Hub Administrator Team Lead

Join our global team for a career filled with opportunities to solve challenges both small and large local and global simple and complex.

Purpose

To supporting WPS Hub Agents and Hub customers in fulfilling all administrative tasks that comes from delivering Hub Agreements (HUB) to contracted customers. To plan and manage all activities related to the Hub Administrators in Hub Operations and ensure appropriate competence is available to assist the network.

Interrelations

This position reports toHub Agency cooperation with Hub Agents is required.

Formal authorities

The position has the authority to act within this Functional Description agreed budgets and within the chart of authority as outlined in the companys Global Integrated Management System (GIMS).

Main responsibilities

• Responsible for checking disbursement accounts (DAs) based on the guidelines presented by the principal and within the WPS Ships Agency SOPs.
• Ensure DA verification requirement is fulfilled as per principals guidelines and contractual terms.
• Coordinating any required administrative clarifications between Local Agents and Principal
• Responsible for ensuring that all internal and external requirements related to filing and storing of documentation related to disbursement accounts are fulfilled.
• Complete checking and finalising the disbursement account within agreed KPIs (either internal KPIs or those agreed with the principal).
• Responsible for ensuring the accuracy of data within the disbursement account.
• Maintain oversight on DA production in Hub CRM system and follow up with Local Agents and DA Centre for overdue FDAs.
• Ensure Local Agents update the Final Disbursement in Hub CRM system.
• Generate Statement of Account (SOA) to send to Principal.
• Follow up with customers regarding payments on a regular basis. Seek advice from WPS Credit team on best approach. Escalate to Hub Agent and Hub Agency Manager where required.
• Support the Hub Agent in conducting Lexis Nexis (OFAC) screening of the local agent
  • Obtain the mandatory documentation as per Supplier Management System requirements.
  • To register Suppliers and Non-WPS Local Agent into Hub CRM system and trigger approval to Hub Agency Manager for approval after obtaining the IFS Supplier ID.
• To gather information required to help investigation and resolution in Final DA Settlement disputes.
• To follow up complaints/non-compliances through improvement/complaint system in place.
• To administer KPI measurements & performance for the team.
• Ensure business continuity and plan backups.
• Manage Hub Agents including recruitment coaching training and developing.
  

Accountabilities

This position will be measured against:

• DA quality check and production time
• Accuracy of customer disbursement accounts:
  • Team leads in Hub Admin team should raise an IPs against Hub Administrator who missed out invoices.
  • Hub Administrator should raise IP against WPS Local Office when they do not provide invoices variances exceed agreed parameters etc.
• FDA reminders being sent to ensure that we meet Customer requirements of DA Production time.
• Statement of Account being generated towards the customer as per requirement.
• Compliance with all applicable processes.
• KPI as specified in Hub Agreement.
• Vendor Management (Appointment and Settlement of Invoice).
• Work process efficiency.
• Responsible for up keeping good QHSSE (Quality Health Safety Security & Environmental) practices as laid down by the company during your employment at all times.
• HUB Agents results towards delivering contractual service to customer.
• Employee Engagement.

Health & Safety

As an employee:

The employee is responsible to adhere to the companys health and safety* requirements to ensure their own safety and the safety of their colleagues by:

• participating in risk assessment processes in the workplace.
• completing required health and safety training and certifications.
• following safe work practices and procedures and use personal protective equipment (PPE) when required.
• inspecting equipment and the workplace regularly and actively eliminating hazards .
• reporting accidents incidents injuries near misses safety risks and issues of non-compliance with health and safety procedures according to internal procedure.
• Developing the safety culture at own workplace and cooperating with others on matters relating to health and safety.

* this includes physical as well as psychosocial health and safety.

Main Qualifications

• Formal education in business administration or at least 2 years relevant work experience.
• Experience from ships agency operational work or other relevant shipping experience.
• Fluent English both in writing and speaking
• Ability to work independently and systematically.
• Able to meet deadlines through good time management and allocation of priorities.

• Computerliterate.