ABOUT THE ROLE:
Based at the Corporate Office in Dubai, the Projects Assistant- Port Services is responsible to support the planning, coordination, and execution/ implementation of various port-related projects, Chartering assistance for spot tugs, assisting in project documentation, stakeholder communication, data analysis, and ensuring compliance with safety and operational standards.
KEY ACCOUNTABILITIES
Chartering Support
- The Project Assistant supports all the Chartering activities within PSD to ensure the Spot Tugs or Assets (from PSD) are occupied for all days of the year and in turn achieve the financial targets of the division
- Documentation of the spot business – Charter Parties, Specification and Certificates, Enquiries and contacts of Customers, Brokers, Proposals, Tenders etc,
- Contact various customers, brokers etc for enquiries and opportunities.
- Preparation of proposals and offers for various inquiries. And document them.
- Discuss and prepare costings for various proposals for preparation of proposals.
- Discuss with various teams the scope of work and requirements for various enquiries etc.
- Competition analysis, analysis of competition, and availabilities of tugs in the market from time to time and specific to a market.
- Work with the legal, operations, technical, crewing , and operations team on the preparation of Charter Parties.
- Filing and Reconciliation of Charter Hires, ROBs, On-hire/Off-hire certificates, and assisting in Invoicing.
- Ensuring collection of payments from customers as per invoice.
Commercial and BDV Support
The Project Assistant is responsible to ensure administration of all BD activities, timely preparation of all tenders and proposal submissions in compliance with IT requirements and the company's internal procedures, for PSD division as stated below but not limited to:
- Manage and coordinate the entire tender process from receipt of the invitation to tender (ITT) through to submission of the final proposal.
- Review and analyse tender documents, specifications, and requirements to ensure a clear understanding of the scope of work, timelines, and client expectations.
- Work closely with various internal departments, such as Operations, Finance, Legal, and HSSEQ, to gather the necessary information and documentation required for the preparation of the tender submission.
- Develop and maintain a comprehensive tender schedule, ensuring that all internal stakeholders are aware of their responsibilities and deadlines.
- Prepare and submit clarification requests to clients, as necessary, to obtain a clear understanding of their requirements and expectations.
- Coordinate the development of technical and commercial proposals, ensuring that they are accurate, complete, and compliant with the tender requirements.
- Prepare risk assessments, sales reports, CRM data analysis, and other internal and external reports.
- Ensure that all tender documentation is well-organized, up-to-date, and easily accessible for future reference.
- Monitor the progress of submitted tenders, keeping management informed of any developments and maintaining communication with clients as needed.
- Arranging and coordinating contract closure and handover processes to relevant stakeholders.
- Continuously improve tender processes and documentation by identifying areas for improvement and implementing best practices.
- Support in Commercial proposals to existing customers from time to time.
- Administrative support of all commercial contracts in PSD in various countries.
- Maintain all the Commercial data for various contracts in PSD.
- Reporting and Analysis of BD and Commercial work, for presenting to various stakeholders within the organisation.
Projects Support
- Assist the Corporate Marine & Project Manager in administration of all the new projects within PSD team.
- Assist in the planning and execution of port services projects, ensuring timely and efficient delivery.
- Support the preparation of project documentation, including reports, schedules, and meeting minutes.
- Monitor project progress and report any deviations or risks ect
- Maintain accurate records and databases related to project activities.
QUALIFICATIION & EXPERIENCE
- Bachelor’s degree in a relevant field, such as Marketing, Engineering, Business Administration or Supply Chain Management.
- A minimum of 5 - 7 years of experience in a similar role, preferably within the ports marine/ oil and gas offshore industry.
Job-Specific Skills:
- Proficient in Microsoft Office applications, particularly Word, Excel, CRM, and PowerPoint.
- Independent judgment
- Demonstrate the ability to implement the P&O Way
- Demonstrate good and professional internal and external communication
- Excellent organisational skills
- Knowledge of port operations, logistics, and marine industry regulations is an advantage.
- Excellent verbal and written communication skills.
- Ability to work independently and in a team-oriented environment.
- Problem-solving skills and attention to detail.
KEY ATTRIBUTES:
- Strong understanding of the tender process and experience in managing complex proposals.
- Excellent organisational and project management skills, with the ability to prioritise and manage multiple tasks concurrently.
- Strong attention to detail and a commitment to producing high-quality work.
- Exceptional communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.
- Knowledge of industry-specific regulations and standards
ABOUT THE BUSINESS
P&O Maritime Logistics (POML) is a leading provider of marine solutions with focus on offshore energy, port services and logistics. The company provides a wide portfolio of value-added marine services and ability to integrate these offerings for its customers – always with safety and the environment at the forefront.
Headquartered in Dubai, the company has operations globally across all seven continents.
In July 2019, Topaz Energy and Marine was acquired by DP World, merged with P&O Maritime and started operating under the P&O brand as P&O Maritime Logistics.
www.pomaritime.com
