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Coordinator - Chartering

2 weeks ago

Qatar Milaha Full time

**Communication**
**Internal Communication**:

- Container Shipping department
- Finance department
- Legal department
- Procurement department
- Internal Audit department

**Purpose**:

- Follow up with colleagues from Container shipping on the operational information from the vessels.
- Follow up with Finance dept for the timely payment/collection of the hires.
- Follow up with Legal department on the endorsement of contracts
- Follow up with Procurement on the timely payment of the hires
- Attend request from Internal Audit and escalate as appropriate.

**External Communication**:

- Vessel Brokers

**Purpose**:

- Follow up with Brokers for the appropriate settlement of the invoices and acceptance of expenses deducted.

**Minimum Qualification/Experiences/Skills**
**Education & Professional Qualification**:

- Technical degree or similar.

**Professional Experience**:

- 2 to 5 years in administrative tasks. Ideally with knowledge in finance, data bases, vendor management
- Strong analytical skills with the ability to interpret complex data and draw meaningful conclusions
- Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams.
- Attention to detail and ability to work efficiently in a fast-paced environment.

**Geographic Experience**:

- Middle East experience is a distinct advantage.

**Computer Skills**:

- Proficiency in Microsoft Excel and other data analysis tools.

**Language Skills**:

- English critical; Arabic is a plus.
- Ability to simplify technical information into easy understood documents.

**Market / Industry / Functional Knowledge**:

- Achievement Orientation: Undertakes tasks with a focus on results. Demonstrates self-motivation and ambition for personal and professional accomplishments. Shows a competitive drive to accomplish tasks efficiently.
- Analytical Thinking: Effectively analyses problems and resolves complex issues. Considers long-term impacts and anticipates future consequences and trends. Generates new insights and produces innovative solutions.
- Customer Focus: Service-oriented and committed to meeting the needs of both internal and external customers. Maintains effective relationships and handles challenging customers diplomatically. Acts with the customer's needs in mind.
- Relationship Building: Develops relationships and networks, collaborating effectively with others. Communicates and negotiates persuasively to achieve goals.
- Organization Skills: Plans work effectively, prioritizing tasks and managing resources efficiently. Maintains focus on objectives.

**Responsibilities/Communication/OHSE**
**Key Roles & Responsibilities**
- Maintain and update databases of the charter market.
- Track and maintain records of vessel owners' expenses reported by Feeder Operations, including relevant supporting documents.
- Prepare payment and collection memos, adjusting final amounts based on owners' expenses and other charges, as provided by Feeder Operations.
- Manage and update the department archive, ensuring all contracts complete the approval cycle per DOA, are signed by all parties, and are readily accessible.
- Compile the chartering weekly report for management.
- Follow up on post-fix requests from brokers and vessel owners.
- Prepare the Final Statement of Accounts at the end of the hire and liaise with Finance and Brokers for final settlement.
- Follow up with internal and external stakeholders for the signature and approval of Contracts and other contractual documents.
- Analyze and redesign processes to achieve measurable improvements.
- Collaborate with Business Unit colleagues to review operating procedures and enhance process efficiencies.
- Assist in establishing, implementing, and refining standard processes for all aspects of Chartering.
- Assumes ownership and responsibility for data accuracy, completeness, consistency, integrity, timeliness, conformity, and validity within established data governance policies.
- Communicates regularly about operational performance issues, process flows, customer requirements, and account-specific issues. Includes analysis, insights, and recommendations.
- Supports internal development initiatives (e.g., cost-cutting initiatives) within the Business Unit and leads where required.
- Leads the development of a continuous improvement mindset within the Chartering team through communication, structure, follow-up, and personal example.
- Adheres to prescribed systems, processes, and procedures in the workplace to ensure compliance with legal, regulatory, and other standards.
- Prioritizes safety at all times, safeguarding the health and well-being of all individuals in the workplace.
- Undertakes any other job-related responsibilities as delegated.

**Minimum Qualification/Experiences/Skills**
**Education & Professional Qualification**:

- Technical degree or similar.

**Professional Experience**:

- 2 to 5 years in administrative tasks. Ideally with knowledge