Assistant Fleet Personnel Officer (Contractual)

Private Advertiser; Manila; On-site; PHP 279,000 - 469,000; Full time

Benefits offered by this job

Company events

Free parking

Health insurance

On-site parking

Paid training

Promotion to permanent employee

Staff meals provided

Job summary

Private Advertiser in Manila is seeking an organized Fleet Administrative Assistant to support the Fleet Personnel Manager and Fleet Personnel Officer. You will assist with seafarer recruitment, travel arrangements, medical screening coordination, and preparation of employment contracts.

The role covers flight bookings, visa handling, flag state paperwork, and maintaining seafarer medical records, ensuring timely processing and accurate documentation for each voyage.

Qualifications

• Secretarial support for seafarer recruitment.
• Assist with pre-employment medical screening of seafarers.
• Assist with flag state documentation and license applications.
• Coordinate flight bookings and travel for seafarers and staff.

Responsibilities

• Monitor communications with Ship Manager regarding vessels.
• Process documentation for seafarers embarking on vessels.
• Update Records in the Personnel Management System.
• Prepare home allotment information for signing on seafarers.
• Prepare certificates of service for seafarers.
• Coordinate flight arrangements and visa handling when required.
• Submit flag state applications to Embassies/Consulates.
• Maintain and update seafarer medical references and records.

Skills

Secretarial support

Travel bookings

Document processing

Flight arrangements

Communication

Tools

PAL Personnel Management System

Job description

General

Responsible to the Fleet Personnel Manager and Fleet Personnel Officer.

Assists with all matters pertaining to the dispatch of seafarers.

Provide secretarial assistance for matters pertaining to the recruitment of seafarers.

Assist with all matters pertaining to the travel of seafarers and office staff visiting vessels.

Assist with matters pertaining to the pre-employment medical screening of seafarers.

Assist with all matters pertaining to the Flag State documents/licenses applications of seafarers.

Assists with all matters pertaining to the preparation of seafarer’s Contract of Employment.

Main Duties

1. Monitors communication to/from the Ship Manager pertaining to assigned vessels.


2. Monitors the processing of all documentation required by seafarers embarking on assigned vessels.


3. Updates the Computerized Systems (Records) Personnel Management System as required.


4. Prepares Home allotment information of signing on seafarers.


5. Prepares documentation to be forwarded to the Master and/or Ship Manager.


6. Prepares certificates of service for seafarers.


7. Monitors information internally and externally and report anything of significance to the Fleet Personnel Officer, Assistant Fleet Personnel Manager and/or Fleet Personnel Manager.


8. If requested by the Ship Manager, responsible for the flight booking of departing seafarers including forwarding of flight details, charges, etc.


9. Prepares guarantee letters, applications for seaman’s fare rebate for all departing seafarers.


10. Responsible for domestic and international flight arrangements (including visas where appropriate) for seafarers, BSM-PH staff, corporate guests and spouses.


11. In charge of queries to and from airlines, travel agents and office staff regarding seafarer’s travel arrangements.


12. Arranges the collection of air tickets from airline offices and preparation of Letter of Authorization as may be required.


13. Prepares the seafarer’s medical referral.


14. Maintains and updates the seafarer’s Medical Reference File.


15. Monitors the status of seafarers sent for pre-employment medical and liaises with the Company’s clinics as required.


16. Receives and verifies the seafarer’s medical certificate(s).


17. Encodes seafarer’s medical data into the PAL Personnel Management System.


18. Maintains seafarer’s medical records and statistics.


19. Monitors communication to/from the Ship Manager pertaining to flag state documentation.


20. Assists in the application and monitors the processing of all flag state documentation as required by seafarers embarking on assigned vessels.


21. Submits and collects the seafarer’s applications for flag state documentation to the appropriate Embassy or Consulate.


22. Monitors and follows up on seafarer’s flag state applications as maybe required.


23. Maintains and updates the Flag State Reference File.


24. Prepares the seafarer’s POEA Contract of Employment for processing either at DMW or through the Company’s in-house processing facility.


25. On a daily basis, ensures that all contractual documentation is correct and complete for all crew departing to join vessels.


26. Responsible for keeping respective area tidy and report deficiencies.


27. Other duties as maybe assigned by the Director Operations Department/Fleet Personnel Manager/Asst. Fleet Personnel Manager and or Fleet Personnel Officer.

Job Types: Full-time, Permanent

Benefits:

• Company events


• Free parking


• Health insurance


• On-site parking


• Paid training


• Promotion to permanent employee


• Staff meals provided