About the Role
This position is crucial for maintaining the fleet seafarers’ records and accurately processing their payroll in a timely manner in accordance with applicable company policies and procedures. The role also involves managing marine personnel vendors’ information and ensuring their invoices are processed promptly.
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Responsibilities
- Process the monthly seafarers’ wages on-board and ensure bank account information is up-to-date.
- Capture all eligible allowances while running payroll in accordance with employment contracts and company policies.
- Deduct all advances granted to seafarers.
- Obtain relevant approvals and coordinate with finance and treasury for timely transfers.
- Send pay slips to seafarers via email or crewing software.
- Track salary returns in coordination with treasury and ensure retro payment processes are managed through ad-hoc payments.
- Manage Cash to Master, ensuring proper tracking of deductions against payments and maintaining monthly reconciliations.
- Prepare and post payroll entries into the system, including vessel budgets and accruals.
- Coordinate with GL team and AR to manage payroll costs monthly.
- Monitor and respond to email messages and calls regarding payroll queries.
- Independently manage internal and external audits related to payroll for seafarers.
- Generate and prepare required reports for management.
- Manage seafarers' final and leave settlements according to applicable policies.
- Assist in preparing and finalizing annual bonuses and rewards for seafarers.
- Maintain all personnel data for fleet seafarers and marine personnel vendors' bank accounts.
- Administer marine personnel vendor agreements, ensuring their validity and timely renewal.
- Process and settle relevant vendor invoices on time.
Safety, Health, Environment & Quality (SHEQ)
- Adhere to all relevant SHEQ policies and controls to ensure safe, secure, and environmentally responsible service.
Policies, Systems, Processes & Procedures
- Follow relevant departmental policies and procedures to maintain a controlled and consistent work environment.
Others
- Organize the attendance of marine personnel at seminars and visits to the head office.
- Perform any other duties as directed by the Head of Marine Personnel.
Key Result Areas
- Ensure timely salary payments.
- Maintain secure storage of all marine personnel documentation.
- Uphold payroll confidentiality.
- Ensure timely and accurate disbursement of payroll transactions in compliance with accounting standards.
- Provide timely and accurate reporting.
Interactions and Working Relations
- Internal: Marine Personnel and IT departments to discuss seafarers’ payments and system needs; Internal Auditors on compliance matters.
- External: Marine Personnel Vendors for invoice processing.
Qualifications, Experience and Job Skills
Qualifications:
- Diploma degree in Accounting or Finance.
- Related certificates (e.g., CMA/CPA/ACCA) are an advantage.
Experience:
- 3-5 years of related experience in a similar position, preferably within the industry, with strong payroll and analytical skills.
Job Specific Skills:
- Knowledge of payroll systems.
- Understanding of the maritime industry and its legal requirements regarding the employment of marine personnel.
- Familiarity with travel and government procedures.
- Knowledge of HR principles and practices.
- Proficient in Microsoft Office Suite.
