Port & Vessel Agent

Job Purpose

To coordinate and manage all port call activities, vessel agency services, and logistics support operations to ensure the safe, efficient, and compliant movement of vessels, personnel, equipment, and cargo. The Port & Vessel Agent acts as the primary liaison between vessel operators, port authorities, clients, customs, immigration, and service providers while ensuring compliance with applicable maritime, port, and HSE requirements.

Key Responsibilities

Vessel Agency Operations

• Coordinate vessel arrivals, berthing, cargo operations, and departures.
• Arrange port clearances, customs, immigration, and health formalities.
• Act as the primary point of contact between vessels, clients, port authorities, and service providers.
• Ensure all vessel documentation is prepared, submitted, and maintained accurately.
• Monitor vessel schedules and communicate operational updates to stakeholders.

Port Operations Coordination

• Coordinate pilotage, towage, mooring, bunkering, waste disposal, freshwater supply, crew changes, and other port services.
• Ensure vessel operations are conducted efficiently and in accordance with port regulations.
• Monitor vessel turnaround times and identify opportunities to improve operational efficiency.
• Resolve operational issues and coordinate emergency support when required.

Logistics Support

• Coordinate the movement of personnel, equipment, materials, and offshore supplies.
• Support drilling and offshore operations through effective logistics planning and execution.
• Arrange transportation, warehousing, and cargo handling services as required.
• Monitor the delivery and receipt of critical equipment and materials.

HSE Compliance

• Ensure compliance with company, client, port, and regulatory HSE requirements.
• Promote a strong safety culture and adherence to industry best practices.
• Participate in risk assessments, toolbox talks, incident investigations, and safety meetings.
• Ensure all activities comply with applicable OGP, maritime, and port safety standards.

Client and Stakeholder Management

• Maintain effective working relationships with clients, vessel crews, government authorities, contractors, and service providers.
• Provide timely operational reports and updates.
• Respond promptly to client requests and operational requirements.
• Support audits, inspections, and client visits.

Documentation and Reporting

• Prepare and maintain port call documentation, vessel files, manifests, cargo documentation, and service records.
• Generate operational and financial reports related to vessel calls and agency activities.
• Ensure accurate recordkeeping and document control.
• Prepare post-port-call reports and cost summaries.

Minimum Qualifications

• Diploma or Degree in Maritime Studies, Logistics, Supply Chain Management, Port Operations, Business Administration, or a related field.
• Maritime agency, logistics, or port operations certification is advantageous.

Experience Requirements

• Minimum 1 year of experience in drilling logistics operations.
• Minimum 5 years of experience in logistics support operations, preferably within the Oil & Gas, marine, offshore, or port environment.
• Minimum 3 years of experience working within OGP-compliant HSE systems and standards.
• Experience coordinating vessel port calls, offshore supply operations, and marine logistics activities is highly desirable.

Language Requirements

• Fluent written and spoken English is essential.
• Additional regional or international languages will be advantageous.

Skills and Competencies

• Strong knowledge of port operations, vessel agency services, and marine logistics.
• Understanding of customs, immigration, and maritime regulatory requirements.
• Knowledge of offshore drilling support logistics and supply chain processes.
• Strong planning, coordination, and organizational skills.
• Excellent communication and stakeholder management abilities.
• Ability to work under pressure and manage multiple vessel operations simultaneously.
• Strong problem-solving and decision-making skills.
• Proficiency in Microsoft Office and logistics/operations management systems.

Key Performance Indicators (KPIs)

• Successful and timely execution of vessel port calls.
• Compliance with port, customs, immigration, and HSE requirements.
• Zero safety incidents attributable to agency operations.
• Timely delivery of logistics support services.
• Client satisfaction and service quality performance.
• Accuracy and completeness of vessel and cargo documentation.
• Efficient vessel turnaround times and operational coordination.
• Compliance with OGP and company HSE standards.

Operational Requiement

During active operations, shall maintain a 24/7 operational manning regime by rotational shifts, including nights, weekends, and public holidays, for all operational roles required to support vessel operations, loadouts/backloads, quayside activities, yard operations, customs and materials handling, and time-sensitive drilling logistics.