Organization of Port Operational Departments

Ports have a large number of departments for administration, control and management of the various sections. The Governing board of a port operating company (either the Port Trust / Port Authority in case of Government owned facility or the Board of Directors incase of a private entity) will be a policy making body. The policies framed by the board are executed by the various departments.

Organization of Port Operational Departments

• Marine Department
• Traffic Department
• Marketing Department
• Civil Engineering Department
• Mechanical and Electrical Engineering Department
• Finance and Accounts Departments
• Personnel Welfare Department
• Port Security Organization
• Miscellaneous Departments

Marine Department

Marine department is also known as “Port department” in some ports. It is usually headed by a Master Mariner (who sailed as a Captain of a ship). The title of the Marine department head will be Deputy Port Conservator (or) Harbour master. In some ports, both these positions will be there. In that case, Deputy Port Conservator will be the senior position.

Marine department in a typical port will have positions viz. Harbour Master, Dock Master, Pilot and Tug Master. Marine department is also responsible for pollution control in the port waters. The position of Director (Pollution control) will also be part of the Marine department.

Functions performed by Marine Department:

• Pilotage services and safe movement of ships within port limits. Pilot-age refers to the act of assisting the master of a ship in navigation when entering or leaving a port.
  
  
• Provision and maintenance of navigational lights, buoys (floating objects to mark approach channels, dangers, etc.)
  
  
• Maintaining the drought at channels and berths as declared by the port. This will involve maintenance dredging, carrying out regular surveys to check the draught at various locations in the port.
  
  
• Dissemination of weather reports, storm warnings, navigational warnings, notices to mariners regarding the conditions at the port.
  
  
• Licensing of boats and other floating objects (barges, etc.) based in the port and regulating their movements within port waters.
  
  
• Levying port dues, pilotage, towage (assistance to ships by tugs within port limits) and other charges for services rendered to ships.
  
  
• Receiving wrecks within port limits and removal of any obstructions within port limits. The wreck will be disposed off in public auction and the proceeds will be used to pay towards the cost of wreck removal.
  
  
• Conducting preliminary enquiries incase of shipping casualties
  
  
• Control of pollution in port.
  
  
• Manage the fire service in the port.

Traffic Department

Traffic department is responsible for all the commercial operations of the port. It is headed by Traffic Manager who is assisted by Managers for the various facilities (viz. Container Terminal Manager, CFS – Container Freight Station Manager, Docks Manager, etc.) in the port.

Functions performed by Traffic Department:

• Allotment of berths to vessels.
  
  
• Supply of equipments and stevedoring labour to the ships necessary for quick turnaround of vessels.
  
  
• Recruitment of labour and taking care of their service matters. Issuance of dock entry permits.
  
  
• Receive the export cargo and take charge of it till it is shipped on board.
  
  
• Take charge of import cargo till it is taken delivery by the consignee.
  
  
• Management of various Berths, Terminals, Container Freight Stations, Warehouses, cold stores, etc.
  
  
• Management of port railway.
  
  
• Dock safety related issues.
  
  
• Cleanliness of dock areas.
  
  
• Recovery of charges payable by port users for the services rendered.
  
  
• Disposal (by public auction) of the cargo not cleared by consignees in coordination with customs department.

Marketing Department

Marketing department, headed by Chief Marketing Manager / Director is responsible for promotion of port services. Salient functions of this department are:

• Acquiring new customers (shipping lines, freight forwarders, traders) and facilitate their operations in the port.
  
  
• Visiting customers in the hinterland and canvassing for their patronage to the port.
  
  
• Participation in Exhibitions to promote the port.
  
  
• Providing support services viz. compilation of traffic statistics, maintenance of port’s website, etc.
  
  
• Addressing customer complaints with various operational departments and finding amicable solutions.

Civil Engineering Department

Civil Engineering department, headed by Chief Engineer is responsible for construction and maintenance of all civil structures (viz. breakwater, berths, quay wall, jetties, buildings, etc.).

This department also maintains the drainage and road systems in the port. It also takes care of the estate management function. Assists Marine department during Marine survey (to assess the draught) and salvage operations (assisting ships in distress).

Mechanical and Electrical Engineering Department

Chief Mechanical Engineer heads the Mechanical and Electrical Engineering Department. This department is responsible for installation and maintenance of all mechanical and electrical installations viz., cranes, conveyor systems, coal/ore handling plants, pumping systems, etc.

Acquisition and maintenance of all floating crafts in the port viz. tugs, mooring boats, pilot launches, floating cranes, etc. is also looked after by this department. If the port is equipped with dry dock, it will be managed by the mechanical and electrical engineering department.

Finance and Accounts Departments

Chief Accounts Officer heads the accounts department. Salient functions of this department are:

• Preparation of budget
• Maintenance of revenue and expenditure accounts for the various sections of the port.
• Cash flow management and investment of surplus funds.
• Internal audit.

Personnel Welfare Department

Human Resources Management function is performed by Personnel Welfare Department in ports. This position is attached to The Secretary’s Department (Secretary to the Board of Trusties) in some of the Port Trusts in India. Salient functions of this department are:

• Development of Human Resources and Training.
  
  
• Recruitment and induction of new employees.
  
  
• Performance appraisal and planning career growth to employees.
  
  
• Maintaining Industrial Relations.
  
  
• Maintaining service conditions, procedures, etc.
  
  
• Welfare measures of the employees’ viz. allotment of residential accommodation, canteen facilities, entertainment facilities, etc.
  
  
• Redress employees’ grievances.
  
  
• Legal matters

Port Security Organization

Security function has assumed great importance since the implementation of International Ship and Port Facility Security Code (ISPS Code) on 1st July, 2004.

As per the International Maritime Organization (IMO) guidelines, each port has to develop a port facility security plan and get it approved by a Classification society (viz. IRS – Indian Register of Shipping, LR – Lloyds Register, etc.). Details of port security are covered in a later section.

Each port should have a PFSO – Port Facility Security Officer and a DPFSO – Deputy Port Facility Security Officer. In many ports, the Head of Marine Department (Deputy Port Conservator / Harbour Master) will be entrusted with the responsibility of being the PFSO.

The port facility security plan will identify various locations in the port viz. Entrance gates, Container Terminal, Tanker Terminal, Passenger Terminal, etc. In each of these locations, depending on the assessment of the security need, appropriate security personnel will be deployed.

Security organization will also be responsible for implementing access control to the various locations in the port by issuing entry passes to bona fide users and vehicles.

Miscellaneous Departments

Besides the above-mentioned main departments, ports also have the following departments:

• Information Technology Department: To take care of the IT requirements of the users in various departments.
  
  
• Stores Department: To purchase and supply various items required by various departments.
  
  
• Medical Department: To run the port’s hospital/clinic.
  
  
• Vigilance department: To prevent corruption among employees.