Crewing Support Assistant

2 days ago

Manila, National Capital Region, Philippines OSM SHIP MANAGEMENT PTE. LTD. Full time ₱300,000 - ₱450,000 per year

The position is responsible to process the flag state and visa applications of the crew members on a timely manner and upload the crew documents to the Crew Management system according to guidelines. Specific duties (e.g. Crew Management System Updating, Flag state Application and/ or Visa application) will be assigned by the manager according to the operational requirements.

Duties & Responsibilities:

Crew Management System Updating

  • Ensure all seafarer documents are scanned clearly and visibly.
  • Update and maintain document attachments in the Crew Management System according to the Competence Matrix, personal information, and other necessary requirements.
  • Provide regular updates to the team regarding the status of seafarer documents.
  • Verify that all documents and certificates are accurately uploaded and properly categorized as per the Competence Matrix.
  • Ensure timely and accurate uploading of medical certificates in the Crew Management System and coordinate their release to the Crewing Operations team.

Flag State Application

  • Consolidate and prepare Flag State requirements based on the approved matrix.
  • Monitor Certificate of Registry Applications (CRA) and track the release of Original Books, Endorsements, and GOEs at least 90 days prior to CRA expiration.
  • Ensure accurate documentation and timely processing of registry requirements.
  • Verify that CRA, Books, Endorsements, and GOEs are correctly uploaded and updated in the Crew Management System.
  • Confirm the accuracy of released CRA/Books/Endorsements/GOEs before distribution to crewing personnel.
  • Maintain up-to-date knowledge of Flag State guidelines and ensure documentation compliance.
  • Review and validate submitted documents and certifications for accuracy and legitimacy.
  • Perform other related tasks as assigned by the immediate Supervisor or Manager
  • Ensure timely submission of Flag State-related invoices to the Finance Department for processing.
  • Coordinate with both the Finance Department and Flag State Authorities regarding payment and billing matters.

Visa Application

  • Manage timely requests and liquidation of visa funds through the Finance Department.
  • Oversee the accurate completion of both online and paper visa applications.
  • Ensure the timely application and processing of visas for all seafarers, as required.
  • Schedule visa appointments when personal appearance is necessary.
  • During pre-departure briefings, ensure seafarers are informed of required documents and procedures for visa interviews.
  • For visas that do not require personal appearance, ensure documents are delivered to the embassy by an authorized company representative.
  • Perform other visa-related duties as assigned by the Immediate Supervisor or Manager.

Required Qualifications & Experiences:

  • At least a graduate of any Bachelor's Degree.
  • Knowledgeable about seafarer documents and requirements of Flag State Registries
  • Good communication skills, both written and verbal.
  • Highly organized with strong interpersonal skills.
  • Strong customer focus with the ability to provide after-hours support when needed.
  • Able to work under pressure and with minimal supervision.
  • Proficient in using office productivity tools.

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