Role Summary: Part of the Fleet Management department (FMD), this role is to ensure proper monitoring of cadets and crews with respect to their key performance indicators (KPI).
Role and Responsibilities:
Cadet Management
- PIC of all matters related to Cadets.
- Annual Cadet budget forecasting.
- Cadet count and status forecasting (currently 6 nationalities).
- End to end recruitment.
- Planning of assignments for cadets and pre-embarkation briefings.
- Verifying of invoices before submitting for approval and payments.
- Coordination of payroll.
- Cadet documentation checks and uploading into Crew Management System (CMS).
- Claiming for SMarT funding (MCA) and audited by SMarT/MCA.
- Monitoring of cadets’ progress and reports when they in college and at sea.
- Maintaining frequent contact and be the point of contact and answering to cadet’s queries.
- Preparing and updating Cadet Agreement Contracts, Cadet to Officer package and contracts.
- Arranging for technical interviews and proposing promotions for graduated Cadets.
Crew Management
- Maintaining a good working relationship with Company’s external Crew Managers (6 crew managers);
- Weekly meeting with Crew Managers on overdue crew status and operational updates.
- Monthly meeting with crew managers for Officer’s rotational planning.
- Monthly checking of Crew Manager’s KPI.
- Scanning and sending MPA CoE.
- Approving of travel invoices.
- Managing Travel Agents:
- PIC to Crew Managers on issues and feedbacks from the Travel Agents (currently 2 travel agents);
- Managing and implementing the change to new Travel Agents and Integration of travel portal in CMS;
- Training and implementation of travel portal for travel booking to Crew Managers;
- CMS
- PIC to Crew Managers for issues/questions they have with CMS.
- Administrator & housekeeping responsibilities.Setting and confirming of wage scale.
- Creating of new vessel profiles and updating Safe Manning of vessels.
- Power BI
- Working with BTT to create Power BI reports as needed by the Management (9 reports currently).
Ad hoc tasks:
- Providing safety briefings to Nautical Colleges when invited.
- Co-ordinating Cadet’s video interview for Company’s Communication Team.
- Contributing to the Company’s social media articles and newsletters on Cadets and fleet management department subjects.
- Any other tasks required by the Managing Director and the Head of Marine.
- Any support (crew related) needed by the Superintendents and Senior Vessel Planner.
Requirements:
Education, Knowledge & Working Experience
- Minimum Diploma in Maritime Studies or Human Resources or related.
- Excellent knowledge of Microsoft Office (Word, Excel, Power Point).
- Minimum 4-5 years of proven relevant working experience in cadet and crew management.
- Working knowledge of crew accounting system & codes, budget and document control.
- Working Knowledge in recruiting offshore personnel.
- Experience in working in a multi-cultural environment.
- Sailed as a cadet would be an advantage.
Personal characteristics:
- Meticulous, pro-active with positive attitude and willing to learn.
- Good interpersonal skills and able to work well with others in a fast-paced working environment.
- Able to multi-task, willing to work flexible hours when required.
- Attention to details and strong in planning.
- Able to work independently and as a team.