Planning Officer at Lekki Freeport Terminal

Location: Lekki Lagos
Employment Type: Full-time

Job Purpose
Project Phase:

• As a support to the superuser team, engage in project implementation activities ensuring planning and operations departments are built, designed, and ready for the operational go live.

Operational Phase:

• Responsible for the maintenance of terminal operations reports and KPIs up to date while feeding management and customers with the required set of KPIs on a designated and instructed timeframe. Handle proper audit of reporting needs and data quality sources to ensure the department covers all reporting demands with reliable data.
• Be a supportive role to the operations planner (vessel/yard) on a day-to-day planning routine.

Major Job Responsibilities
Project Phase:

• Actively follow and promote the LFT Safety and Security policies and ensure that fellow employees and visitors are doing the same.
• Support management to develop the reporting structure needs for the operations department, and share reporting requirements to IT for proper development, testing, and acceptance in time for go-live.
• Support IT on reporting configuration and execute acceptance tests.
• Support management in the preparation of standard procedures related to reporting, administration tasks/activities, and archive process.
• Support LFT operations superusers on setting & configuration of VBS system and as well training manuals for internal/external training programs.
• Support LFT operations superusers on the involvement and contribution of different testing demands during system implementation, especially VBS.
• Involve in the implementation of best practices.

Operational Phase:

• Actively follow and promote the LFT Safety and Security policies and ensure that fellow employees and visitors are doing the same.
• Responsible to update and maintain vessel visit timeframe dataset properly updated in TOS, from berthing up to departure, ensuring correct data capture to prevent flaws that affect berth, vessel, and yard operations productivity.
• Maintain communication with port stakeholders (i.e shipping line/agent, pilots) to get an update on vessel arrival/departure timeframe for a proper update in the internal system.
• Responsible to prepare, check, validate, and sending to internal and external customers the Terminal Departure Report (TDR) upon vessel completion.
• Responsible to maintain the vessel visit status in TOS.
• Prepare on-demand reports once required by the line manager or senior management.
• Maintain operational reports KPI up to date and share among operations teammates and management based on guidelines;
• Keep constant checks of data source and data quality ensuring reliable data is being shared with management (including automated reports).
• Address to terminal IT and line manager in case any report encounters any failure of data source, quality, or any other for proper correction.
• Suggest and propose enhancements on terminal available reports, while being responsible to share requirements and define scopes with proper alignment with the line manager.
• Responsible to perform testing on new reports to validate and give feedback to terminal IT staff during reporting improvement projects.
• Proceed with regular audits in available reports and TOS data quality and report if any challenge is encountered.
• Responsible to maintain the planning team leave plan up to date as per management guidance.
• Responsible to prepare and maintain the planning team roaster as per management guidance.
• Collect from the execution team all hard copy reports (i.e damage reports) during and/or after vessel operations, scan, and save them in share folders.
• Support operations planning team to maintain up-to-date vessel shared folders.
• In charge of maintaining the vessel files and operations archive based on the given procedure.
• Work closely with other departments to ensure smooth process flow.
• Report to line manager any incident, challenges, or issues encountered during execution of own activity.
• Support operations planner on daily maintenance of VBS appointment slots as per direction from planners and/or management, and in coordination with customer service and customers.
• Give daily support to the operations planning team when required (i.e communication to customers, creation of vessel profile, preparation of vessel document before vessel operations).
• Ensure efficient handover every shift change, when required.
• Take departmental administration tasks as assigned by operations management, including maintenance of departmental stationery.

Critical Success Factors
Project Phase:

• Achieve and maintain all terminal KPIs.
• Readiness of LFT OPS reporting structure before go live.
• Readiness of VBS functionality.
• Operations administration requirement readiness prior go live.

Operational Phase:

• Maintain all terminal operations reporting and KPIs up to date and as required.
• Effectively maintain operations archive.
• Data quality maintenance in TOS/GOS/VBS.
• Timely provision of reports, including TDRs.
• Timely administrative actions when required.
• Efficient planning department leave plan.

Job Dimension
Working Areas:

• Indoor / Outdoor: Indoor & Outdoor
• Onshore/Offshore: Onshore
• Heights: No
• Hours of Work: Shift rotation
• On-Call: Yes
• Contact after Hours: Yes

Does the job involve travel?

• Local – Lagos: Limited
• National – Nigeria: Limited
• International: Not expected

Qualifications & Experiences
Education:

• Bachelor’s Degree, preferably in a Logistics / Operations field, Computer Science, or any equivalent discipline.

Experience & Knowledge:

• Minimum of  2 years of experience in a warehouse, inland terminals, or container terminal operations on related activity. Experience in operations reporting and administrative work is an advantage.
• Experience with NAVIS N4 is an advantage.
• Experience in reporting applications (i.e power BI) is preferable.
• Advanced level experience in Microsoft office package, in special excel.
• Basic knowledge of the shipping industry and port business.

Skills:

• Ability to work under a pressure environment with a constant change of priorities.
• Good communication skills with the ability to communicate across the organization.
• Capable of handling multiple tasks.
• Ability to communicate in English (Speaking/Reading).
• Ability to work on weekends, nights, holidays, and for long periods.

Major Competencies:

• Planning: Strategizing for both the short and the long term.
• Adaptability: Flexibility in dealing with change and overcoming obstacles in meeting job requirements.
• Analysis: Locating or extracting relevant information that is critical to problem-solving.
• Assertiveness: Confidence in expressing an opinion or requirement even when challenged.
• Decisiveness: Evaluating information or situations, assuming the risks, and making judgments.
• Quality-focused: Supporting the needs of product and service excellence.
• Verbally skilled: Presenting ideas or information to an individual or a diverse group.
• Team-focused: Working with a group in utilizing all its resources to achieve maximum performance.
• Customer-focused: Building relationships with internal and external customers.
• Writing skill: Presenting information in a clear, organized, concise manner that is both grammatically and technically correct.