Asst. Agency Accounting Coordinator (1 Year FTC) – London, Greater London, United Kingdom

Overview

Asst. Agency Accounting Coordinator (1 Year FTC) – London, Greater London, United Kingdom

Job Purpose
To ensure correctness of General Account Statements submitted by EUA Third Party Agents, verify the validity of disbursements and ensure timely financial settlement of General Account Statement balances between ONE and EUA Third Party Agents. To address and resolve Agency Accounting related issues in cooperation with GHQ.

Primary Job Responsibilities and Measurement

• Assisting the Coordinators to ensure timely submission and correctness of assigned Europe and Africa (EUA) region Third Party Agents (TPA) General Account Statements in line with the data in the OPUS system Agent Statement of Account (ASA).
• Monitor and ensure timely financial settlement of balances between ONE Global Headquarters (GHQ) and the assigned EUA TPAs.
• To assist with verifying the legitimacy, accuracy and timeliness of supplier disbursements (invoices) claimed by our European Third Party Agents in accordance with the departmental working procedures.
• To ensure the timely and accurate calculation of the EUA TPAs commission and profit share on a monthly basis, using the OPUS system Agency Commission Module (ACM) driven data as the basis for this exercise. With the assistance of a Coordinator, distribute, discuss, agree and process the agreed (payable) commissions and (receivable) profit share in accordance with the above calculation method.
• Support the Agency Accounting Coordinators and the remaining intervenients in the accounts payable process with the day-to-day accounting tasks, inquiries and system maintenance related exercises when required.
• Monitor and ensure that the TPAs accounting practices are aligned with the existing contractual documentation and the department's manuals/instructions. Identify, discuss, escalate and assist with resolving any gaps, deviations, violations in this regard.
• Participate in the monthly off-shore processing centre (WNS) meetings and ensure inquiries relating to processing the TPA vendor invoices are resolved on a timely basis and kept to the absolute minimum.
• Updating the OPUS system with the necessary exchange rates.
• Assisting with vendor and vendor agreement system maintenance exercises.
• Participating in the monthly Agency Accounting meetings with our GHQ Agency Accounting counterparts, liaising with our Headquarters colleagues as their first point of contact for the EUA TPA Agency accounting related matters.
• Follow-up on ad-hoc queries arising from GHQ or LON RHQ departments as requested.
• Participation in projects or performance of other duties as necessary.
• With the support of the team, contributing to reviewing and improving the department's manuals and working procedures.
• Supporting management with the required data for the department's monthly KPI (Key Performance indicator).

Scope of Role

• Budget: Role will be responsible for assisting in monitoring the agents within our EUA Third Party Agent network which in total consists of 30 agents across Europe and Africa.
• People Management and Organization: None
• Location: Based in London RHQ, minimal UK or foreign travel anticipated.
• Breadth and Range of Responsibilities: Disbursement and financial settlement values for EUA Third Party Agents vary between USD 20,000 – USD 1,000,000 per month (estimate).

Problems / Challenges faced

• Main challenge is the variety of Third Party Agents in EUA region and specific local rules & regulations that are applicable to agents (in particular for Third Party Agents in Africa) and verification of disbursements.

Skills, Qualifications and Expertise

• Knowledge of the (liner)  shipping industry and associated operational cost structures is a distinct plus.
• Pro-active attitude  and  proven  ability  to  take  ownership  of  tasks and  complete independently within given deadlines.
• Proven ability to work as part of a small team.
• Good written & oral communication skills.
• Proven ability to effectively communicate with GHQ and EUA agents (Finance Manager level or equivalent).

Competencies

• Business Awareness.
• Customer Focus.
• Communication.
• Planning and Organisation. 
• Teamwork

Key Relationships

• GHQ Singapore – Receive instructions from / report to.
• WNS Manilla – Working closely with our colleagues in offshore.
• EUA Third Party Agents – Send instructions to / liaise re all General Account Statement related issues.

What we offer:

• Paid annual leave of 25 days per annum plus UK bank and public holidays.
• Hybrid working arrangement. 
• Membership of the Company’s Group Personal Pension Plan.
• Performance Related Pay a pay award and discretionary annual bonus linked directly to their performance in addition to annual review.
• Permanent Health Insurance.
• Death in Service.
• Private Medical Cover (BUPA) after two years’ service.
• Employee Assistance Programme, with free independent confidential support and virtual GP services.
• An interest free annual travel season ticket loan.
• Family leave policies enhanced above statutory.
• Access to the UK’s TaxFree Childcare scheme.
• Enhanced company sick pay policy.
• Medical health check.
• Annual eye test and contribution towards glasses for VDU prescriptions.
• Online employee discount platform.

The closing date for this vacancy is Wednesday,19th March 2025 but if a significant number of applications are received, it will close earlier.

Applicants must have an existing right to live and work in the UK.