Crew Coordinator

Communication

Internal Communication:
- Human Resources Department/ Purchase /Stores/ Payroll / Immigration / Accounts/Logistics/Fleet & Technical teams
- Commercial team

Purpose:
- Arranging crew cash advances, payroll inclusion, payroll checklist for all marine staff (every 15 days), bringing to conclusion and payment disputes personnel files, Oracle inputs, salary certificates, service certificates, employment contracts, passage orders, salary revision /promotion/reimbursement memos or any other duties
- Provide data, metrics and information for internal, external 3rd party and tender information requests

External Communication:
- Specialist Employment Agencies
- Crew Mobilization Related Agencies (e.g. Nakilat, Navigation, Doha heliport, Ras Laffan Port Authority)
- Clients - Oil & Gas Majors (e.g. QP, RASGAS, Shell, Qatar Gas, Oxy etc.)
- Travel Agents
- Qatar Petroleum approved training centers
- Ministry of Business and Trade (Qatar Flag State Authorities)
- Direct Recruiting of Seafarers
- Medical Arrangements
- Hotels

Purpose:
- Develop and maintain relationships with foreign agencies for the supply of personnel
- Preparing visas and gate passes (pre and post mobilization)
- Prior notification in advance of crew roster and supply of any requested information regarding pre-and post mobilization
- Arranging air tickets for arrival and departure to international destinations and ensuring relevant visa requirements are met for incoming crews
- Arrangement of mandatory offshore courses and certification as per legal and contractual requirements
- Applying for vessel's certificates, exemptions, extensions, Officers Endorsements and any vessel related queries
- Searching for candidates through internet, application through company's website, scrutinizing resumes of these seafarers, communicating, interviewing, verifying authenticity of certification through the Flag state authorities of their country.
- Arranging doctor/ hospital visits for seafarers during any onboard medical aliments/ emergency situations. Including arranging for Medivac procedures
- Selection of appropriate hotels to accommodate crews, the arrangement of transport from hotel to airport, heliport, agencies, and ports etc.

Occupational Health & Safety and Environment

Accountability:
Are accountable for their acts and omissions.

Responsibility:
To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.

Authority:
To stop work if they think the work is unsafe.

Key Roles & Responsibilities

• Actively recruit crews from the international market place in order to meet crewing requirements for all contracts via agencies, job boards, internet and other means
• Be first point of contact for potential employees, vet and authenticate resumes and qualification/certifications with issuing bodies and provide information for recruitment agencies, potential and existing employees including assisting with external enquiries
• Conduct one-on-one interview in English with candidates from all countries to ascertain technical knowledge, suitability of the applicant and breadth of experience
• Arrange all security passes, port passes and certificates required by Qatar Ports and organize immigration and visas via government departments. Coordinate with Port authorities to obtain approvals and clearances
• Issue personal protective equipment during the induction phase, coordinate maintenance of equipment stock and replenishment of items
• Negotiate salary and employment contract details for new employees, negotiate the same for existing and extending personnel. Issue company ID, security passes and competency cards (e.g. HUET)
• Arrange flights, transportation and accommodation for joining and off signing crew
• Maintain comprehensive personnel database that meets company manning demands and concurrently complies with ISM, ISO and OHSAS codes of practice to which the company subscribes
• Follow up fleet movements and plan crew rotation schedules and update crew records on Crew Management System
• Monitor crew performance and contribute to annual performance appraisals
• Calculate and process crew monthly salaries and handle petty cash for the crew
• Prepare and update Crew relief plan on daily basis
• Conduct orientation briefings and coordinate induction and related administration for all new employees and ensuring the requirements of MLC 2006 are fully met
• Select training providers, liaise with the concerned centers and arrange technical courses that meet the contractual and client requirements prior to mobilisation (aka H2S, Slinging, BA, Crane operators, Chemical HAZOP/HAZID, Rigging, offshore survival, medicals etc.). Arrange transport of personnel to training providers
• Prepare crew lists for subcontract company staff employed to provide services to Milaha vessels including immigration documents and the vetting of contractors to ensure the mandatory safe manning regulations are fulfilled
• Collate and review invoices and receipts for suppliers and agencies including hotels, port agencies, training providers, recruitment companies and entry them in invoice tracking system
• Arrange and follow up emergency and medical treatment situations including transport off vessel via fast boat or helicopter, arrangement of immigration applications for the personnel upon their return to port for medical treatment, arrange transport from port to medical the facility and manage the welfare of the medical case, replicating the previous for the return to duty. This duty requires the incumbent to be on call and available to manage an emergency situation on a 24 hour 7day week alert status
• Enter and maintain electronic databases of flag certificates in Oracle and Shipnet
• Identify, collate and prepare endorsements, documents and certificates for compliance with mandatory safe manning regulations. Assist DPA and Marine team in providing evidence for submissions and issue of safe manning, exemption, extension and trading/endorsements in order to meet statutory legal requirements for all vessels
• Ensure that all vessel certifications and surveys for class and flag are in order for vessel inspection and audits by entering, maintaining and updating all relevant documentation in the database
• Coordinate Flag state inspections and class surveys in co-ordination with Port Engineer/Port Captain and support in the closure of process
• Follow specified systems, processes and procedures, implemented in the workplace, to ensure compliance with legal, regulatory, and other requirements/standards
• Perform other job-related duties as assigned

Minimum Qualification/Experiences/Skills
Education & Professional Qualification:
- Diploma in a relevant field

Professional Experience:
- 1 - 2 years' experience in a HR/Coordinator /Marine Administrator role in a marine company

Geographic Experience:
N/A

Computer Skills:
- Good knowledge of Office and web applications

Language Skills:
- Fluent in English
- Arabic is preferred

Market/Industry/Functional Knowledge:
- Recruiting experience for offshore fleet
- Good knowledge of the International Labour Organisation Maritime Labour Convention and its application/requirements to crewing operations
- Working knowledge of all marine trades utilised by the company including bridge officers, engineers, crane operations, slinging/rigging, dynamic positioning to be able to conduct technical interviews