Communication
Internal Communication:
Manager - Shipping Agency
Port Services
Purpose:
To advise the manager on the progress of all work under his/her control
To communicate on operational issues and coordinate stevedoring services and any other work dependencies
External Communication:
Shipping Lines& Ship Operators
Official Authorities
Purpose:
To represent shipping lines and ship operators in the preparation of shipping documentation and processing all regulatory requirements
To coordinate and communicate on shipping agency operational matters on behalf of Agency Shipping lines
Occupational Health & Safety and Environment
Accountability:
Accountable to their line manager and direct reports so far as is reasonably practical to ensure:
• a safe place or work;
• safe systems of work;
• safe plant & equipment;
• provision of information and training.
Responsibility:
Responsible for:
His/her personal safety and that of all personnel under his/her authority, including others who may be affected by the company's activities. In particular to:
• Conduct risk assessments on activities within their department ensuring that the methods and safe systems of work are safe and implemented;
• Ensure all employees and contractors under their 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.
Authority:
Managers/Supervisors have the authority to stop work when health and safety is unsafe or being compromised.
Responsibilities:
Key Roles & Responsibilities

• Represent Milaha agency for the various monthly meetings with Port Authorities.
• Correspondence with Port, Customs authorities for obtaining vessel suitability approvals, Port clearances to call at the Port, and make sure that vessel carry necessary documents & follow operation requirements.
• Preparation of PDA details for all Agency vessels and forwarding to Shipping Accounts to provide Proforma Disbursement Account (PDA) to the principals.
• Coordinate / Liaise with finance to ensure all port charges/funds received from principals and to approve berthing schedule accordingly.
• Negotiate & communicate with charters & principals regarding the Port charges, Agency charges and confirm vessel agency appointment.
• Negotiate with Port operators on behalf of charters & principals for the clarification, fixation of various charges & other issues related to the cargo operations.
• Planning, notifying and coordinate with Liners, Principals & Masters for vessel pre-calling arrangements & smooth vessel operations without delays.
• Attending RORO Lines safety awareness meeting & doing our presentation.
• Fully responsible for the implementation, conducting & feedback of safety regulations instructed by the Agency RORO Lines for their cargo operations.
• Coordinate with principals and arrange necessary requirements like crew change, Medical assistance, shore leave, gate passes etc through coordinating with Crew Handling section.
• To coordinate with Terminal to arrange pilot for a smooth berthing and as well as sailing out the vessel on timely manner.
• Responsible for operation planning & monitoring to Prevent cargo claims and vessel damage claims.
• Process all documentation with claims department for processing of claims if any.
• Review stowage (and securing and lashing plans if applicable) made vessel planner with assigned Port Captain and/or Master with harbour authorities & Sr. Cargo controller.
• Comply fully with port HSSE Policies and Procedures.
• Responsible for preparing Vessel forecast reports & Sailing schedules.
• Arrange after sail reports to Principals and follow up with them for the status of final disbursement payments.
• Maintains relationships with carrier vendors and consistently resolves customer issues.
• Assist in the implementation of departmental processes to ensure compliance with legal, regulatory, and any other standards and requirements
• Implement and actively enforce compliance to work processes to ensure the health and safety of employees and the protection of the environment.
• Perform other job-related duties as assigned.
Qualifications:
Education & Professional Qualification:
Diploma / Degree in Economics, Engineering, Business Administration, or equivalent

Professional Experience:
10 years of experience in shipping agencies
Geographic Experience:
N/A
Computer Skills:
MS Office
Language Skills:
English (Read, write & speak).
Market/Industry/Functional Knowledge:
Good knowledge of shipping agencies operations and general cargo berths (Loading / Discharging & Stowage)
- Good knowledge of local and international shipping related laws and regulations
- Good knowledge of Government organizations, procedures, policies and regulations