Disbursement and Administrative Officer

Emcar Group is hiring a dynamic and experienced individual as Disbursement and Administrative Officer for our Shipping department.

Key Objectives of this position:

The Disbursement and Administrative Officer is responsible for overseeing the administrative functions of the port agency and ensuring the accurate and timely processing of disbursement accounts. This role involves coordination with various departments, handling financial transactions, and maintaining accurate records to support the agency's operations. 

Key Job Responsibilities:

Administrative Duties:

• Manage day-to-day office operations, including scheduling meetings, handling correspondence, and maintaining office supplies;
• Organize and maintain files and records, both physical and electronic;
• Prepare and distribute internal communications and reports;
• Assist in the preparation of documentation for port calls and other agency activities;
• Coordinate with external vendors and service providers as needed.

Disbursement Account Management:

• Prepare and review disbursement accounts, ensuring accuracy and compliance with company policies and client requirements;
• Coordinate disbursement accounts and financial transactions related to port calls, including port dues, agency fees, pilotage charges, berth fees, and other expenses incurred during vessel operations.
• Reconcile invoices and ensure all expenses are accurately recorded;
• Process payments to vendors and suppliers, ensuring timely and accurate disbursements;
• Monitor account balances and maintain detailed records of all financial transactions;
• Handle any discrepancies or issues related to disbursement accounts efficiently and effectively.

Financial Reporting:

• Prepare regular financial reports and statements for management review;
• Assist in budgeting and forecasting activities;
• Ensure compliance with financial regulations and internal controls;
• Collaborate with the finance department to ensure accurate financial record-keeping.

 Customer Service:

• Serve as a single point of contact for clients regarding disbursement accounts and administrative matters;
• Address client inquiries and resolve issues related to disbursements in a timely manner;
• Providing excellent customer service and maintain positive relationships with clients.

Communication and Collaboration:

• Communicate effectively with internal departments, external vendors, and stakeholders to coordinate disbursements and clearing activities.
• Stay updated on changes in regulations and procedures affecting disbursement and clearing processes.

Risk Management:

• Identify, assess, and mitigate financial risks associated with disbursements, including currency fluctuations

 Learning and Development:

• The Disbursement and Administrative Officer will participate in continuous personal development and other initiative to enhance his or her financial and administrative knowledge and processes.

 Other Duties:

• Participate in continuous improvement initiatives to enhance financial and administrative processes;
• Support special projects and assignments as required by management;
• Ensure compliance with company policies, procedures, and standards.

Qualifications & Experience:

• ACCA Level 1 or above;
• At least 1 year experience in accounting or other related field;
• Strong organizational and multitasking skills;
• Excellent attention to detail and accuracy;
• Proven experience in financial roles, preferably in the maritime or port agency sector;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), SAP Business One and accounting software.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Knowledge of maritime industry practices and regulations is a plus.

Working Conditions:

• Full-time position.
• Office-based at Roche Bois with occasional visits to the port and other related locations.
• Disbursement and Administrative Officer may require occasional overtime to meet departmental obligations.

Overall, the role of the Disbursement and Administrative Officer is critical in ensuring accurate, efficient, and transparent financial management of port calls and vessel operations, contributing to the overall success and profitability of the port agency or maritime company.