Marine Personnel Executive

Role Purpose (Why do we need this role)

To ensure the efficient, compliant, and cost-effective planning, deployment, and administration of seafarers assigned to the fleet by coordinating crew rotations, managing crew documentation and certification requirements, supporting crew welfare and medical matters, and maintaining effective communication with seafarers, manning agencies, vessels, and service providers.

Role Accountabilities (What is this role responsible for delivering)

1. Crew Planning

• Maintain accurate fleet manning plans and forecasts by monitoring crew relief due dates, vessel schedules, crew availability and operational requirements.
• Review seafarers medical fitness, leave status, certification and availability to confirm readiness for assignment.
• Support the Senior Marine Personnel Manager in identifying recruitment requirements and coordinating candidate assessments, interviews and selection with manning agencies.
• Prepare recommendations for the promotion of junior officers and ratings based on operational needs, performance records and readiness for advancement.

2. Crew Deployment

• Coordinate the selection, planning, deployment and rotation of junior officers and ratings across the assigned fleet, ensuring crew changes are completed efficiently, on schedule and cost-effectively. Execute the deployment of senior officers as directed by the Senior Marine Personnel Manager.
• Liaise with manning agencies, Masters, port agents and service providers on crew movements, flight arrangements and crew-change schedules.
• Arrange visas, immigration formalities, travel, accommodation and ground transportation for seafarers joining or being repatriated in Singapore and coordinate equivalent arrangements with overseas agents at other ports.
• Issue clear deployment instructions and promptly communicate joining details or changes to the Master, manning agency, seafarer and port agent.
• Provide port agents with consolidated crew-change information required for clearances and arrival and departure formalities.

3. Seafarer Management

• Maintain regular communication with shipboard personnel and respond promptly to vessel requests on crewing matters.
• Monitor performance evaluations for junior officers and ratings, ensure completion by the appropriate shipboard assessor, provide relevant information to the Senior Marine Personnel Manager and coordinate the closure of identified actions.
• Review and endorse completed performance evaluations in COMPAS.
• Coordinate crew briefings and debriefings with department managers and manning agencies, including virtual pre-joining briefings for senior officers.
• Support crew medical cases by reviewing medical reports, coordinating teleconsultations and shore medical visits, and following up on treatment, hospitalisation, rehabilitation, repatriation arrangements and related costs, including follow-up treatment at subsequent ports. Liaise with agents, medical providers and relevant stakeholders, and provide timely updates to the Senior Marine Personnel Manager.
• Compute long service award eligibility seafarers to be presented during events or management visits.

4. Crew Documentation and Compliance

• Coordinate with relevant flag authorities, on Certificates of Endorsement and maintain accurate records in COMPAS and with manning agencies.
• Maintain crew records in MARINET, including sign-on and sign-off transactions, endorsement applications, and the renewal or closure of Articles of Agreement and official logbooks.
• Process applications for flag-state dispensations relating to expired documents, contracts and other approved manning exceptions.
• Verify that crew records and documents are complete, valid and accurately maintained by manning agencies, and comply with MLC, STCW, flag-state and Company Document Matrix requirements before embarkation.
• Ensure employment contracts are correctly issued, valid and approved in the system; monitor contract validity against vessel schedules and arrange extensions where required.
• Conduct final pre-deployment checks to confirm that seafarers hold valid certificates, endorsements, ECDIS certification, mandatory training records, vaccinations and all other documents required for the full contract period, and liaise with the Training Team, manning agencies and port agents to arrange renewals and promptly rectify any deficiencies.

5. Expenses and Invoices

• Review vendor invoices against COMPAS records, agreed rates and services rendered, and resolve discrepancies before submission for payment.
• Review and approve or reject crew expense claims in accordance with the Company Travel Policy, ensuring that claims are reasonable, adequately supported and compliant; inform the seafarer and Master of the outcome and submit approved claims to Payroll for processing.
• Monitor crew-change and related expenditure to support accurate, reasonable and cost-effective processing.

6. Administrative and Additional Duties

• Act as the designated backup COMPAS administrator, where assigned, providing first-line support for approved user administration, vessel setup, appraisal workflows and data-quality issues in accordance with established access controls.
• Initiate SAP vendor-creation requests for newly appointed crew-change vendors and manning agencies.
• Co-ordinate arrangements for interviews of candidates, liaise with all stakeholders, such as Fleet, QHSE and Fleet services teams.
• Maintain an adequate inventory of crew uniforms and epaulettes and arrange timely replenishment.
• Organize logistics and support for seafarer office visits as required or requested by the management.
• Perform other duties assigned by the Senior Marine Personnel Manager in support of departmental and operational objectives.

7. Safety

• Take responsibility for your own safety and the safety of those around you by demonstrating the safety leadership principles (i.e., Safety I's and the Accountability Ladder).
• Challenge and stop unsafe acts, behaviour or conditions whenever they are observed.
• Comply with the Global Safety Standards, Policies and Operating Procedures.

8. Crisis Management

• Serve as a member of the Personnel Assistance Team (PAT) and provide support as directed by the PAT Leader.
• Make every effort to understand and remain aware of your role in the event of a crisis.
• Make every effort to attend relevant training, simulations and meetings relating to crisis management.
• Perform your role to the best of your ability in a calm and collaborative manner, in accordance with the relevant policies and procedures, in the event of a crisis.
• Provide input and feedback to support the ongoing improvement of the Crisis Management Framework and procedures.

Key Qualifications & Skills (What knowledge will ensure success in the role)

Qualifications

• Diploma or degree in a related field.
• At least two years experience in crew management.

Technical Skills

• Excellent interpersonal, planning and communication skills; accurate and numerate; a self-starter who demonstrates initiative.
• Able to multitask and work effectively with multinational crews and manning agencies worldwide.
• Able to respond quickly to changes in operational, deployment or regulatory requirements.

Professional Skills

• Fluent in spoken and written English.
• Adequate knowledge of manning, certification, and flag-state requirements.
• Working knowledge of STCW, the ISM Code and MLC 2006, at a minimum.

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Swire Shipping is committed to ensuring equal equitable access and participation for persons who experience disability. SSL is committed to treating persons with disability in a way that allows them to maintain their dignity and independence. Reasonable adjustments can be made upon request based on understanding of those accommodations.

Across Swire Shipping, we seek to create a supportive and inclusive environment that embraces individuality and recognise the benefits that these differences make. We do this by ensuring that all individuals are treated with respect and understanding and actively promote Equal Employment Opportunity (EEO) and do not tolerate discrimination, harassment, bullying, retaliation or intimidation of any kind. We are committed to driving the strategy, policies and accountability to build and sustain a diverse global workforce, through equitable processes and systems where everyone can contribute their very best.