Job Description

Who are Inchcape?

At Inchcape, our vision is to have a connected world, in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean.

Inchcape combines its worldwide infrastructure with local expertise through our global network of over 250 proprietary offices, across 70 countries and a team of more than 3,000 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government and intergovernmental organisations.

We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Main Purpose of Job:

Directly reporting to the Port Manager Vizag India, the primary role for this position is to perform all functions relating to the Marine Services at Vizag, Gangavaram Locations, as well as the full range of support services to the Operations and adherence to excellence customer services in order to carry out the responsibility and to meet the expectation of the customer/principals to ensure the safe and smooth turnaround of all appointed vessels within the jurisdiction of the port office, managing vessel requirements, procurement of relevant vendor services, and undertaking vessel boarding as required.

This position should involved ensuring QMS standards are adhered to consistently in all operational activities, and to ensure required operation excellence in Marine Services are practice in order to meet and exceed the expectations of the customer

• Attending vessels Inward/outwards formalities for all vessels at Vizag / Gangavaram Locations.
• Communicate with the vessel’s masters on pre-arrival documents requisition and other day to day operational requirement for turnaround of smooth port call.
• Communicate with Principals/ Owners for day to day operational requirement i.e. crew changes, Ships Spares and other Husbandry related activities.
• Attending Husbandry related services i.e. Crew Changes, CTM Delivery, Ships Spares Clearance, Crew Medical Attendance Etc...
• Preparation of Port Disbursement account of Enquiry received from owners and respond with in 12 Hrs on receipt of enquiry and along with relevant port restriction and Information.
• Processing documentation with local authorities Customs, Port, Immigration and Health such as Import General Manifest, Pre-Arrival Documents, Entry Inward, Port Clearance and Export general manifest etc...
• Utilize OneDA and Optic as per Standard Operating Procedures
• Preparation of Market Intelligence, Port Line up, Dry Bulk and Fertilizer reports or any other report required by the Management as and when required and reports Operations Manager ECI and Country Manager India.
• Ensuring all QMS and Health and Safety standards are being followed in case for all Operational activities
• Excellent Knowledge of Marine Operations inclusive Shipping Agency, Owners protecting agency, Crew Logistics, Husbandry Services, etc.
• Well versed with the documentation and local procedures, maintaining detailed SOP for Marine services and needs to update as and when required.
• Supports to Commercial Team, Country Manager, Operations Manager ECI for any operational related requirements.
• Team building and able to attend the task individually.
• Assist principals with the requisite documents to obtain various statutory clearances.
• Ensuring Zero facilitation/ gifts on board the vessel and NIL complaints from Master and Principals.
• Ensure Documentation Agents, Vendors (Hotel and Transport) vendors adhere Inchcape Health and Safety standards in all accepts.
• 100% adherence of ISS HSSE Requirements and complete all the risk assessments and other related documents.
• Key Accountabilities:

Administrative and Clerical Support: Providing a full range of administrative and clerical Support to the Marine Services Manager to ensure smooth functioning of the business through Consistent, fair and equitable administrative practices and in congruence with the QMS standards of the ISS.

Marine Coordination: Checking vessel / Cargo related statistical data for the purpose of verifying their Accuracy, completeness and compliance with established standards and making corrections as necessary and inform the Manager for further strategic action of any deviancy.

Teamwork: Keeps other colleagues to be updated of progress made with discharge operations for the purpose of advising them promptly of any problems arise and to enable them to inform the Principals in good time

Reporting: Monthly preparation and submission of Marine Services operational, report to the Principal, to provide updates of performance and any irregularities and to ensure monthly submission of other operational, commercial and quality assurance reports.

Data Integrity: Supervising the integrity accuracy and timely updates and application of system to meet the Principals’ requirements and KPI within company set parameters

Customer Service Excellence: Identify, understand and meet internal customer needs by demonstrating high level of commitment and applying maximum efforts to achieve results to the highest quality standards thus maintaining and exceeding customer satisfaction. Applying promptly corrective actions to the service failures and ensuring that they do not reoccur in the future.

Coordination and documentation: Coordinates with the Marine Services Ops Executive to ensure a consistent, effective and professional delivery of services are taking place and consistent with customer instruction and prescribed corporate guidelines.

Marine Activities : Assisting marine activities / CLS Jobs / crew handling / preparing statement of expenses and forwarding the same to H.O.

HSSE - Health, Safety, Security and Risk (Mandatory requirements) Ensure Compliance to all relevant safety, Quality and environmental procedures and controls across the department to guarantee employee safety, legislative compliance, delivery and ISS HSE policies and procedures.

• Accountable for assessing HSSE risk and implementing risk controls within area of responsibility.
• Accountable for reporting all accidents, incidents and near misses whether the persons are injured or not.
• Taking action within area of accountability to ensure the HSSE of both the job holder and other persons who may be affected by acts carried out or failed to be carried out by the job holder while at work.
• Ensure full compliance with the ISS HSSE Management System

Market Intelligence: Maintain awareness of developments across industry by communication the market research to the Commercial team and Senior Management teams locally and regionally to ensure that the company continues to apply the most effective policies and approaches. Monitor competitors actively and ensures that the appropriate responses are developed to any perceived threats to business. Analyse trends in the business environment, help to develop products / services that are responsive.

Key Deliverables:

• Timely, friendly and approachable delivery of administrative services and excellent Do Management
• Good client satisfaction and positive feedback from team
• Strict adherence to the QMS policy and excellent utilization of Marine Services in all business
• Transactions and documentations
• Allocated work performed efficiently i.e. in line with required timelines & deadlines
• Data / documents prepared accurately as per deadlines with good attention to details
• Assistance and support provided to manager and colleagues
• Files are accurate, kept confidential and staff can locate easily when needed
• Essential:
• Minimum 3 years’ experience in Shipping Vessel Handling, Husbandry related Matter, Port Operations and Port Agency services preferably in the related field.
• Strong written and verbal communications skills with the ability to convey messages to others when English is not their first language
• Competence user of full Microsoft Office package including Word, Excel and Outlook
• Desirable:· An imbedded awareness of the market.
• (Operational Risk, Health and Safety, Compliance and Corporate Mission Statement.)I will ensure that I read, understand and comply with all company HSSE, Compliance and Ethics policies and procedures in effect in the Company’s Intranet, Athena, which may be updated from time to time- and avoid any activity that might lead to, or suggest, a breach of these policies. If there is an element of doubt, I will seek clarification. The term ‘Compliance’ covers all legislation, rules and codes in which the company must adhere to. I confirm that I will satisfactorily complete any training in relation to HSSE, Compliance and Ethics, as deemed necessary by the Company and will continually support and demonstrate the principals laid out in the ISS Code of Excellence and ISS Mission Statement. I understand that a breach of Company policies or failure to carry out necessary training may lead to disciplinary action being taken.
• Management of Risk:
• · Enlightened business acumen and strong people management skills.
• · Prior experience in marine agency field desired

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