Job Overview:

The Marine Personnel Officer is a 5-month fixed term contract position, responsible for the Documentation Officer in Charge (DOC) for his/her assigned vessels following the documentary and local and international competence certificates & principal requirements and ensuring required documents are valid and complete before crew departure for vessel embarkation.

The Marine Personnel Officer reports to the Marine Personnel Administrator.

Responsibilities:

A.- CREW EMBARKATION PROTOCOLS

The following are the pre-embarkation stages that shall be monitored and handled by MPO:

1.- CREW WITH VESSEL ASSIGNMENT

• Close coordination with the Marine Personnel Coordinator (MPC) on the pre-embarkation journey of crew specifically the status of the required documents, certificates and training of crew lined with vessel assignment.
• Plan the critical activities such as Contract processing, Flight booking, Allotment and Coordination with agents and crew following the joining dates plotted by MPA.

2.- CONTRACT PROCESSING

• Ensures the use of only the approved DMW contract format as encoded in the Contract format file.
• Ensures wages encoded are correct.
• Prepares the Crew Contract along with the supporting documents for DMW Contract processing for review of MPA.
• Schedule crew to contract review and signing.
• Ensures all contracts are duly signed by the DMW signatories.

3.- FLIGHT BOOKING

• Coordinate with PIC regarding booking requirements and send requests to travel providers to arrange flight booking for embarking and disembarking crew.
• Ensure to get the most cost-efficient and convenient flight booking option for both embarking and disembarking crew.
• Choose flights with the lowest carbon emission (in kgs/passenger).
• Provide relevant information to vessels on the latest local and international travel guidelines, policies, rules, and regulations on joining port.

4.- ALLOTMENT

• Prepares the Payroll Instruction form – to be filled out & signed by crew.
• Double-check entries on the deposit slip provided by the crew to ensure correct information is provided.
• Encode the bank information/allottee account information in the system.

5.- COORDINATION TO PORT AGENT

• Request OKTB for crew joiners if applicable to its port of destination.
• Prepare the Airport Guaranty Letter and crew joining port formalities.

6.- EMBARKATION DOCUMENT REQUIREMENTS

• Monitor all documents prepared by the MPC for the joining crew.
• Prepare the embarkation documents based on the embarkation checklist.
• Ensure the relevant company and local government forms required prior to joining are signed by the crew (eg. Drug & Alcohol Policy)
• Ensure documents in the embarkation checklist are complete and valid prior to crew departure.
• Any deviation from documentary requirements shall be elevated to MPA for risk assessment.
• Check the status of documents of foreign nationalities set for joining and provide a status report to MPA.

7.- DISPATCHING ACTIVITY

• Prepare dispatch schedule for all joiners per vessel and communicate the timeline promptly to the crew.
• Ensure all required documents for embarkation are inspected by the crew following the embarkation checklist.
• Secure signature from the crew using the embarkation checklist as proof of complete turnover of documents back to the crew.

B.- POST EMBARKATION

• Review and monitor the contract duration of the crew following the set QMS timeline.
• Coordinates with MPA for crew contract extension
• Prepare the contract extension for the signing of the authorized signatory prior to sending to the vessel for crew confirmation.
• Provides the Liaison officer of all signed crew for on-board contract processing at DMW.
• Monitors the status of contract extension and provides feedback to MPA / CM
• Ensure to forward copies of the superseded contract once approved by DMW.
• Assist PIC on crewing-related tasks should the need arise.
• Such other functions and duties as may be objectively assigned to his/her capacity.

Requirements:

• Graduate from a 4-year course or Business Management with at least 3 years of experience in a similar role.
• Experience in crewing documentation such as STCW, flag state and principal training and certificate requirements.
• Visa applications such as joining visa, Schengen and US visa.
• DMW contract processing.
• Experience in coordinating crew planning to MPO and MPA.

Please refer to job description.