Disbursement Account Controller

Title: Disbursement Account (DA) Controller - Port Agency

Summary:

To manage, prepare, verify, and control vessel disbursement accounts (DA) for port agency operations across multiple ports, ensuring accuracy, cost control, compliance with principals’ requirements, and timely financial reporting.

• Prepare Proforma DA (PDA) prior to vessel arrival in coordination with operations teams.
• Compile and issue Final DA (FDA) post vessel completion with full cost breakdown.
• Ensure accurate capture of all port-related expenses (pilotage, towage, berth charges, stevedoring, etc.).
• Maintain strict control over cost coding and allocation across multiple vessel calls.

• Oversee DA preparation and cost control across multiple ports/locations.
• Standardize processes and ensure consistency in DA formats, cost structures, and reporting.
• Monitor and benchmark port cost variations across locations.
• Provide management with comparative cost analysis and insights for different ports.
• Ensure alignment with local port regulations and tariffs in each jurisdiction.
• Support regional operations teams with cost estimates and financial guidance.

• Verify supplier invoices against agreed tariffs, contracts, and port authority rates.
• Ensure complete and compliant supporting documentation (invoices, receipts, SOAs).
• Identify discrepancies and resolve issues with vendors or internal stakeholders.

• Liaise with port authorities, terminals, and third-party service providers.
• Monitor vendor billing accuracy and timelines across all ports.
• Support negotiations or clarification of disputed charges.

• Initiate and process Purchase Requisition s (PRs) for vessel-related services and operational requirements.
• Convert approved PRs into Purchase Orders (POs) in accordance with company procurement policies.
• Ensure all POs are properly authorized, budget-aligned, and linked to relevant vessel calls.
• Coordinate with procurement and finance teams to ensure timely issuance and tracking of POs.
• Monitor PR/PO status and ensure closure post service delivery and invoice matching.
• Ensure proper 3-way matching (PO–Invoice–Service delivery) for accurate DA capture.

• Reconcile PDAs vs FDAs and highlight variance explanations.
• Prepare financial summaries and reports for principals/ship owners.
• Ensure timely submission and follow-up for DA approval and settlement.

• Track advance funds received from principals against PDAs.
• Monitor cash disbursement, balances, and funding gaps.
• Ensure efficient fund utilization across multiple ports.

• Ensure adherence to company policies, procurement guidelines, and principal requirements.
• Maintain accurate documentation for audit and compliance purposes.
• Support internal and external audits related to DA and procurement.

• Work closely with operations, procurement, boarding staff, and finance teams.
• Provide timely updates to principals on DA status, cost deviations, and funding.
• Act as a central point of coordination for financial aspects of vessel calls across ports.

• Bachelor’s degree in Finance, Accounting, Logistics, or Maritime Studies.
• 4 - 8 years of experience in port agency, shipping, or maritime finance.
• Hands‑on experience with PDA/FDA preparation and multi‑port coordination.
• Experience with ERP systems (SAP, Oracle, or shipping DA platforms).