Executive (Marine HR) - Planning

OVERALL SUMMARY
The primary responsibility of this position is to serve as the central point of contact (PIC) for all Marine HR matters pertaining to the assigned vessels. Furthermore, the role involves providing support to Marine HR Managers across a range of activities including but not limited to recruitment, training, performance management, as well as forecasting and planning for all ranks, including Vessel Management Teams (VMT).
AREAS OF RESPONSIBILITY
3.1 Recruitment and Crew Management:

• Monthly review crew requirements and provide updates to Marine HR Managers on recruitment needs. Maintain regular communication with manning offices and promptly respond to recruitment requirements monthly.
• Support the recruitment process by screening and shortlisting crew applications received from manning offices.
• Conduct comprehensive background checks, including verification of past employment history, to ensure compliance with company standards. Collaborate with manning offices to clarify license certificate statuses and address any significant medical issues.
• Assist in scheduling timely interviews for eligible candidates.
• Evaluate the recruitment flow and operational systems of manning offices for ongoing process improvement.

Develop, implement, and assess initiatives aimed at continuously recruiting competent ship staff from diverse
sources and recruitment channels.
3.2 Vessel Manning and Scheduling:

• Plan, administer, and monitor Ship Staff rotation, pooling, and team migration for efficient manpower deployment and utilization.
• Regularly review unassigned Ship Staff, plan the assignments for those ready to join, and submit a list every fortnight for discussion with the MARINE HR Manager, addressing any performance or medical issues.
• Coordinate with Manning office to ensure readiness of existing VMT Ranks, and upon

readiness in all aspects, assign them to vessels with the approval of Fleet Managers /
Operation Managers in compliance with company policies, procedures, STCW
requirements, and relevant policies under QSP 0903 and the Manning Manual.

• Compile and analyze manpower statistics and competencies to meet current fleet
staffing requirements and anticipate manpower needs resulting from fleet expansion.
Provide monthly reviews of VMT new hire requirements to the Marine HR Manager,
considering the present fleet size and expected fleet additions or deletions over the next
12 months.

• Evaluate potential promotion candidates into VMT ranks, taking into account fleet size
and available VMT staff. Upon approval of New Hires received from Fleet/Technical
Managers and the MARINE HR Manager, send approval messages to the Manning offices
and assign ship staff based on readiness.
3.3 Documentation / Process Compliance and Enhancement:

• Maintain an efficient documentation system for all new hires and rejoinders, including
qualifications, certifications, and experience, for reference, planning, and audit
purposes.

• Assist in ensuring accuracy in ITF renewals and documentation. Support the Marine HR
Manager in handling crew management matters related to CBA and interactions with
crew unions.

• Ensure vessels meet MLC requirements and EPS manning standards at all times,
promptly highlighting any non-compliance issues to the Marine HR Manager.

• Administer, review, and enforce ISO procedures and requirements for Marine HR
processes, including following up on NCRs and other ISO documentation and procedural
requirements relevant to Marine HR activities.

• Communicate and educate our appointed manning offices worldwide on the importance
of compliance with Company procedures, zero tolerance policy (no license, no joining)
on Marine HR management, and the necessity for all officers and crew to be suitably
qualified, experienced, and certified as per STCW 95 requirements.

• Coordinate with Crew accounts for remittance and keep the Manning office updated
regarding LLP requests for VMT members on leave, obtaining approval from the Marine
HR Manager.

• Facilitate pension requests for VMT ranks, liaising with the Manning office and Crew
accounts for approval and remittance, while ensuring the Manning office is updated on
the pension process and remittance details.

• Promptly address all ship staff queries related to Marine HR issues by providing timely
responses to each sender, treating them as internal customers.

• Oversee Compass and Flights upkeep, as well as planning for new build deliveries.
• Assist the Marine HR Operator in coordinating changeovers of VMT staff with Fleet and

Technical departments as required.
3.4 Training, Performance and Career Management:

• Coordinate and organize Office Briefings for both New Hires and existing Masters and Chief Engineers in accordance with company requirements. Ensure that relevant departmental briefings are conducted promptly and efficiently.
• Plan and manage office training sessions for eligible candidates aspiring to be promoted to the ranks of Master and Chief Engineer. This includes overseeing arrival formalities, arranging accommodations, and maintaining detailed records.
• Review crew appraisals for VMT ranks and potential candidates for promotion to 2/O and 2A/E positions, identifying any exceptions and promptly reporting them to the Marine HR Manager for the next course of action. Monitor the completion status of E-appraisals for VMT ranks regularly and follow up with Fleet Managers, Technical Superintendent, Operation Managers and Operation Superintendents regarding any overdue reports.
• Assist in reviewing crew evaluations for other ranks apart from VMTs and Promotable 2/O and 2AE from vessels as required and identify any exceptions and promptly reporting them to the Marine HR Managers for the next course of action.
• Contribute to the planning and management of career and competency development for our pool of ship staff to establish an 'Employer of Choice' reputation in the industry.
• Review and follow up on comments provided by Superintendents and Port Captains for necessary action.
• Ensure timely responses to shipboard queries for VMT ranks and promotion-related inquiries for 2/O and 2A/E, consulting with the Marine HR Manager as required.
• Assist if assigned in training and guiding other Executives in Marine HR team to perform their duties and responsibilities effectively.
• Perform any other tasks assigned by the Management from time to time.

Qualification / Experience

• Min Diploma (for local employees)
• At least 3 years' experience with Marine HR related matters onboard ships or ashore
• Sailing experience with EPS preferred
• Adequate IT knowledge, e.g. Microsoft Word, Excel, Email
• Good communication skills – spoken and written English
• Good appreciation and dealing of cultural diversity
• Good knowledge of Fleet Marine HR processes and operations
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