Operations Manager

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Job Description

Fiji Ships & Heavy Industries Limited(FSHIL), a business subsidiary of Fiji Ports Corporation Limited is committed to achieving excellence in providing ship repair services, slipway facilities and heavy industry work in accordance to customer requirements and applicable statutory and regulatory requirements.

Responsible to plan, direct, manage and facilitate quality ship repair, heavy industries and construction services effectively and efficiently in compliance with ISO/IACS/MSAF standards. This role reports to the Chief Executive Officer of Fiji Ports Corporation Limited.

Outcomes

Organisational Stakeholders
1. All administrative functions are handled systematically and efficiently.
All reporting requirements of the Executive Management are timely met. Operational Report Accident Report Risk Mitigation Report Proposals and projects Budgets and forecasts All departments requisitions are timely approved. All manpower requests are timely approved. Payroll timesheets and cheques are timely approved. Oversee Departments Daily Department Update Report and ensure it is submitted to HR Department before COB daily. Approve all departments daily Activity in The Box (AIB) ensuring it is accurately filled, tallied, signed and submitted to Human Resources Department. Oversee Detail Work Schedule and ensure it is submitted to HR Department and other stakeholders before starting a new project. Any variations in the Master Schedule and Detail Work Schedule is efficiently communicated to management and other stakeholders. Ensure all departments Monthly Department Update Report is submitted in a timely manner. Oversee benchmarking with other competitors and maintaining of records of vessels and its uphauled timelines with other dry docks. Monitor attendance and punctuality of all employees and advise HR Department for appropriate disciplinary action. Oversee Disciplinary Hearings and investigations to ensure appropriate disciplinary action has been taken.
2. Quality and Efficient Services Delivery is assured
FSHL Quality are used and defects are rectified and removed to meet IACS standards. Vessels are repair in accordance to IACS standard. Clients are provided timely booking forms, booking schedules, quotations and accurately and timely advised on work in progress. Vessel owners/agents are advised regarding repair schedules, obstacles and unforeseen circumstances that may delay project completion. Providing profession advise to customers and all stakeholders
3. All internal and external communications handled effectively and professionally.
All correspondence to Change Management Committee Executive Management, Customers and other stake holders delivered efficiently. All correspondents received from Executive Management for employees communicated effectively and efficiently. Have meetings to brief all departments on for targets, budget, financial status, punctuality and absenteeism management. Confidential documents handled with professionalism. Effective assistance provided to all internal and external customers and stakeholders as required
4. Stakeholder management ensured
Liaise with MSAF to ensure repairs comply to MSAF, IACS and other maritime regulatory standards. liaise with relevant authorities and external parties as and when required and instructed liaise with vessel owners and suppliers as and when required and maintain the database
5. Organization objectives, policies and procedures are effectively addressed supported efficiently.
Practice of all Standard Operating Procedures (SOP’s) by all departments is ensured at all times Effective assistance provided to all departments to implement ISO/IACS standards Effective assistance provided to all departments to implement HR/ER/IR & OHS policies
6. FSHIL’s reputation, profitability and performance is supported
High professional standards contribute to the organization’s success Deadlines and service level agreements met at all times High ethical standards met at all times Excellent teamwork aimed to achieve business outcomes efficiently and effectively. Organization’s efficiency and improved productivity supported through process improvement and cost reduction initiatives. Contributions made towards the organization’s profits in line with the scope of the work. Cost reduction initiatives Modern technology and innovative methods/solutions used to achieve results Any other work-related task assigned by the Executive Management that is within the capacity of the position holder in performed; team work is demonstrated
7. The organization’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
8. Effectively lead and manage overall operations of FSHIL and provide reports in a timely manner
Design and implement FSHIL’s Corporate and Strategic Operation Plan Design and implement FSHIL’s Risk Management Plan Conduct awareness on good governance, ethics and code of conduct at all levels Conduct awareness on quality and efficient delivery of services with cost effective measures at all levels  Design and conduct awareness and implementation of FSHIL’s quality checklist for ISO Audits and Marine Regulator’s requirements (IACS & MSAF) Integrate Customer Focus Across the organization on Service Marketing Strategy Liaise with Industry Advisory Committee (IAC) though Fiji Higher Education Commission Visit and conduct awareness to potential clients on FSHIL’s core business roles and services Design and implement tailor made educational training programs to suit FSHIL’s operational needs such as Docking Plan Certification etc. Design and implement organization’s Balance Score Card  Develop and apply Marketing Strategies for acquisition of new businesses Prepare FSHIL Board Papers to the CEO Prepare new planned project proposals with analysis for executive management decision making Prepare flying minutes to Change Management Committee Use analytical tools to retrieve data though posted questionnaires to internal and external clients for management decision making Prepare monthly project data to provide; Capacity Utilization Rate Records of Monthly Projects Human Capital Value Added Records of competitors and project analysis Project Schedule Variance Delay Project Records Records of re-done works with cost analysis Prepare FSHIL’s Annual Budget (CAPEX) with Repair and Maintenance Budget (R&M) Prepare Monthly Production Report Advise Ship Owners, Operations Team and all stakeholders of IACS, MSAF and ISO standards and compliance
9. Ensure effective management of all ship repair and heavy industries projects in cost effective and efficient manner
Oversee slipping schedules and progress reports ensuring that quality or work performed meets specification, cost and schedule Ensure all projects are completed with best quality and efficiently meeting the customer requirement and satisfaction In conjunction with Works Manager, Estimation Department and Finance Department, oversee the execution of works schedule and budget to ensure timely works within project budget. Ensure proper planning, monitoring and managing of budgets and changes in budget and project schedules and providing timely update to the Change Management Committee/Executive Management. Review progress reports to resolve issues by directing investigations to find the root causes for return work and minimize by imposing good work ethics and craftmanship. Oversee management and monitoring of overhead costs for all departments. Ensure efficient time management must be visible at the production level. Oversee development and implementation and review of standard operation procedures to ensure effective and efficient working practice at all times Plan and implement strategic objectives to ensure improvement in overall operations.
10. Ensure all operations and slipping facilities are in good operating condition at all times
Preventive maintenance programs for the slipway facilities developed and implemented in a timely manner. Ensure routine servicing and maintenance of slipway facilities, machines and equipment’s are carried out in a timely manner. Ensure down-time for any slipway facility in the event of break down does not take long time.
11. Liaise and advise human resources department for manpower management and ensure that a systematic approach to training is maintained in the company.
Approve manpower requests to ensure it is accurately requested by all departments and it is with in the manpower budget. Ensure that there is adequate project manpower available for all projects in a timely manner. Review and streamline organization structure to improve workforce effectiveness and efficiency. Liaise with Works Manager and Supervisors to identify performance gaps and advise human resources department for guidance in performance improvement. Liaise with Human Resources Department in providing overall growth and development of the management team through applying proven methods of mentoring and training. Motivate supervisors and employees for further education and trainings to further enhance their knowledge and skills. Manage all employees.
12. Liaise and advise OHS Team to ensure Occupational Health and Safety compliance
Ensure through 5S is executed around the premises to meet ISO standards. Ensure OHS accidents are reduced and compulsory use of safety and protective equipment and where necessary is strictly enforced.  Slipway premises are regularly cleared of any overgrowth, waste materials and litter disposed of and worksites kept clean, tidy and safe at all times.  Strict internal accident/incident reporting procedures developed, implemented and followed. Workplace accidents are kept at minimum levels and all incidents are thoroughly investigated and remedial measures taken to avoid reoccurrence. Development and implementation of risk management and risk plan framework (Contract of engagement for ship owners as disclaimer/waiver for use of the slipway facilities).

