Claims Assistant

Under the guidance of the Claims Managers, and the oversight of the Head of the Claims Department, the Claims Assistant will be assigned all or part of the following responsibilities: Claims Administration Carry out a first review of submitted claims documents and expert assessments and input data into the Claims Handling System (CHS) when requested by the Claims Managers. These tasks include the following:

• Review claims documents compiled by the Claims Handling Office (CHO) by verifying the completeness of the documents, the presentation of the claim form, the assessment and the request for approval form.
• Identify any additional information required to process the claim.
• Liaise with the CHO to obtain further information or missing documentation.
• Develop and maintain claims data in CHS logs, i.e. spreadsheets and database for major incidents, and open claims files and keep them organised and up to date within CHS (check lists of actions).
• Assist when necessary, reviewing the approval form before sending to all parties concerned (CHO, P&I Club/insurer, expert, etc.).
• Liaise with the Club/insurer regarding approvals of claims.
• Produce ad hoc reports based on templates and supporting documents requested and received through the CHS.
• Enter payments in CHS and follow up on the status of payments with the Administration Department.
• Follow up the contestation process by keeping the file updated and assisting the Claims Managers in reviewing the expert's suggested response to the claimant's contestation.
• Provide documentation and information required to local lawyers in legal proceedings and keep logs of legal proceedings.
• Monitor incoming correspondence, prioritise and take necessary action when Claims Managers and the Head of the Claims Department are on mission.
• Draft and edit templates/letters to claimants and their representatives from instructions provided by the Claims Managers
Secretarial Support to the Claims Department
• Within CHS, file all claims correspondence as required, including correspondence relating to legal proceedings, receipt and release forms and correspondence to claimants or their representatives.
• Assist in the organisation of meetings with external parties, including booking meeting rooms and organising relevant hospitality (including coffees and general beverages, as well as working lunches).
• Assist with notes on meetings, documents and preparing agendas and slides for presentations.
• Draft, finalise and format routine correspondence and documents in English in support of the Head of the Department and the Claims Managers.
• Take minutes of the Department and other meetings when requested by members of the Department.
• Assist colleagues across the organisation by providing administrative and secretarial support in consultation with the Head of the Claims Department.
Administrative and general support to the Head of the Department and Claims Managers
• Research, organise data and present conclusions in reports.
• Participate in meetings as a member of the Fund's team when requested by any member of the Claims Department.
• Assist the members of the Department with presentations, including design and format of PowerPoint slides.
• Assist Claims Managers in the delivery of exercises.
• Draw the attention of the Head of the Claims Department and Claims Managers to unusual issues or problems and suggest improvements.
Miscellaneous
• Perform other related responsibilities, including replacing and/or backstopping for others within and outside the Department.
  
  Completion of secondary education, complemented by secretarial/administrative training, plus at least three years' experience in similar positions.
• University degree is an asset and would reduce the minimum years of experience required to one year.
• Excellent knowledge of English (perfect command).
• Knowledge of French or Spanish is desirable.
• Computer literacy, including sound knowledge/experience of MS Office applications, with strong proficiency in PowerPoint essential, as well as experience using databases and modern technologies., Ability to identify, analyse, prioritise assignments and resolve issues independently.
• Willingness to learn from others, ability to work in a multi-cultural environment, working transparently, building trust and confidence with colleagues.
• Ability to work under pressure, monitoring and adjusting to demands.
• Demonstrated professional competence and mastery of subject matter.
• Ability to research information from a variety of sources.
• Ability to communicate in a credible and effective way with tact, diplomacy, and discretion.
• Demonstrated openness in sharing information and keeping people informed.
• Ability to work collaboratively with others to achieve results.
  
  The International Oil Pollution Compensation Funds (IOPC Funds) are two intergovernmental organisations (the 1992 Fund and the Supplementary Fund) which provide compensation for pollution damage resulting from oil spills from tankers. At present, 122 countries are members of the 1992 Fund. The IOPC Funds are administered by a joint Secretariat, based in London, with 25 staff members.