P&O Maritime Logistics - Coordinator - Ship Management

Job Description

ABOUT THE ROLE: :

Based in Dubai at our UAE Ports Operations Office the job holder is required to perform administrative duties to support the Corporate Ship Manager, and act as a central point of coordination and communication for smooth operations.

Operations

KEY ACCOUNTABILITIES:

• To assist the Corporate Ship Manager in:
• Preparing and consolidating the annual operations budget.
• Preparing minutes for all management meetings.
• Preparing weekly operations reports, monthly reports, and quarterly presentations as required.
• Completing any other tasks assigned by the Corporate Ship Manager.
• To raise and maintain a log of CAPEX/OPEX for all Operations Departments.
• To arrange and assist in obtaining gate passes for visitors and suppliers.
• To maintain and register paper records for the Operations office.
• To assist with documentation for special projects.
• To create, maintain, and update a database of operational details and vessel brochures; electronically archive this data according to Management System guidelines.
• To establish good communication with clients by addressing queries, including but not limited to meet-and-greet arrangements and complaints, to improve customer satisfaction
• To maintain and update the emergency contact list regularly and distribute it to all relevant parties.
• To raise RFQs in Oracle Fusion for all materials and services as needed, including completing GRNs.
• To assist other departments in raising RFQs in Oracle Fusion, including GRN completion, as required
• To prepare Business Travel Requests (BTR) for the Corporate Ship Manager traveling outside the UAE for business, and coordinate with DW Travels.
• To prepare Business Travel Requests (BTR) for consultants traveling to the UAE as per the approval of the Corporate Ship Manager, and coordinate with DW Travels.
• To submit AFE requests through the DPW Portal with supporting documents.
• To create project codes in Oracle Fusion based on approved AFEs.
• To coordinate with the IT Department on IT issues related to common areas and assist other departments with their IT issues as required.
• To create project codes in Oracle Fusion based on approved AFEs.
• To liaise with other departments.
  
  

Hsseq

• Assists the HSEQ Officer in carrying out proactive periodic audits of the management system and reports and acts on the findings.
• Prepares regular HSEQ required reports to be presented to the HSEQ Officer as required.
• Assists in building and developing HSEQ training programs & Campaigns
• Coordination with HC Departments on all HSEQ related programmes and internal training courses as required by Company and Clients.
• Coordinates with the relevant Departments to ensure risk control measures within the risk registers are adequately in place with items closed out.
• Keep up to date with relevant legislation and other requirements. Maintain up to dated HSE Legal Compliance Register.
• Assist in monitoring of HSEQ objectives and updating Group Key Performance Indicator (KPI).
• Facilitate and manage Incident Register, Action Tracking Register, Drills and Inspection Register Audit, Publication and Safety Observation Trackers.
• Provides administrative support in the development, review and distribution of new policies, procedures, manuals and training material providing uniformity and centralisation.
• Participate in detailed incident investigation and root cause analysis and responsible for communication of incident report.
• Carry out compliance audits/gap analysis and prepare gap analysis reports and non-conformity reports where appropriate.
• Discuss analysis/trends of HSEQ data and proactively identify areas of risk.
• Assist HSEQ Officer in representing the company when required on HSEQ issues, inspection and audits carried out by the client and regulatory authorities.
• Provide HSE input to bid and tenders as required.
• Monitor the implementation and review the effectiveness of corrective actions.
• Monitor performance of suppliers from a HSEQ perspective.
• Assist with external audits where necessary.
• Provides assistance to arrange and coordinate HSEQ meetings such as agenda, resources, bookings etc.
• Submits to all staff safety and environment alert, fleet memos, posters where required, safety competition results and HSEQ enhancing literature.
• To develop, manage and maintain a document control structure across the Business Unit.
• Trains individual staff in specific document access and control measures.
• Controls document history, revision and distribution lists including removing from service the old and obsolete HSEQ management system documents.
• Ensure that access to company’s server is appropriately assigned and controlled.
• Supervises internal and external transmittal forms for document management and ensure they are signed off.
• Conducts document control audits to ensure the latest versions of management system policies and procedures are present at each department whether electronically or in hard copy.
• Compliance with the company HSEQ policies and procedures
  
  

Others

• To ensure proper company branding on all items requiring the company logo.
• To assist other departments as and when required.
• To always follow company HSSEQ rules and regulations and report any observed anomalies.
• To assist the HR department with events as required.
• To serve as Sustainability Champion, in coordination with HR and HSSEQ.
• Any other task assigned by the Line Manager in line with the primary objective of the role.
  
  

Qualification & Experience

• Certificate/Diploma in Business Management or related course.
• Secretarial Course or similar or higher administrative degree.
• Minimum 3 years of administrative experience required
• Excellent verbal and written English communication skills.
• Full proficiency in MS Office (Excel, Word, PowerPoint, Outlook) is mandatory.
• Knowledge of computer applications like Adobe Acrobat, Firefox, etc.
• Experience/exposure in marine industry is an advantage.
  
  

About Us

ABOUT THE BUSINESS

P&O Maritime Logistics (POML) is a leading provider of marine solutions with focus on offshore energy, port services and logistics. The company provides a wide portfolio of value-added marine services and ability to integrate these offerings for its customers – always with safety and the environment at the forefront.

Headquartered in Dubai, the company has operations globally across all seven continents.

In July 2019, Topaz Energy and Marine was acquired by DP World, merged with P&O Maritime and started operating under the P&O brand as P&O Maritime Logistics.

www.pomaritime.com