At Inchcape Shipping Services, our vision is to create a connected world where customers can trade successfully and make informed decisions in every port, everywhere. We achieve this by combining our worldwide infrastructure with local expertise, through our global network of more than 250 proprietary offices and a team of over 3,000 dedicated professionals. Our diverse customer base includes owners and charterers in the oil, cruise, container, and bulk commodity sectors, as well as naval, government, and intergovernmental organisations.

Role Summary:

The role of the Operations Executive will be to coordinate and manage all crew-related operational activities for assigned vessels, ensuring timely crew planning, documentation, mobilization and smooth communication between vessels, crew members, manning agencies, and internal departments. The role ensures efficient crew deployment while maintaining compliance with company policies.

Contract: Permanent

Location: Dar Es Salaam, Tanzania (On-Site)

Key Responsibilities:

• Coordinate and support all aspects of vessel port calls, including arrival, berthing, cargo operations, crew changes and departure, ensuring activities are completed efficiently and in line with company policies and procedures.
• Liaise with port authorities, terminals, customs, immigration, service providers and other key stakeholders to ensure the smooth and compliant execution of vessel operations.
• Process inward and outward vessel clearances, ensuring all operational documentation (including manifests, crew lists and customs documentation) is accurate, complete and compliant with maritime, port and immigration regulations.
• Coordinate crew-related activities, including crew changes, medical cases and shore passes, working closely with the main office to minimise operational disruption.
• Monitor vessel movements, turnaround times and operational performance, providing timely updates to principals, vessel masters, management and other stakeholders on vessel status, operational issues and any delays.
• Prepare and distribute daily operational and vessel movement reports, maintaining accurate records to support KPI tracking, operational analysis and management reporting.
• Attend port meetings and remain informed of changes to port regulations, tariffs and operational procedures, communicating relevant updates to management and ensuring ongoing compliance.
• Build and maintain strong relationships with principals, vessel masters and other stakeholders, delivering a high standard of customer service and ensuring client expectations are consistently met.
• Monitor operational costs and support the delivery of efficient, cost-effective agency services while maintaining service quality.

Candidate Requirements:

• Excellent communication skills (written and verbal)
• Basic knowledge on crew movements
• Strong organisational and planning skills
• Ability to coordinate multiple crew changes simultaneously
• Problem-solving and decision-making skills under time pressure
• Ability to work under pressure and meet tight deadlines
• Ability to handle emergencies and last-minute changes efficiently
• Ability to work independently as well as part of a team
• Bachelor’s degree
• Proficiency in MS Office applications (Excel, Word, Outlook)

You will receive:

A diverse range of benefits, depending on your geographical location. At this instance, you will enjoy:

• A place to grow your career - we’ll help you set big goals and exceed them.
• Competitive salary package.
• Work with talented, committed, and supportive teammates.
• Value Award celebration events.

• Coordinate and support all aspects of vessel port calls, including arrival, berthing, cargo operations, crew changes and departure, ensuring activities are completed efficiently and in line with company policies and procedures.
• Liaise with port authorities, terminals, customs, immigration, service providers and other key stakeholders to ensure the smooth and compliant execution of vessel operations.
• Process inward and outward vessel clearances, ensuring all operational documentation (including manifests, crew lists and customs documentation) is accurate, complete and compliant with maritime, port and immigration regulations.
• Coordinate crew-related activities, including crew changes, medical cases and shore passes, working closely with the main office to minimise operational disruption.
• Monitor vessel movements, turnaround times and operational performance, providing timely updates to principals, vessel masters, management and other stakeholders on vessel status, operational issues and any delays.
• Prepare and distribute daily operational and vessel movement reports, maintaining accurate records to support KPI tracking, operational analysis and management reporting.
• Attend port meetings and remain informed of changes to port regulations, tariffs and operational procedures, communicating relevant updates to management and ensuring ongoing compliance.
• Build and maintain strong relationships with principals, vessel masters and other stakeholders, delivering a high standard of customer service and ensuring client expectations are consistently met.
• Monitor operational costs and support the delivery of efficient, cost-effective agency services while maintaining service quality.

• Excellent communication skills (written and verbal)
• Basic knowledge on crew movements
• Strong organisational and planning skills
• Ability to coordinate multiple crew changes simultaneously
• Problem-solving and decision-making skills under time pressure
• Ability to work under pressure and meet tight deadlines
• Ability to handle emergencies and last-minute changes efficiently
• Ability to work independently as well as part of a team
• Proficiency in MS Office applications (Excel, Word, Outlook)

• Bachelor’s degree