerary planning and customer service.
- Ensure compliance with customs, marine & passenger regulations, and safety protocols (QHSSE).
- Address any concerns or issues that may arise during the port call.
Compliance & Safety:
- Ensure strict adherence to all maritime regulations, safety protocols, and environmental standards.
- Monitor port movements/line up/ congestions and weather conditions and implement necessary precautions to safeguard personnel and cargo and vessel turnarounds.
Reporting & Data Integrity:
- Generate monthly progress reports and ad-hoc reports as required.
- Ensure data entry accuracy in applications and systems, meeting KPIs and company standards.
Teamwork & Documentation:
- Collaborate effectively with colleagues in cross functional departments viz account & DA processing and support them in meeting customer needs.
- Assist with verification and submission of necessary documentation.
Knowledge, Skills, and Abilities
- Competent user of the Microsoft Office suite including Outlook, Excel, and Word.
- Being able to communicate verbally/writing in a clear and concise manner.
- Balance multiple tasks, changing priorities & operate within a deadline-oriented environment.
- Good interpersonal relationship in managing people/sub-ordinates, planning, organizing.
- Excellent attention to minute details.
- Self-driven, organized, and excellent coordination skills.
- Strong Problem Solving & Analytical Skills.
- Excellent Time Management Skills.
- Having a global perspective and possess a progressive thinking skill.
Education, Qualifications, Certifications, and Licenses
- 3 - 5 years’ experience in commercial cargo vessel operations, bulk- breakbulk cargo, liner & offshore vessels.
- Having a good knowledge of customer base and their requirements.
- Relevant experience of working within a Shipping Agency Industry.
- Experience of working to pre-defined processes and procedures and delivering work in accordance to SLA (Service Level Agreements).
- Good level of numeracy and coordination.
- A relevant academic qualification shall be desirable.
Why Inchcape Shipping Services?
We believe in building a diverse and high performing workforce, that works together to provide our customers with the exceptional service they deserve. To reach the highest standards we depend on our people, their welfare, training, and expertise. We realize the value of our staff and know that your unique experiences, skills, and passions will help you to build a rich and rewarding career in our dynamic industry.
In return, we will offer you:
A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:
- A place to grow your career - We’ll help you set big goals and exceed them.
- Competitive salary package and performance-based bonus scheme.
- Premium medical health insurance coverage.
- Work with talented, committed, and supportive teammates.
- Value Award celebration events.
Plus, much more!
Inchcape Shipping Services is looking for people who are willing to think about the future...and think big. We're looking for people who are ready to take on the most significant challenges of their careers.
If you think that you have the right skills, knowledge, and attitude to join our team, then we invite you to apply to this advert!
#ISSthebiggerpicture
Inchcape Shipping Services is an Equal Employment Opportunity Employer and equality; diversity and inclusion are at the center of everything we do. We recognize that our customers, colleagues, contractors, and other partners are central to our success and that we work in a diverse society. We acknowledge not only our legal, but also our moral responsibility to ensure all groups have equality of opportunity.
Only applications submitted through the ISS Careers website will be acknowledged.
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