Harbour Master Coordinator (Operations) v (2.00) [Suva]

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Job Description

The Fiji Ports Corporation PTE Limited (FPCL) is a major player in the maritime transporting industries and the operator of commercial port facilities in Fiji.

Responsible for sustaining all operational activities of the Wharf division efficiently and effectively. This role reports to the Deputy Harbor Master.

Outcomes

Organisational Stakeholders
1. All required operational matters handled and addressed in a systematic, timely and efficient manner at all times:
Source documents, such as, manifests, water dockets, log books and daily operation reports collected summary reports prepared and submitted Updated monthly vessel statistics provided for all ports of entry to the Harbour Master All vessel pre-arrival schedules and actual departures and any other additional requested data, provided accurately in a timely manner to the Records Management Unit within 1 week prior and after Berthing/ vessel schedules maintained efficiently and proactively as per standard any delays avoided Vessels at wharf facilities monitored effectively Compliance in all Ports regulation for charges ensured Queries received from shipping agents attended to promptly and resolved Meetings attended as and when required Support provided professionally to Wharf Attendants as and when required
2. Administrative functions handled systematically and efficiently:
Vessel log updated submissions of the report provided to Finance daily Berth Applications handled postings in SB Client conducted efficiently Immediate vessel movement report/notifications provided to the Revenue Unit at Finance using the SB Client no delayed notifications ensured All invoices charged and batched accurately in a timely manner Captive Space Summary prepared and submitted as required The HM standard operating procedures and business process flows followed and maintained as per company requirements The department and company policies followed and maintained as per company requirements All intact, complete and up-to-date HM administrative/operations filing systems and records maintained Assistance provided to the management in the control of the overtime hours by monitoring rosters in a cost-effective and efficient manner
3. FPCL's reputation, profitability and performance is supported:
Deadlines and service level agreements met at all times Any other work-related task assigned by the Management that is within the capacity of the position holder is performed; teamwork is demonstrated Contributions made towards the organization's efficiency and improved productivity within - cost reduction initiatives process/systems improvement initiatives Contributions made towards the organization's profits in line with the scope of the work Modern technology and innovative methods used to achieve results
4. The organisation's image and value standards demonstrated and upheld at all times:
Confidentiality of all communications upheld at all times A professional and amiable relationship maintained with all stakeholders

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Commercial Focus	Optimize the commercial viability of the organisation.
Quality Focus	Deliver quality.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Operational
Health and Safety	Establish and maintain a safe and healthy work environment.

Qualifications

Qualification	Discipline	Notes
Preferred
Diploma	Business Administration	Diploma in Business Administration/ Management

Work Knowledge and Experience

1. Minimum of 3 years of experience in an administrative and operational role
2. Usage of electronic database and systematic filing system for record management
3. Proficiency with Microsoft Office, Visio and FPCL online reporting systems
4. Demonstrable knowledge of local regulatory requirements

Requirements

Language Proficiency
Excellent command of English
Excellent interpersonal/communications skills
Successful completion of Level 2 Speaking and Writing Test
Regulatory Compliance Requirements
OHS
First Aid
Fire Safety
Skills Assessment
Records Keeping
Good report writing skills
Good customer service skills
Good time management skills

Interactions

Interaction	Comments
Internal
All staff
Harbour Master
Area Managers
Finance Team
HR Team
OHS Officer
Workplace Committees
External
Business clients
Suppliers
Customers/Clients

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Self Sufficient and Assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Conscientious	Demonstrates a sense of right and wrong and a personal obligation to do the right thing.
Initiative	Takes action and makes decisions without the help or advice of other people.
Well Organized	Controls tasks in a well thought out and critical manner

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