Communication

Internal Communication: Human Resources Department / Purchase / Stores / Payroll / Immigration / Accounts / Logistics / Fleet & Technical.

Arranging crew cash advances, payroll inclusion, parole checklist for all marine staff (every 15 days), bringing to conclusion and payment disputes personnel files, Oracle inputs, salary certificates, service certificates, employment contracts, passage orders, salary revision/promotion/reimbursement memos or any other duties.

External Communication

Specialist Employment Agencies
Crew Mobilization Related Agencies (e.g. Nakilat, Navigation, Doha heliport, Ras Laffan Port Authority)
Clients (Oil & Gas Majors) e.g. QP, RASGAS, Shell, Qatar Gas, Oxy etc.
Qatar Air and other international carriers
Qatar Petroleum approved training centers
Ministry of Business and Trade (Qatar Flag State Authorities)
Direct Recruiting of Seafarers
Medical Arrangements
Hotels

Develop and maintain relationships with foreign agencies for the supply of personnel.

Preparing visas and gate passes (pre and post mobilization)
Prior notification in advance of crew roster and supply of any requested information regarding pre-and post mobilization
Arranging air tickets for arrival and departure to international destinations and ensuring relevant visa requirements are met for incoming crews
Arrangement of mandatory offshore courses and certification as per legal and contractual requirements
Arrangement of transport to the centers
Applying for vessel's certificates, exemptions, extensions, Officers Endorsements and any vessel related queries
Searching for candidates through internet, application through company's website, scrutinizing resumes of these seafarers, communicating, interviewing, verifying authenticity of certification through the Flag state authorities of their country
Arranging doctor/hospital visits for seafarers during any onboard medical ailments/emergency situations
Including arranging for Medivac procedures
Selection of appropriate hotels to accommodate crews, the arrangement of transport from hotel to airport, heliport, agencies, and ports etc.

Occupational Health & Safety and Environment

Accountability: Are accountable for their acts and omissions.
Responsibility: To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.
Authority: To stop work if they think the work is unsafe.

Responsibilities

To actively recruit crews from the international marketplace in order to meet Subsea crewing requirements for all contracts via agencies, job boards, the internet and other means.
Be the first point of contact for potential subsea contract crew, vet and authenticate resumes and qualifications/certifications with issuing bodies and provide information for recruitment agencies, potential and existing employees, including assisting with external enquiries.
Conduct one-on-one interviews in English with candidates from all countries to ascertain technical knowledge and suitability of the applicant.
Have working knowledge of all subsea and marine activities utilised by the company, including Divers, ROV and survey, subsea engineers and inspection personnel, including slinging/rigging, dynamic positioning and the use of this knowledge for initial technical interview to appraise the applicant's knowledge and breadth of experience.
Selection of training providers and transport of personnel to training providers to meet mandatory oil & gas marine requirements prior to mobilisation.
Arrangement of all security passes, port passes, and certificates required by Qatar Petroleum and organisation of immigration and visas via government departments.
Arrange and follow up emergency and medical treatment situations, including transport off vessel via fast boat or helicopter, arrangement of immigration applications for the personnel upon their return to port for medical treatment, arrange transport from port to the medical facility and manage the welfare of the medical case, replicating the previous for the return to duty. This duty requires the incumbent to be on call and available to manage an emergency situation on a 24-hour, 7-day week alert status.
Issue of personal protective equipment during the induction phase, maintenance of equipment stock and replenishment of items.
Negotiation of salary and employment contract details for new employees, negotiation of the same for existing and extending personnel and issue of company ID, security passes and competency cards (e.g. HUET).
Maintenance of a comprehensive personnel database that meets the company's manpower demands and concurrently complies with ISM, ISO and OHSAS codes of practice to which the company subscribes.
Provision of data, metrics and information for internal, external, 3rd party and tender information requests.
Maintenance and contribution to the company's electronic databases, including CMS, Oracle and Shipnet.
Arrangement of technical courses that meet the contractual and client requirements, examples: H2S, Slinging, BA, Crane operators, Chemical HAZOP/HAZID, Rigging, offshore survival, medicals, etc.
Identification, collation and preparation of endorsements, documents and certificates for compliance with mandatory safe manning regulations and presentation of evidence to classification societies, national legislative and industry best practice bodies.
Conduct orientation briefings and coordinate induction and related administration for all new employees, and ensure compliance with the requirements.
Preparation of crew lists for subcontract company staff employed to provide services to project vessels, including immigration documents and the vetting of contractors.
Collating and reviewing invoices and receipts for suppliers and agencies, including hotels, port agencies, training providers, recruitment companies and coordinating this information with the relevant department and superintendents.

To have a full working knowledge of the International Labour Organisation Maritime Labour Convention and to apply the requirements to crewing operations.

Qualifications

Education & Professional Qualification:

Minimum Graduate

Professional Experience:

3-5 years' experience in an HR/Coordinator /Marine Administrator role in a marine company.

Geographic Experience: N/A

Computer Skills:

MS Office.

Market/Industry/Functional Knowledge:

Recruiting experience for offshore or Subsea crews.

About Us

Why Join Milaha? By continuously challenging the status quo, Milaha today is a large, diversified holding company with core interests in maritime transport, logistics, port management, and offshore marine services. Milaha is a genuinely diverse company in respect of its offering portfolio and, most importantly, our dedicated colleagues. Although we come from different backgrounds and cultures, our values are what we have in common and keep us connected.

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Crew Coordinator