Assistant Manager - Operations Shipping Agency

Role Overview

Assistant Manager - Operations Shipping Agency at Ejqa. This role supports shipping agency operations and coordinates stevedoring services and regulatory compliance.

Role Purpose

To advise the Shipping Agency Manager on the progress of all work under their control, communicate on operational issues, coordinate stevedoring services and work dependencies, and represent shipping lines and ship operators in the preparation of shipping documentation and processing of all regulatory requirements.

Key Responsibilities

Internal Communication & Coordination

• Advise the manager on progress of all work under their control.
• Communicate on operational issues and coordinate stevedoring services and work dependencies.

External Representation & Documentation

• Represent shipping lines and ship operators in the preparation of shipping documentation.
• Process all regulatory requirements on behalf of shipping lines.
• Represent Milaha agency for various monthly meetings with Port Authorities.
• Correspond with Port and Customs authorities for obtaining vessel suitability approvals and Port clearances.
• Ensure vessels carry necessary documents and follow operation requirements.

Vessel Operations & Planning

• Plan, notify and coordinate with Liners, Principals and Masters for vessel pre-calling arrangements and smooth vessel operations without delays.
• Coordinate with Terminal to arrange pilot for smooth berthing and timely sailing of the vessel.
• Attend RORO Lines safety awareness meetings and deliver presentations.
• Coordinate with Principals and arrange necessary requirements including crew change, medical assistance, shore leave and gate passes through the Crew Handling section.

Financial & Commercial Management

• Prepare PDA details for all Agency vessels and forward to Shipping Accounts to provide Proforma Disbursement Account to principals.
• Coordinate and liaise with finance to ensure all port charges and funds are received from principals.
• Approve berthing schedule accordingly.
• Negotiate and communicate with charters and principals regarding Port charges, Agency charges and confirm vessel agency appointment.
• Negotiate with Port operators on behalf of charters and principals for clarification, fixation of various charges and other issues related to cargo operations.

Cargo & Claims Management

• Responsible for operation planning and monitoring to prevent cargo claims and vessel damage claims.
• Process all documentation with claims department for processing of claims if any.
• Review stowage, securing and lashing plans made by vessel planner with assigned Port Captain and/or Master with harbour authorities and Sr. Cargo controller.
• Maintain relationships with carrier vendors and consistently resolve customer issues.

Safety, Compliance & Reporting

• Fully responsible for implementation, conducting and feedback of safety regulations instructed by the Agency RORO Lines for cargo operations.
• Comply fully with port HSSE Policies and Procedures.
• Implement and actively enforce compliance to work processes to ensure the health and safety of employees and the protection of the environment.
• Conduct risk assessments on activities within the department ensuring that methods and safe systems of work are safe and implemented.
• Ensure all employees and contractors under control are competent to undertake their duties.
• Ensure all accidents, incidents and near misses are reported and investigated.
• Promote good behaviours and set a personal example with regard to occupational health and safety matters.
• Stop work when health and safety is unsafe or being compromised.

Reporting & Documentation

• Responsible for preparing Vessel forecast reports and Sailing schedules.
• Arrange after sail reports to Principals and follow up with them for status of final disbursement payments.
• Assist in the implementation of departmental processes to ensure compliance with legal, regulatory and any other standards and requirements.
• Perform other job-related duties as assigned.

Qualifications & Experience

• Diploma or Degree in Economics, Engineering, Business Administration or equivalent.
• 10 years of experience in shipping agencies.

Skills & Competencies

• Good knowledge of shipping agency operations and general cargo berths (Loading, Discharging and Stowage).
• Good knowledge of local and international shipping related laws and regulations.
• Good knowledge of Government organizations, procedures, policies and regulations.
• MS Office.
• English (Read, Write and Speak).

Additional Information

Occupational Health & Safety & Environment

Accountable to line manager and direct reports so far as is reasonably practical to ensure a safe place of work, safe systems of work, safe plant and equipment, and provision of information and training.

Responsible for personal safety and that of all personnel under authority, including others who may be affected by the company's activities.