Job Description

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Executive (Marine HR), Services

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Location

India, Mumbai


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Date Posted

May 21, 2025


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Application Deadline

OVERALL SUMMARY

The function is responsible for overseeing the following aspects of the Marine HR Department:


Checking and Processing of disbursements for travel agents, manning offices, medical clinics and other vendors as required. Administering the company's Long Service Award program for ship-staff. To support the department in maintaining a first-class administration system

AREAS OF RESPONSIBILITY

Flag licenses management (Liberian, Malta & Singapore).


Submit licenses applications and follow up till the issue of transitional / full term licenses and subsequent distribution of licenses to fleet. Update and coordinate with Manning Offices on handling of flag licenses. Update records on Compas / Danaos and follow-up deficiencies, if any. Check and settle all related costs involved in licenses applicationReview, control allotment bank details and process monthly allotment for the vessels assigned.

Maintain a documentation system to always achieve, accuracy and ease of retrieval. This is attained by ensuring accurate and prompt scanning of documents both in this office and TPMI.



Document / Mail Distribution System.


Manage an efficient mail and document distribution system with all Manning Offices. Collect and distribute ship staff mail received into respective vessels pigeon holes.

Determine and distribute the 10 years' service award and the 20 years' service award to eligible Ship Staff and follow up with necessary record keeping in Compas.



Provide administrative support to the Marine HR Department.



Monitor, review and propose improvements on all fiscal matters in Marine HR Department.


Verifying vendor's charges and issuing all respective PO's. Evaluate the performance of all major vendors for cost competitiveness. Verifying accounting codes and check ticket issuance date to ensure proper accounting codes are used to properly allocation of costs. Monitor air tickets and ensure refunds are remitted promptly and analyze how to reduce refund cases. Monitor un-used tickets and ensure such air tickets are returned promptly to travel agent. Conduct department internal audits focusing on cost effectiveness of flight arrangement and crew changes. Constantly review cost effectiveness in Marine HR and propose solutions to reduce / control cost. Prepare periodic reports for submission to Manger (Marine HR) covering ticketing costs.

Assist in sending monthly summary reports to manning agent / manning office.



Calculate the agency / processing fee based on the sign-on / off date.


Verify and calculate statutory charges based on the contribution. Review voyage / travel to the vessel to confirm hotel / transport charges in Compas. Check domestic airfare charges by verifying embarkation and disembarkation status. Request invoices for courier, advertisement, gifts, etc., and update the charges in Compas according to the invoiced currency. Update all other monthly miscellaneous charges in Compas including costs incurred for Office briefing / visit / Office promotion Training invoices.

Assist in processing redemption of EPS Retirement Benefit Scheme


Request the pension list from the Person in Charge (PIC) Consolidate the list and send it to Marine HR, Payroll team on a monthly basis. Obtain approval from Manager (Marine HR) and Management. Prepare an acknowledgment letter for DocuSign and send it to the respective Manning Agent / Manning Office. Verify all documents after they are signed, scan, and archive each profile. Send the documents to accounts for payment.

QUALIFICATION / EXPERIENCE

Minimum Degree in Accountancy or Commerce is preferred. 1-2 years of relevant working experience, preferably in the shipping industry. Good interpersonal and communication skills - spoken and written English A team player who is hands-on and meticulous in his/her work and can deliver within tight deadlines. Proficient in MS Office in particular MS Excel application Working knowledge of Oracle Fusion will be advantageous.




All applications will be treated in strict confidence and used solely for recruitment purposes.



Qualified candidate may send their CV along with salary expectations to cv@epshipping.com.sg



Please note only shortlisted candidates will be notified.