India - Senior Disbursement Accounts Executive - (Internal Only)

Who we are?

At Inchcape Shipping Services, our vision is to have a connected world in which our customers trade successfully and make better decisions in every port, everywhere. We use technology and our global network to help our partners connect to a smoother, smarter ocean. Inchcape combines its worldwide infrastructure with local expertise through our global network of over 240 proprietary offices across 60 countries and a team of more than 2,500 committed professionals. Our diverse global customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors as well as naval, government, and intergovernmental organizations.

We have an ambitious growth model and a career here is certainly going to be a rewarding one that will allow you to bring your skills & experience. We embrace change and are open to new thinking and pushing for positive change in our industry.

Job Purpose:

The Senior Disbursement Accounts Executive (DA) is responsible for ensuring the accurate and timely processing of Disbursement Accounts (DAs) and vendor invoices received from local port agents and vendors, in strict adherence to procedures established in collaboration with clients.

Key Accountabilities:

As a senior member of the DA Processing team, the individual will be responsible for the management and processing of Disbursement Accounts (DAs) and Vendor Invoices for customers assigned to the team. This includes ensuring compliance with internal policies, client agreements, and operational procedures.

• Review and Verification: Evaluate PDAs, Close Estimates, and Final DAs received from local port agents to ensure accuracy by cross-checking:


• Port Tariffs


• Customer Agreements


• Historical Port Costs


• Statement of Facts (SOF) for Close Estimates (CE) and Final DAs (FDA).

Issue Resolution: Identify discrepancies and raise issues with local port agents to obtain clarifications or credit notes. Escalate unresolved matters to the Assistant Manager within the agreed timeframe.

Cost Allocation: Accurately allocate costs to the appropriate service line and cost code as per the principal's instructions.

Prefunding Validation: Ensure the correct prefunding amount is applied for PDAs/CEs before submission to the client for approval and payment.

Currency and ETA Coordination: Verify that the correct currency is selected, aligned with the Estimated Time of Arrival (ETA) and the respective country.

Client Approval Monitoring: Track client approval of PDAs within the required timeframe before ETA. Flag any operational risks or delays proactively.

Cost Verification for Rebills: Validate costs for rebillable items (Owner’s & Charterers) based on World Scale, standing instructions, or guidelines provided by the principal.

Vendor Invoice Verification: Scrutinize vendor invoices for direct billing, ensuring alignment with agreed rates and SOF.

Final DA Verification:

•  Ensure supporting invoices are legitimate, issued by the actual vendor, and accurately allocated to the corresponding port calls (vessel, voyage, port/terminal).


• Verify invoices on the agent’s letterhead to ensure compliance with regulatory and Anti-Money Laundering (AML) requirements.


• Confirm the appropriate charges are applied where agreements are in place.

Savings Validation: Ensure accurate and timely entry of any applicable savings into the cost system.

Rate of Exchange Posting: Upon receipt of exchange rates from OPTIC/Cash Management, ensure correct posting in PDAs/CEs, Final DAs, and Vendor Invoices.

Rebilling Submissions: Submit Charterer Expenses and Owner Invoices to the Claims/Demurrage team for client rebilling, ensuring accurate documentation and compliance with internal processes.

· Document Approval and Filing: Follow established procedures for document approval and client filing when required, ensuring proper documentation is maintained

Key Deliverables:

•  Ensure all PDAs, CEs Final DAs and Direct billed vendor invoices are processed as per the above procedures in the required timeframe.


• Ensure Prefunding is made by cash management in agreed timeframe


• Post fixture documentation for rebilling is delivered to customers before time bar


• Working with Assistant Manager to provide client reports and monitoring of KPIs


• Help train DA management executives to process their jobs as per the SOA


• Work with Assistant Manager to make client presentations and reports

Required Knowledge

Essential:

Basic accounting knowledge on cost allocation matching prefunding with balances & SOA

Fluent in written and spoken English

Customer service mindset and ability to speak to customers

Should have experience in Ship agency (Operations or finance) or alternatively experience in a shipping

Back office preferably tanker sector

Desirable:

In depth port industry knowledge – tanker preferred

Be able to use web technologies to translate different languages into English

Have experience in managing small teams of people

Proficient with Microsoft Office (Word, Excel)

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