Team Lead, Crew Payroll - Malaysia, Kuala Lumpur - Wilhelmsen Ship Management

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's 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 Team Lead, Crew Payroll 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's 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.

Purpose

To process and close monthly crew payroll for vessels under Full or Limited Crew Management handled by the department. In addition, will be responsible to submit crew taxation (where applicable) and finalization of report for Limited Crew Management vessels. To ensure group responsibilities are attained, to ensure harmonious working relationship between group members and with other teams and assist Assistance Manager Crew Payroll in any ad hoc task which may arise.

Interrelations

Reporting to Assistance Manager Crew Payroll and working closely with members of group, Vessel Accounting Group, Treasury Group and AP Group.Also, having liaison with Manning Agents, Marine HR (CCC), Technical Manager and Masters of vessels under management.

Formal authorities

• Communicate with various entities in order facilitate daily work routines
• Master – query on crew movement and Allotment
• Manning Agents – query on crew contracts, Allotment and crew movement
• Marine HR (CCC) – query on crew issues
• Vessel Accounting group – accounting matters
• To plan, organize and distribute work within the group
• To mentor new joiners within the group
• To formally evaluate members of group on job performance and take appropriate action.
• To validate and approve the following with regards to team members:
• Leave
• Claims
• Payroll processing in Compas (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 upon received email from Treasury.
• To ensure Vessel Accounting Group receives the CMS output within the due date to facilitate closing of financial reporting.
• Mapping GL code for CMS related cost in SAP.
• Initiate process to introduce the Compas system for new takeovers and explain/guide the new Masters to complete their tasks.
• Initiate process to send the excel Portage Bill to Masters of new takeovers and explain the process to them.
  
  

Main responsibilities

• Processing payroll via Compas, 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 Marine HR personnel / 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 – 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
• 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 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)
• Booking of provision consumption
• Ensure the team performs reconciliation on open balance sheet items and follow up on the progress each month..
• 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.
• Reconcile vessel's 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.
• 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.
• Ensure the team performs reconciliation on open balance sheet items and follow up on the progress each month..
  
  

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 (including Agency Fee, Union Dues, Training Levy and Provident Fund)
• 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.
• To review and follow up on monthly closing checklist completed by team members on open balance sheet items.
  
  

Qualifications

• Mandatory requirements
• Degree in Accounting, Finance, Banking and/or Commerce
• Minimum 5 years working experience in a related field
• Have experience in managing others/leading a high performance team
• Additional preferences
• Proficient in MS office applications especially MS Excel
• Good command of English
• Good analytical and problem-solving skills.
• Ability to handle pressure and meeting tight deadlines.
  
  

Process Involvement

• CMS
• Portage Bill
  
  

Competency Requirement

• Good in meeting deadlines
• Customer Focus
• Problem Solving & Decision Making
• Team Commitment
• Creativity & Innovation
• Professionalism
• Details oriented
  
  

Application Deadline: 13th May 2024

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