Assistant Personnel Officer - Documentation


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.



  • 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.



This video was taken on board our 4250 TEU vessel, Seaspan Santos, during a six-day passage in September 2013.


When you join the Seaspan family, you become a part of a company with one of the newest and most advanced fleets in the industry. Our modern vessels are maintained to the highest standards and offer excellent living conditions for our seafarers.