Assistant Personnel Officer - Documentation

Position Description: The Assistant Personnel Officer ensures that seafarers complete all necessary activities and possess all valid documentation before they join company-managed vessels. This position also liaises with company-appointed manning agents to coordinate documentation, arrange visa applications, and closely monitors the status of seafarer applications. Job Responsibilites: Confirms that all documents, invitation letters and application forms for various travel visas are in order for all seafarers, supernumeraries, and roving superintendents; also keeps this information up-to-date in crew management software. Helps personnel officer prepare all necessary joining documentations (such as Seafarers Employment Agreement (SEA), letter to master, MARPOL declaration, and on -board complaints procedure contacts and acknowledgement), supernumerary documents, and travel insurance. Ensures that all travel visas for seafarers and roving superintendents are kept valid, including US C1/D visa, Australian MCV visa, Schengen visa, Chinese visa, and Canadian visa (for senior officers) Authenticates and verifies seafarer Certificate of Competency (COC) from issuing authorities. Ensures that all necessary flag state documentation is valid and dispatched to seafarers. Arranges Pre-Employment Medical Examinations (PEME) for seafarers through company-approved and -nominated clinics; forwards medical certificates and reports to assistant personnel superintendent for review and approval. Issues seafarer working gear (such as boiler suits and other safety gear) Provides weekly updates concerning the status of visa applications. Acts as a backup for the Personnel Officer and assists with team deliverables. Performs other duties as required. Requirements: Graduate in any discipline Minimum two years of work experience in a shipping company, preferably in a crewing function Well organized and able to manage timelines. Proficiency with Microsoft Office suite (including Outlook, Word, PowerPoint and Excel) Sound verbal and written communication skills, good writing style Able to prioritize and multi-task. Attention to detail. Additional Desired Qualifications: Customer service orientation. Experience in a multinational company. Job Demands and/or Physical Requirements: Periodic overtime to meet deadlines or accommodate time zone differences. Show more Show less