Marine Personnel Administrator 6 months

Job Summary and Purpose

Provide comprehensive administrative support across Marine Personnel related activities to ensure efficient day-to-day operations. In addition to implement the policies & procedures for all the marine personnel and maintaining accurate seafarers records within company systems.

Accountabilities

Key Accountabilities:

1. Provide administrative support to Marine Personnel Recruitment, Training, Payroll, Planning and Deployment activities as assigned, ensuring smooth day-to-day operations of the Marine Personnel.
2. Maintain and update marine personnel records in accordance with the Safety Management System, applicable working procedures, and company requirements. Ensure accurate filing, storage, and retrieval of documents, both hard and soft format, while maintaining confidentiality and data integrity.
3. Update and maintain seafarer information in the approved crewing management system, including data entry, record updates, and verification of documentation to ensure accuracy and completeness.
4. Provide administrative support for marine personnel payroll activities, including preparation and verification of supporting documentation for salary payments in line with approved procedures. Coordinate with relevant internal stakeholders to assist in resolving payroll related queries and/or discrepancies.
5. Provide administrative support for marine personnel vendor invoices, including preparation and verification of supporting documentation in line with approved procedures. Coordinate with relevant internal stakeholders to assist in resolving related queries and/or discrepancies.
6. Support recruitment and training activities through administrative tasks including but not limited to document processing, coordination of records, tracking of training requirements, and updating training matrices as required.
7. Assist planning and deployment activities by providing administrative support maintaining related documentation in coordination with assigned team members.
8. Provide administrative and data support for departmental projects, audits, and initiatives as assigned, including but not limited to report preparation, data consolidation, and follow up actions.

Generic Accountabilities:

Safety, Health, Environment, & Quality (SHEQ):
9. Adhere to all relevant SHEQ & HSSEQ policies, procedures, instructions and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures:
10. Follow all relevant approved policies and procedures so that work is carried out in a controlled and consistent manner.

Others
11. Arrange and coordinate the attendance of seafarers at seminars, training sessions, visits to NSQL head office, and other official activities as required, including coordination with seafarers where applicable.
12. Assist in the implementation and administration of company personnel policies applicable to seafarers through standard administrative support, record keeping and updating, and coordination with relevant stakeholders.
13. Perform any other related administrative duties and tasks assigned by their line manager.

Key Result Areas

• Timely and accurate completion of assigned administrative tasks supporting Recruitment, Training, Payroll, Planning and Deployment activities in line with departmental procedures and KPIs.
• Accurate and up to data entry and maintenance of marine personnel and seafarer information in the approved crewing management system, ensuring data accuracy, completeness, consistency, and reliability.

Interactions and Working Relations

Internal:
• Regular interaction with seafarers.
• Regular interaction with internal stakeholders.

External:
• Interaction external vendors.

Financial Authorities

• As per TOFA.

Qualifications, Experience and Job Skills

Qualifications:
• Minimum of high school degree.

Experience:
• Minimum 2 - 5 years’ of administration and/or personnel related experience in a medium to large sized company.

Job Specific Skills:
• Strong administrative and organizational skills with the ability to manage high volumes of records in a fast-paced environment.
• Proficiency in data entry and maintenance of personnel information within computerized crewing management systems, including attention to data accuracy and consistency.
• Working knowledge of document control practices and recordkeeping requirements within a controlled and regulated environment.
• Basic understanding of marine personnel documentation, certification, and training records, with the ability to track and update information as instructed.
• Competence in MS Office applications, including word processing, spreadsheets, email, and document management systems.