What are the responsibilities and job description for the Head Of Claims, Singapore position at Hafniatankers?

COMPANY DESCRIPTION

Hafnia is one of the world's leading oil product tanker owners and operators. We provide transportation of oil and oil products to national and international oil companies, major chemical companies, as well as trading and utility companies.

Hafnia is a company that’s all about our people – both the people that run the business, and those that manage our customers. We’ve always done things differently and prioritized a strong, commercial mindset. But we’ve never cut corners when it comes to relationships. Building strong business relationships with our customers is the foundation of what we do. We’re in this for the long run and focus on their needs 100%. We are transparent and we stick by our promises – as the partner you can turn to in a tight spot– meaning our customers stick with us. Our foremost rule is putting people first and that’s how we’ve become one of the leading ship owners and operators of today’s product tanker industry globally.

Hafnia has a solid history in chartering, operations, and technical management, and strives to offer customers the best solution for their transportation needs. This solution-focused approach has resulted in a strong reputation and the Company remains firmly committed to being a responsible member of the industry and operating according to the highest ethical standards.

RESPONSIBILITIES

Leadership

Mentor and guide the Singapore claims team, supporting performance through coaching, training, and professional development.
Ensure alignment with overall business goals, optimizing efficiency and facilitating decision-making on complex claims and dispute resolutions.
Oversee claims activities to ensure timely and accurate submissions in accordance with charter-party terms and deadlines.
Manage the Claims team while actively participating in the calculation and submission of demurrage and other claims related to vessel operations.
Develop, refine and maintain claim methodologies, processes and procedures to enhance efficiency and effectiveness.
Engage internal and external stakeholders with clarity and consistency.
Collaborate with our Chartering, Operations, Accounting, Insurance and other departments to improve processes and expedite claim resolutions.
Work closely with the Head of Claims, Copenhagen as part of the Claims Management group.
Co-Own the Account Receivable and drive timely collection of outstanding payments.
Support Chartering and Operations by providing insights on commercial terms, identifying potential issues and recommending solutions.
Oversee invoice collection and contribute to the preparation, analysis and review of financial reports.
Communicate with customers to facilitate claims resolution, ensuring accuracy, alignment of perspectives and effective negotiation, including engagement with the internal legal team or defence club when necessary.

Claims

Ensure timely issuance of Freight invoices and chasing / settlement of Freight upon completion of discharge

Check correctness of all data relating to Freight Invoices prior posting / sending.

Pursue outstanding Freight payments via broker and charterer channels.

Coordinate with Chartering / Commercial in case of delayed payments.

Calculation and submission of Demurrage and Miscellaneous claims / revenues based on input from Operations Department

Thorough perusal and understanding of CP and voyage documents to calculate and submit demurrage invoices and miscellaneous claims for relevant voyages in accordance with CP terms.

Verification of Master’s Statement templates on various operation-related claims e.g. Speed up, Deviation, Interim Port Calls, Backloading, Drifting, Shifting Bunkers, Turkish Straits and Panama Canal Delays, Awaiting orders and any other claim requests received from Operations Department prior raising Invoices to Charterers.

Verification of AWRP, Armed Guards, Crew War Bonus and any other claim requests received from Control prior raising Invoices to Charterers.

Ensure all claims / revenues are invoiced with full supporting documents, and are invoiced within the time bar stipulated in the CP.

Collection of Claims and maintain and update Receivables Summary

Frequent follow up with brokers and Charterers on payment of invoices by Charterers.

Maintain customer relations and pursue timely settlement of outstanding claims.

Travel to meet Brokers and Charterers to the extent needed in order to build and strengthen relations and resolve overdue / complex claims with relevant parties.

Liaising with Pool FD&D for support in chasing outstanding claims and handling legal action

Evaluating the accuracy and correctness of disputed claims, taking and following advice from FD&D Club.

Co-ordinate Legal Action with the Pool Participants and their FD&D provider.

Sending and following up of Legal Demand letters for overdue claims.

Work closely with relevant stakeholders, both internally and externally.

Maintain and update relevant systems

Emails (in SEDNA) are to be properly categorized, tagged / marked and archived.

IMOS’ Receivables Summary updated with every counter received, response made, value date given, chasers sent, etc.

Running The Priority List for chasers.

In general show ownership of Company P / L by proactively assisting other departments by reminders of Freight / Demurrage and Miscellaneous claims / revenues to be issued.

Active participation and engagement in the process for the continuous improvement of departmental procedures.

Ensure invoicing is as per the latest “HOW TO IMOS” document in place.

QUALIFICATIONS

Experience in managing claims / demurrage teams.

Diploma in Maritime Studies or other relevant professional certificate.

Accounting / Control / Claims or other relevant background.

Minimum 8 years relevant experience in the shipping industry is preferred.

Familiarity with the oil tanker industry is preferred.

Fluent in written and spoken English.

Comfortable with a fast-paced and changing environment.

Excellent written and verbal communication skills.

Able to work independently, but also as a great team player.

Enjoys challenges and is highly adaptable to changes.

High degree of detail orientation and ability to structure your work.

Able to lead projects within the area of focus.

Commercial mindset – but also being able to stand firm on contractual standpoints while maintaining good customer relationships.

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