ADMINISTRATION /OFFICE MANAGER

Job Description

1. Help in Establishing & Maintaining s for personnel. Issuing these to new employees upon their recruitment and maintain the database of the employees/crew.
2. Working closely with various/operations department managers and seeking their manpower resources requirements
3. Being aware/updated of current professional, training & medical requirements of various clients.
4. Carry out activities of Recruitment Officer, Training Officer and Medical Officer As required.
5. Ensure maintenance of accurate & well-ordered documentation of all employees in their files.
6. Maintain any other activities which may be advised to undertake in regards with Admin/HR.
7. Receiving CVs through various sources, including internet and company website.
8. Short listing and selecting candidates based on the operations/client requirement.
9. Send CVs to department managers for interview and finalizing and advice candidates accordingly.
10. Maintaining CV data base based on positions.
11. Giving offers to selected candidates and receive all the documents required as per operations/client requirement
12. Prepare CV of the selected candidates in UNSM format (for onward submission to the clients) for approval through department heads.

13.?Co-ordinate with PRO and personnel asst. for visa renewal, licences, etc.14.?Assist the crew on their medical requirements + co-ordination with hospital.15.?Ensure that crew have completed requisite additional trainings as per charterers? own standards, OPCO HSE for example.16.?Ensure all documents are collected/prepared upon crew joining the company e.g. PP copies, certificates, photos, etc.17.?Prepare employment contracts for new recruits18.?Crew assignment as approved by the MD

1. Carry out other works as required by the management
2. Prepare Recruitment Form and obtain approval through Department Head and pass to PRO for visa process.
3. Controlling briefing, interviewing, screening and hiring for all seagoing personnel.
4. Monitoring available ex-crew and schedule deployment, anticipating future Company?s needs for recruitment, and informing the General Manager on manpower planning and employment problems.
5. Implementing manning decisions made by the Top Management.
6. Liaising with the other Department Heads for the recruitment of Deck and Engine Officers.
7. Checking application forms and previous Companys records for each seagoing personnel prior to engagement and deal with the same after engagement.
8. Verifying that the qualifications and experience of new recruits are genuine.
9. Ensuring the control/monitoring of documents and certificates of embarking seagoing personnel.
10. Maintaining Crew lists of current manning in respect of each vessel.
11. Providing immediate medical assistance to the shipboard personnel.
12. Maintaining personal, medical and training records and certification details of all personnel. Keeping all personnel files up to date. Maintaining a computerized database which contains key personal data and assignment history of all personnel.
13. Assist the Management for the Onshore staff recruitment & selection.
14. Reviewing information n on the performance of all seagoing personnel and make suggestions on their promotion, after consultation with the Department Heads.
15. Resolving employment disputes with seafarers and their representatives and ensuring smooth completion of same.
16. Keeping aware of manning developments including the requirements of ILO, Flag Administration, Seamen?s union, Flag, Class, Tasneef and representative bodies, shipowners? unions and employment associations.
17. Assists office staff in maintaining files and databases
18. Prepares reports, presentations, memorandums, proposals and correspondence
19. Assigns jobs and duties to office staff as needed
20. Monitor office operations
21. Schedules appointments and meetings for executives and upper level staff
22. Serves as the go-to for office inquiries and conflicts
23. Provide secretarial or executive services
24. Any other work assigned by their seniors/ management.

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