Responsibilities - Critical Competencies

Competence	Description

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Diploma in Marine /Mechanical Engineer
Preferred
Certificate	Engineering, Business and/or management	Certificate or Diploma or Degree and Post graduate in relevant field.

Work Knowledge and Experience

1. 5 years’ experience in managerial role within ship repair, heavy industry or as a marine engineer is preferred
2. Demonstrated advance knowledge in Fitting, Machining, Fabrication, Welding and Mechanical related tasks
3. Proficient with common productivity software including Microsoft Office
4. Membership of appropriate Professional Institution
5. Experience in leading and managing teams
6. Experience in identification and managing risks

Requirements

Language Proficiency
Excellent command of English
Excellent interpersonal/communications skills
Ability to communicate in other local languages
Regulatory Compliance Requirements
Drivers Licence
Wireman's Licence
first aid
OHS
IACS
MSAF
ISO
Statutory Compliance
ERP

Interactions

Interaction	Comments
Internal
All staff
External
Staff
Stakeholders

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.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Innovative	Devises new and creative ways to do things comes up with original ideas.
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
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Realistic	Shows concern for facts and reality, rejecting the impractical.
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
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Challenger	Queries, tests information/beliefs and provokes thought.
Initiative	Takes action and makes decisions without the help or advice of other people.
Reflective	Takes a thoughtful and deliberative approach.
Well organised	Controls tasks in a well thought out and critical manner.