Site Administrator Oil Service Company
012 -5961868

Job Description

Responsibilities :

·          Assures efficient co-ordination of personnel tracking system and administration of personnel matters on board.

·          Maintains required administration of all personnel on board in line with Company procedures.

·          Prepares and co-ordinates crew changes as instructed by the Master / Superintendent for marine and technical crew.

·          Monitors and organizes the arrival and departure of all personnel and arrange transport of all departing personnel to final destination.

·          Prepares helicopter manifests.

·          Ensures all new arrivals are in possession of a valid medical certificates and valid safety training certificates as per Company training matrix – informs Master of any deficiencies.

·          Maintains personnel data and retains copies of medical certificate and safety training certificates.

·          Allocates cabins for all personnel and maintain records for Muster Lists.

·          Retains passports and seaman’s books of all personnel.

·          Registers embarkation and disembarkation of Seamen and technicians as per company guidelines.

·          Updates Muster-list, Crew List/ POB-PASO List.

·          Prepares monthly time sheets of vessel personnel and issues to Company.

·          Prepares payroll sheets for marine and technical crew linking the dedicated Job Number for cost allocation under the supervision and signature by Master/Superintendent.

·          Prepares statements of meals consumed, in conjunction with the Camp Boss – obtains signature from Master.

·          Ensures official documents for customs and immigration are updated and obtain signature from Master.

·          Logs/arranges/ distributes incoming and outgoing mail as per standing instructions issued by Master.

·          Supervises accommodation / cabin cleaning and servicing.

·          Receives and processes time sheets of all Subcontractors.

·          Ensuring that the appropriate documents (Hard and Soft Copies) relating to the Vessel CA&A system are maintained and made available for inspection to the system verifier and other interested parties;

·          Assisting vessel personnel to document and maintain their individual competence Portfolio’s and Logbooks;

·          Liaising with partner companies and other stakeholders to ensure that all crew mandatory HSE courses are kept current and the personal records of the crew are updated accordingly;

·          Maintaining and keeping in good order the training certificates of the vessel;

·          Maintaining the HSE Training record and matrix for courses conducted onshore;

·          Assuring candidate portfolios and Record of competence logbooks are kept up to date and stored in a secure place;

·          Liaising with the Vessel HSE Engineer/CSO to identify training gaps and potential dates for re-assessments;

·          Ensuring all certificates issued to vessel personnel under the Competency Assessment and Assurance scheme are kept in such a way that authenticity or confirmation of issue of a certificate can be verified at a later stage if necessary.

·          Fully adhere, at all times and irrespective of the work place, to Company Health, Safety, Environmental and Quality (HSEQ) policies, procedures and requirements;

·          Perform other related duties as assigned by the Superior.


Requirements :

  Qualifications & Experience:

  Education:                                    Higher education
  Work Experience:                       Minimum 2-3 years’ experience in offshore vessel administration.
  Knowledge of Languages:         English (fluent), Azerbaijani (fluent)

Other Skills/Certificates Required:   
   - Be fluent in standard software for PC such as MS Office; 
       - Strong command of written and spoken English