Assist Technical Sup in preparing Authorisation for Expenditure based on the appropriate Work Breakdown Structure and ensure completeness in the scope of work.
Coordinate with the AP team and vendors on advance and milestone payments.
Plan and track all spares and equipment required for drydock.
Update and maintain the Shipment Monitoring Form.
Coordinate, compile and perform verification on manhours and timesheet submitted by service engineers.
Track variation orders from shipyard and update cost control team.
Update and assist in closing out open POs (for POs raised by TE).
Escalate pending drydock tasks, delays, or outstanding issues to the Technical Superintendent.
Maintain proper drydock documentation and ensure all relevant files are accurately saved in the drydock SharePoint folder.
Maintain critical drydock documentation for postmortem review and future planning purposes.
Budget preparation
Consolidate recurring subscription fee listings from SAP/ANS NS and submit to the Technical Manager for reference.
Monitoring of Technical Vessel Operating Expenditure (VOE)
Support the Technical Manager with basic analysis of VOE trends and variances.
Support in the monthly accruals review for Technical VOE.
Asset Management and Compliance
Maintain and update vessel's trading certificates
Apply for the renewal of key certificates such as Bunker Convention Certificate, ship station license and Wreck Removal Certificate from the vessel's flag.
Extract ABS NS reports for circulation and highlight critical issues to the Technical Superintendent and Technical Manager.
Prepare and circulate the monthly vessel compliance status report
Support on documentation requirements in event of insurance claims
Download quarterly class status reports from class websites and arrange distribution to vessels.
Track vessel offloads of lube oil, fuel oil, and fresh water samples for shore-based laboratory analysis.
Other Support
Preparation of purchase orders for Technical related spent
Administrative support to technical team which may include expediting delivery of critical parts for vessels and ad hoc payment request for urgent purchases as well as travel arrangements.
Process non-PO transactions via Esker, including Janeiro billing.
Conduct inventory count reconciliation.
Preferred Experience
Knowledge of other computer software and programs where applicable – SAP, ABS NS, SAP and Microsoft Office tools
Self-driven with excellent multitasking and problem-solving capabilities
Time management skills with a strong sense of prioritization and follow through
Strong execution mindset with expertise in organizing, coordinating, and troubleshooting across functions
Effective communications skills (both speaking and writing)
