Assistant Personnel Officer - Documentation
Location:
Mumbai, IN
Position Description:
The Assistant Personnel Officer ensures that seafarers complete all necessary activities and possess all valid documentation before they join company-managed vessels. This position also liaises with company-appointed manning agents to coordinate documentation, arrange visa applications, and closely monitors the status of seafarer applications.
Job Responsibilites:
- Confirms that all documents, invitation letters and application forms for various travel visas are in order for all seafarers, supernumeraries, and roving superintendents; also keeps this information up-to-date in crew management software.
- Helps personnel officer prepare all necessary joining documentations (such as Seafarers Employment Agreement (SEA), letter to master, MARPOL declaration, and on -board complaints procedure contacts and acknowledgement), supernumerary documents, and travel insurance.
- Ensures that all travel visas for seafarers and roving superintendents are kept valid, including US C1/D visa, Australian MCV visa, Schengen visa, Chinese visa, and Canadian visa (for senior officers)
- Authenticates and verifies seafarer Certificate of Competency (COC) from issuing authorities.
- Ensures that all necessary flag state documentation is valid and dispatched to seafarers.
- Arranges Pre-Employment Medical Examinations (PEME) for seafarers through company-approved and -nominated clinics; forwards medical certificates and reports to assistant personnel superintendent for review and approval.
- Issues seafarer working gear (such as boiler suits and other safety gear)
- Provides weekly updates concerning the status of visa applications.
- Acts as a backup for the Personnel Officer and assists with team deliverables.
- Performs other duties as required.
Requirements:
- Graduate in any discipline
- Minimum two years of work experience in a shipping company, preferably in a crewing function
- Well organized and able to manage timelines.
- Proficiency with Microsoft Office suite (including Outlook, Word, PowerPoint and Excel)
- Sound verbal and written communication skills, good writing style
- Able to prioritize and multi-task.
- Attention to detail.
Additional Desired Qualifications:
- Customer service orientation.
- Experience in a multinational company.
Job Demands and/or Physical Requirements:
- Periodic overtime to meet deadlines or accommodate time zone differences.