Job Description

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

Wilhelmsen Ship Management is one of the world\xe2\x80\x99s largest third-party ship managers originated from Oslo, Norway with over 20,000 employees including our seafarers with a portfolio of more than 450 vessels and counting. Our employees are working with a comprehensive global maritime group providing over half of the merchant fleet with essential products and services, along with supplying crew and technical management to the largest and most complex vessels ever to sail.

We are currently looking for a Crew Payroll Executive to join our team. We offer a culture and vibrant work environment of strong leadership, collaborative, career development, work-life balance and a job that is both challenging and stimulating. All team members are empowered with the freedom to influence each other as long it complies with our Company\xe2\x80\x99s values and vision.

This position will be located at Kuala Lumpur Sentral (Menara 1 Sentral) and it is easy to get to by public transportation as it is located at the heart of Kuala Lumpur. Our organization thrives by using modern tools and is eager to utilize the business opportunities that comes with new digital tools and skills.

Interrelations
Reporting to Team Lead of Global Payroll Team and working closely with members of group, Vessel Accounting Group, Treasury Group and Shipping Group.

Also, having liaison with Manning Agents, Crewing Coordination Centre (CCC), Technical Manager and Masters of vessels under management.

Formal authorities

Communicate with (copy to Vessel Assistant Accountant/Vessel Accountant).

Master \xe2\x80\x93 query on crew movement and Allotment

Manning Agents \xe2\x80\x93 query on crew contracts, Allotment and crew movement

Crewing Coordination Centre (CCC) \xe2\x80\x93 query on crew issues

Vessel Accounting group \xe2\x80\x93 accounting matters

Payroll processing in CMS

To close vessel payroll on monthly basis within the stipulated time line.

To liaise and coordinate with various stake holders for timely payroll closure (approval, updating crew movement, supporting submission etc.)

To ensure Treasury receives the crew allotment payment (Payment draft) stipulated time line.

Validate Bank account, unapproved and re-approved Allotment/MPO upon received email from Treasury and create payment draft.

To ensure Vessel Accounting Group receives the CMS output within the due date to facilitate closing of financial reporting.

Main responsibilities

Processing payroll via Compass, ensure to completes the following tasks as per stipulated time line:

Generate xls Importer and email to vessel master for sign-off crew (automated process for month-end payroll).

Inform all Crew Operators / Manning Offices / Vessel Masters of the cut-off time for crew movement update and claims approval in COMPAS.

Check data uploaded by xls Importer in COMPAS (wage variable, other earning and deduction and Master cash flow).

Update relevant Other Earnings/Deductions: Minimal Wage Adjustment, Rejoining Bonus, Loyalty Bonus.

Approve claims, other earnings and deductions, time bound elements.

Check Payroll completeness via Payroll Overview \xe2\x80\x93 Ensure wage variables, claims & other earnings & deductions are approved.

To ensure Other Deduction: EPF contribution for Malaysian Crew in Malaysian Flag vessels updated in COMPAS.

Enter Other Deduction: Tax deduction (when applicable).

Approve Allotment : To ensure the figures are tally with D14/D14a form which received from Master and check to ensure that the allotment figure is less than wage balance.

Close & endorse Payroll - export/generate financial entries posting & attach supporting documents (ie : Payroll Summary (Single Line Report) to attach to 8000000 in SAP, Master cash flow, vessel purchasing documents).

Create Payment Draft for non-Filipino crew.

Create Payment Draft for Filipino crew.

Check in COMPAS and ensure that no left-out allotment in payment due.

Generate Payslip and send to crew & vessel email address as per Masters requirement.

Send copy of Payroll Summary Report for Vessel Master.

Checking Allotment payment with D14/ D14a (Allotment advice) to ensure payment made to crews.

Preparation of hardcopy/softcopy documents to Vessel Accounting Group on monthly basis.

Making journal entries and necessary reconciliation including follow-ups with regards to Payroll related entries (Agency Fee, Union Dues, Training Levy and Provident Fund) and Booking of provision consumption.

Processing payroll via Portage bill (manually):

Verifying portage bill received from vessel on monthly basis.

Verify earnings and deductions against joining letter (SEA)

Verify opening balances of onboard cash account, provision and bond stores.

Verify all purchases made with cash onboard are supported by original receipt.

Verify all expenses are supported by proper documents.

Verify number of hours worked as OT.

Using Portage Bill template to calculate the following and post entries to accounting system (SAP): Agency Fee, Union Dues, Training Levy, Provident Fund.

Post portage bill entries in the accounting system (SAP).

Text used during posting are as per agreed with Manning (for e.g. name of crew, rank etc).

Ensure all expenses are approved by relevant Crewing Manager, Vessel Manager and Fleet Manager (where appropriate).

Checking Allotment payment with D14/ D14a (Allotment advice) to ensure payment made to crews.

12) Reconcile vessel\xe2\x80\x99s Balance sheet items on monthly with regards to payroll related entries: Crew Balance of Wages, Cash to Master, Captain Cash Account.

Preparation of hardcopy/softcopy documents to Vessel Accounting Group on monthly basis

Timely submission of the above-mentioned items to Vessel Accounting group.: Update the above-mentioned items in the monthly financial checklist and liaise with and respond to queries from manning agents/ Master/Technical Manager and Vessel Accounting Group with regards to payroll related within 1 working day.

Archiving the CMS KUL Support mailbox for each individual fleet within the 15th of the next month

Other ad-hoc tasks.

Accountabilities
The position will be measured against accurate and timely submission of the following:

Crew wages payment to treasury (Payment draft).

Posting of payroll data and other journal entries pertaining to payroll in SAP for Vessel Accounting Group.

Posting of payment data in SAP for Vessel Accounting Group.

Submission of payroll summary report to Vessel Accounting Group and Vessel Master.

Timely response to the queries received from Master/Manning agent/ Treasury/ CCC.

Qualifications
Mandatory requirements

Diploma in Accounting, Finance, Banking and/or Commerce

Minimum 1 year working experience in a related field

Additional preferences

Proficient in MS office applications especially MS Excel

Good command of English

Process Involvement

CMS

Portage Bill

Competency Requirement

Good in meeting deadlines

Customer Focus

Problem Solving & Decision Making

Team Commitment

Creativity & Innovation

Professionalism

Details oriented

Sounds interesting? You can apply online today through our career portal by creating a "Candidate Home" account and attach your latest Resume.

Application Deadline: 31st October 2023

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Wilhelmsen