Role Purpose (Why do we need this role?)
This role is needed for:
The primary role is to ensure that operational terminal and port costs are analysed and reconciled as soon as vessels depart so that accurate load/discharge cost are captured/accrued within the mandated deadlines. He/She is expected to collaborate closely with relevant depts within the Agency to achieve this objective and will need to communicate with HQ Operations/Cost Team to tackle operational issues arising, addressing variances and be responsible for maintenance of an up-to-date tariff of suppliers’ contracts in Solverminds (CVP modules).
The role will also cover the Agency operational needs and the candidate will be required to work with the HQ Finance from a revenue recovery, cost control, and AP/vendor management’s perspective.
In addition, the candidate must provide administrative back up to ensure that the Agency continues to run smoothly with the support.
Role Accountabilities (What is this role responsible for delivering?)
Operations Duties
· Terminal Cost Calculation: Calculate container/Cargo terminal costs based on operational requirements and relevant cost factors. Take responsibility for maintaining an accurate operational list, which includes capturing all chargeable units and those of partner slot units. This involves double-checking data entry and verifying information to maintain data integrity.
· Collaboration with the Operational team, Finance team, and Digital team to gather necessary information, resolve any discrepancies, and ensure timely and accurate reporting.
· Maintain proper documentation of terminal costs and prepare reports which may include cost breakdowns, variance analysis, and trend analysis to improve the accuracy and efficiency of cost calculations, and reporting process.
· Verify and Issue POs under SAP for operational purchase pertaining to crew expenses and all other 3rdparty principals outside Swire Shipping Pte Ltd.
· Assist operations team on other Solver minds CVP modules.
· Liaise with Treasury on issuance of banker’s guarantee for regulatory Authorities such as ICA, and cargo terminals.
· Facilitating cash to master in liaison with Operations and Treasury
Finance Duties
· Prepare and post journals for month-end close (i.e. agency revenue, crew advances/bonus, logistics expenses reclassifications, and all adjustments relating to Agency). He or she is required to work independently and has a comprehensive understanding of GL codes and apply the necessary parameters for different financial transactions.
· Institute agency fee recoveries against Ship Management for services rendered pertaining to crew change fees and expenses.
· Liaise with other 3rd party principals and AR on agency fees and cost recoveries pertaining to agency services rendered in respect of crew change and other cost outlays incurred on behalf of such principals. This includes performing reconciliation, matching and clearing of GL account.
· Assisting the Operations team in monitoring and extracting invoices in relation to cost recovery.
· Extracting and sorting of PSA/PSA Marine invoices on a regular timely basis. This includes assisting AP to identify the cost center and advise AP on the ownership of the bills.
· Work with AP to ensure prompt process of vendors’ invoices including highlighting areas of concern and resolution on disputes.
· Resolve Cost team’s queries on voyage cost and vendor management.
· Analyse port rebates in PSA and JP in accordance with the Port Agreement/Contracts. Compute/distribute the apportioned proceeds across the relevant trades.
· Prepare monthly Admin Cost variance reports including highlighting exceptional cost to reporting managers.
· Prepare yearly admin budget and review quarterly admin re-forecast.
· Provide any other statistical reports as and when required.
Admin Duties
· Collate the Agency Monthly Performance (KPI) in consultation with the HODs as part of the monthly review exercise on our agency performance.
· Maintain and Update the Share Point page for the Agency Department.
· Manage the storage of documents within the agency and when required, to arrange proper labelling on documents for off-site warehouse storage. Periodically to review the documents stored off-site and where it is practical and permitted, conducts disposal of such documents.
· Assist the Agency dept in all admin functions including, season carpark renewal for agency staff, stationery needs, general upkeep of the agency area.
· Provide admin support for operations dept (in handling 3rd party principals) including hotel bookings, owner’s expenses payment arrangements, new vendor set-up, etc.
Safety
· Take responsibility for the safety of myself and those around me by displaying safety leadership principles (i.e. Safety I’s & Accountability ladder).
· Challenging and stopping unsafe acts and behaviours or unsafe conditions.
· Comply with the Global Safety Standards, Polices and Operating Procedures.
Key Qualifications & Skills (What knowledge will ensure success in the role?)
Qualifications:
· Diploma in Business Administration or equivalent
· 3 years working experience with finance background
· Comprehensive understanding or experience with GL codes, independent journal preparation, cost recovery, vendor invoice processing, and financial reporting preferred
Technical/Professional Skills:
· MS Office proficiency
· Ability to prioritize tasks and work under deadlines to ensure timely delivery of accurate cost information and departmental result.
· Strong attention to detail and analytical skills to accurately calculate and validate terminal costs.
· Shipping experience and/or knowledge of container/cargo terminal operations and related cost factors will be an added advantage.
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