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:
o PIC to Crew Managers on issues and feedbacks from the Travel Agents (currently 2 travel agents);
o Managing and implementing the change to new Travel Agents and Integration of travel portal in CMS;
o Training and implementation of travel portal for travel booking to Crew Managers;
· CMS
o PIC to Crew Managers for issues/questions they have with CMS.
o Administrator & housekeeping responsibilities.
o Setting and confirming of wage scale.
o Creating of new vessel profiles and updating Safe Manning of vessels.
· Power BI
o 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.
