Job Description

1. ROLE PURPOSE

The Port Operations Coordinator is responsible for the end-to-end coordination of vessel calls, port services, and cabotage operations across the Company’s Mozambican port network. The role is central to ensuring vessels are handled efficiently, compliantly, and commercially, acting as the primary interface between ship principals, port authorities, government bodies, and internal teams.

The incumbent ensures that every vessel call — from pre-arrival planning through to final disbursement — is executed to the standard expected by principals, and that all regulatory, documentation, and reporting obligations are met without exception.

1. KEY RESPONSIBILITIES

2.1 Vessel Call Management

• Coordinate all pre-arrival, arrival, port stay, and departure activities for assigned vessel calls across Maputo, Beira, and Nacala.
• Liaise with port authorities (Immigration, Customs, ITRANSMAR, Port Health), terminal operators, and ancillary service providers to secure berths, pilots, tugs, and mooring services.
• Issue and manage Notices of Readiness (NOR), Statement of Facts (SOF), and all port related documentation in compliance with principal requirements and port bylaws.
• Monitor vessel movements in real time and escalate delays, exceptions, or port congestion to relevant stakeholders.
• Act as the primary on-call contact for vessel masters and owners' representatives during port calls.

2.2 Documentation & Regulatory Compliance

• Prepare, verify, and submit all customs, immigration, and port clearance documentation
• Ensure compliance with national cabotage regulations and flag-state requirements for vessels operating under Mozambican maritime law.
• Maintain an accurate and current port tariff register and apply correct GRT-based, cargo based, and ancillary tariffs in all PDAs and final DAs.
• Support the internal customs broker with accurate, timely pre-clearance data to eliminate demurrage exposure attributable to documentation delays.

2.3 Disbursement Accounts & Cost Control

• Prepare Proforma Disbursement Accounts (PDAs) for all vessel calls, with full tariff substantiation.
• Verify authority invoices against applicable tariff schedules (Immigration, Customs, ITRANSMAR, Port Health) and reconcile variances before submission to principals.
• Maintain port tariff schedules across all ports, updating within 5 business days of any published revision.
• Flag and escalate any disbursement variance exceeding approved thresholds to the Ships Agency Manager prior to payment.

2.4 Client & Principal Relations

• Serve as the operational point of contact for ship owners, operators, charterers, and cargo interests throughout the vessel call lifecycle.
• Prepare and distribute timely port progress reports, delay notices, and post-call summaries to principals.
• Manage complaints or service failures professionally and escalate unresolved issues through the correct internal channels.
• Support business development by providing port cost estimates and operational intelligence to the commercial team as required.

2.5 Cabotage & Coastal Operations

• Coordinate cargo movements and vessel scheduling for coastal/cabotage voyages between Mozambican ports, ensuring compliance with the Mozambique Merchant Marine Act.
• Maintain vessel voyage records, cargo documentation, and crew change logistics for cabotage-deployed vessels.
• Liaise with the CDM (Container Depot Management) function on container positioning, release, and restitution relevant to coastal cargo.

2.6 Reporting & Systems

• Maintain accurate, real-time records in the company's port management and agency software (e.g., ALPS / Softship or equivalent).
• Submit weekly and monthly operational KPI reports to the Ships Agency Manager, including call volumes, turnaround times, and DA accuracy rates.
• Participate in post-call reviews and contribute to continuous improvement of port operations SOPs.

3. KEY PERFORMANCE INDICATORS

KPI

Measure

Target

Frequency

PDA Accuracy

Variance between PDA and Final DA

≤ 5% per call

Per call

Documentation Timeliness

Clearance docs submitted on time

≥ 95% of calls

Monthly

Demurrage (Customs)

Demurrage attributable to doc delays

Zero tolerance

Monthly

DA Turnaround

Days from vessel departure to final DA

≤ 5 working days

Monthly

Tariff Register Currency

Days to update after published revision

≤ 5 business days

As required

Principal Satisfaction

Formal complaints received

< 2 per quarter

Quarterly

System Data Integrity

Vessel call records with complete data

100% within

24hrs

Monthly

1. QUALIFICATIONS & EXPERIENCE

Minimum Requirements

• Diploma or Degree in Shipping, Maritime Studies, Logistics, Business Administration, or a related field.
• Minimum 3 years' experience in port operations, ship agency, or maritime logistics in a Southern African context.
• Solid working knowledge of Mozambican port tariff structures (Immigration, Customs, ITRANSMAR, Port Health)
• Demonstrated experience preparing and reconciling Disbursement Accounts.
• Proficiency in Microsoft Office (Excel essential); experience with port management software advantageous.
• Fluent in English and Portuguese (written and spoken) — both languages used daily in this role.

Advantageous

• Familiarity with ITRANSMAR filing systems and Mozambican cabotage regulatory framework.
• Experience with container depot or CDM operations.
• Prior experience across multiple Mozambican ports (Maputo, Beira, Nacala, Pemba).
• Understanding of SADC maritime trade corridors and multi-modal logistics.

5. COMPETENCIES

Behavioral

Technical

• Meticulous attention to detail
• Port tariff application & PDA preparation
• Ability to perform under pressure in a 24/7 environment
• Customs & immigration documentation
• Strong stakeholder communication at all levels
• Maritime regulatory compliance (INAMAR, ANE)
• Proactive problem-solving and escalation judgement
• Port management software proficiency
• Commercial acumen — cost awareness in every decision
• Cargo documentation (manifests, B/Ls, SOF)
• Accountability — ownership of the entire call lifecycle
• Data reporting and KPI tracking