CREWING SECRETARY

JOB DETAILS :

1. Responsible in receiving, updating and verifying the authenticity, accuracy and completeness of the seaman's documents as required by our principal.

2. Preparation of all pertinent documents/requirements for employment of Seafarer thru Matrix. And Check the validity and authenticity of documents;

3. Responsible in the verification of the accuracy of information stated in the Contract of Employment, wages scale, necessary addenda attachments, required Principal's SMS forms and checking of the company's database system encoded.

4. Responsible for the monitoring of seaman's medical to accredited Clinic and ensuring that seamen have complied with the prescribed medical package given by the Principal and its accounts to be coordinated with the Accounting Dept.

5. Supervise the assigned tasks to Crewing Secretary by checking and verification of various monitoring lists being maintained.

6. Communicate with the Principals on the status of the documents of the line-up officers and crew

7. Coordinate with Fleet Manager/Documentation's Supervisor for various government administration on certificates of seamen

8. Schedules seamen for ISM Familiarization, In-House trainings, PDOS and other trainings required by the Principal.

9. Monitors incoming messages from Principals and ensure that all messages were replied.

Travel Arrangements

10. Responsible for monitoring the travel arrangements of seamen and ensure that the joining crew is holding valid travel documents i.e. E- ticket and coordinate for relevant visa and dispatch in accordance with the principal's schedule ,

11. Communicate with the ship agent at the port of destination to inform prior crew arrival.

12. Keep seafarer posted of his schedule for joining and ensure travel readiness;

13. Responsible for the monitoring of incoming messages and ensure to reply to Principal\s messages and continuous update to the status of the seaman's readiness.

Dispatch

14. Checks and verifies the seaman's documents as per seaman's individual crew document checklist based on required principal's matrix.

15. Responsible for the completeness and accuracy of documents needed for Dispatch such as Documents to Master: Guarantee letter packages, and close coordination for the Accounting Department for Cash Advance lists given to seamen.

16. Responsible for the preparation of complete seafarers electronic files of documents required by Principal to be dispatch and maintaining a systematic file of scanned seaman documents

17. Responsible for the receiving and safe custody of crew parcels i.e. original documents of seamen and sending of documents to Principal thru courier if needed.

Flag requirements

18. Secure the required documents for application of various flag states and coordinate with the Liaison Officer.

Uniform Issuance

19. Ensures that seamen have correct uniform issuance as per Principal's instruction.

20. Checks the completeness of ISM Forms per Principal.

21. Communicate with the seafarers with regards to their line-up vessel and monitoring of needed trainings and certificates.

Off signers monitoring

22. Monitors the off signer's availability and required trainings needed.

23. Refers the seamen to accredited training centers.

24. Endorse seamen who did not Finished his contract to Fleet Manager for investigation of the cause of discharge.

Database System Updating

25. Responsible for signing-on and signing off for seaman's data on Company's database system.

26. Plans crew to LTP using the database system.

27. Encodes to database system on seaman's data and evaluation of Principal on his past service on board

28. Scan records of evaluation of seaman from Principal and maintain drop box electronic file of seaman.

Contract Preparation

29. Checks the accuracy of the contract details and completeness of addenda, operation's forms, addenda and allotment authorization slip.

30. Checks if already applied insurance coverage or with certificate of coverage.

31. Prepares contract on board extension and monitoring report per vessel.

Withdrawal of Seamen

32. Attends to the withdrawal of documents of seamen and ensure that prior releasing of documents, he was cleared by any accountabilities and have advised his Principal for his request to withdraw