Document Handler/Ships Agency Operator

Provide high quality, real-time assistance to the local Ships Agency Operations in support of disbursement process.
WSS SOO and Customer Requirements.
Responsible for the effective coordination of assigned port calls.
Ensure compliance with Ships Agency processes, standards and procedures, including correct use of the operating system (VOSS).
Ensure mandatory use of VOSS as reporting tool in compliance with the SOP.
Ensure proper monitoring of the vessel and attendance to any follow up enquiries.
Ensure correct amount of pre-funding are received or the correct level of authority has approved any deviation, prior to performing the Port Call.
Same to be ensured when additional funding required prior vessel’s sailing.
Establish and maintain vessel’s files and ensure that all transactional systems are updated real time.
Ensure proactive, efficient and timely communication at all times.
Report leads, business opportunities and relevant port updates observed to Manager.
Monitor and record expenses that arises during vessels’ port call.
Ensure Cash-in-Transit (Cash to Master) as per WSS procedure.
Proactively follow up, check and approve supplier’s invoices.
Ensure cost effectively Vessel Operations.
Comply with WSS PPE Standard when working in ports/onboard vessels.
QHSSE matters in own function – use of Take 5 as appropriate.
Provide input to improve the operational and cost efficiency of the port call
Registering of internal and external invoices into VOSS and CFS.
Perform efficient daily invoice control in accordance with official tariffs and regulations.
Perform efficient disbursement process  in line with VOSS standards
Complete disbursements as per committed time and quality standards.
Sending courier to customers as per client’s instructions.
Registering of local internal and external documents.
Ensure all hard and electronic copy distribution of controlled documents to focal point.
Assure document quality to include completeness, accuracy and compliance within established procedures and updates.
Filing and archiving of local documentation including audit reports.
Full support to global da center for pda process

Good communication skills and command of the in English language (oral and written).
Process and system understanding.
Self-motivated and result orientated.
Proactive and possesses ability to anticipate issue to facilitate preventive measures.
Ability to work under pressure.
Problem solving skills with ability to make fast and sound judgement.
Ability to effectively plan & direct an operation without compromising on safety to personnel and vessel.
Good motivator and team leadership skills.
Familiar with Port & local Authorities regulations, procedures and governing tariffs.
Computer literate.