Title: Disbursement Account (DA) Controller - Port Agency
Summary:
To manage, prepare, verify, and control vessel disbursement accounts (DA) for port agency operations across multiple ports, ensuring accuracy, cost control, compliance with principals requirements, and timely financial reporting.
Duties and Responsibilities:
DA Preparation & Control
- Prepare Proforma DA (PDA) prior to vessel arrival in coordination with operations teams.
- Compile and issue Final DA (FDA) post vessel completion with full cost breakdown.
- Ensure accurate capture of all port-related expenses (pilotage, towage, berth charges, stevedoring, etc.).
- Maintain strict control over cost coding and allocation across multiple vessel calls.
Multi-Port Oversight
- Oversee DA preparation and cost control across multiple ports/locations.
- Standardize processes and ensure consistency in DA formats, cost structures, and reporting.
- Monitor and benchmark port cost variations across locations.
- Provide management with comparative cost analysis and insights for different ports.
- Ensure alignment with local port regulations and tariffs in each jurisdiction.
- Support regional operations teams with cost estimates and financial guidance.
Invoice & Cost Verification
- Verify supplier invoices against agreed tariffs, contracts, and port authority rates.
- Ensure complete and compliant supporting documentation (invoices, receipts, SOAs).
- Identify discrepancies and resolve issues with vendors or internal stakeholders.
Vendor & Cost Management
- Liaise with port authorities, terminals, and third-party service providers.
- Monitor vendor billing accuracy and timelines across all ports.
- Support negotiations or clarification of disputed charges.
Purchase Requisition (PR) & Purchase Order (PO) Management
- Initiate and process Purchase Requisitions (PRs) for vessel-related services and operational requirements.
- Convert approved PRs into Purchase Orders (POs) in accordance with company procurement policies.
- Ensure all POs are properly authorized, budget-aligned, and linked to relevant vessel calls.
- Coordinate with procurement and finance teams to ensure timely issuance and tracking of POs.
- Monitor PR/PO status and ensure closure post service delivery and invoice matching.
- Ensure proper 3-way matching (PO–Invoice–Service delivery) for accurate DA capture.
Financial Reporting & Reconciliation
- Reconcile PDAs vs FDAs and highlight variance explanations.
- Prepare financial summaries and reports for principals/ship owners.
- Ensure timely submission and follow-up for DA approval and settlement.
Cash Flow & Fund Control
- Track advance funds received from principals against PDAs.
- Monitor cash disbursement, balances, and funding gaps.
- Ensure efficient fund utilization across multiple ports.
Compliance & Audit
- Ensure adherence to company policies, procurement guidelines, and principal requirements.
- Maintain accurate documentation for audit and compliance purposes.
- Support internal and external audits related to DA and procurement.
Coordination & Communication
- Work closely with operations, procurement, boarding staff, and finance teams.
- Provide timely updates to principals on DA status, cost deviations, and funding.
- Act as a central point of coordination for financial aspects of vessel calls across ports.
Qualifications & Experience
- Bachelor's degree in Finance, Accounting, Logistics, or Maritime Studies.
- 4 - 8 years of experience in port agency, shipping, or maritime finance.
- Hands-on experience with PDA/FDA preparation and multi-port coordination.
- Experience with ERP systems (SAP, Oracle, or shipping DA platforms).
