1.     DUTIES AND RESPONSIBILITIES

OPERATIONAL ADMINISTRATION

• Operational Functions prepared, processed and coordinated as per Quality Management System requirements in line with necessary Work Instructions and Standard Operating Procedures
• Ensure close liaison is maintained with Office Freight / Admin staff with regard to:

o   vessel arrival date & stack nominations,

o   cargo acceptance & delivery of cargo

• Ensure close liaison with principal / ports / branches on vessel arrival details  and/or delays

• Open vessel file, and proceed with vessel planning prior vessel arrival at port of load / discharge.  
• Submission of all relevant documentation to necessary parties / authorities as per requirements
• Attend to all procedures relative to operational function & co-ordination within the companies and principal’s policies
• Ensure full compliance and requirements to all request received from Master of Vessel
• Scrutinize and Authorise voyage related service provider invoices as per cargo discharged & loaded
• Damage claim notifications to be submitted to Claims Department where applicable
• Ensure timeous clearance on all queries
• Ensure effective written & verbal communication at all times

OPERATIONAL FUNCTION:

·        To be handled in accordance with the Principals and Authority requirements and regulations, ensuring efficient and effective attendance at all times from time of arrival to departure

PLANNING:

·        Plan vessel port stay with the aim of achieving optimum productivity in an efficient and cost-effective manner

·        Arrange & attend pre-plan meetings

·        Ensure effective communication and liaison with supercargo with regards to stowage & planning

OPERATIONAL ATTENDANCE:

·        Prepare & submit berthing, progress and sailing reports

·        Ensure regular monitoring with Port Control on vessel services

·        Arrange surveyor attendance and security where requested

·        Ensure principals are continuously informed and updated on vessel movement and progress

·        Liaise without ports ensuring all relevant documents is on passed as required on arrival & sailing

·        Ensure regular attendance and visits to the vessel whilst in port

·        Ensure that all cargo operations are meticulously planned and updated as required

OWNERS / CHARTER MATTERS:

·        Ensure all owners matters are attended to as per request from Master / Vessel

·        Ensure correct protocol followed on supply of fresh water and garbage disposal. 

·        Ensure pre-funding received for all owners matters on charter vessels 

CUSTOMER RETENTION / FOCUS

·        Cultivate & maintain positive relationships with existing clients, service providers and contractors

• Identify potential service providers and contractors

·        Ensure representation at the port & other forums that will involve MACS / GAL

• Ensure that client / customer queries are promptly, efficiently and courteously resolved

DOCUMENT SUBMISSION & REQUIREMENTS:

VESSEL CLEARANCE:

• Ensure ISPS Clearance applied for & granted by PSO (port security officer)
• Ensure that the Master / Captain of vessel informed on the South African port requirements
• Ensure Free Pratique submission to Port Health

VESSEL NOMINATION / ADVISE:

• Timeous submission of ID100 Nomination – TNPA
• Timeous submission of the arrival & planning notification TPT
• Prepare & submit vessel notices and ensure close monitoring and amendments of stacks where required
• Ensure timeous sailing/berthing request

CUSTOMS / IMMIGRATIONS:

• Ensure full compliance, preparation and submission on all customs and immigration requirements for vessel arrival and sailing

APPLICATIONS / ATTENDANCE: 

• Ensure correct protocol followed for Hazardous / Dangerous Cargo / Explosives
• Ensure correct protocol followed when vessel requires repairs, hotwork, immobilisation of vessel
• Ensure attendance and submission to requirements  of contractual cargo i.e. NOR & SOF

REGULATIONS:

• Keeps abreast of all industry-related regulations and updates, and keep Principals & Management and Colleagues informed
• Ensures compliance to company risk profiles and principal requirements

SHERQ REQUIREMENTS:

• Ensure compliance with Safety, Energy and Environmental measures in accordance with Port and SHERQ requirement.