Documentation Specialist

Job Purpose

• Responsible for timely contract processing and accreditation of principal and vessel, performs crew processing activities as necessary. 
• Performs other functions or participates in ad-hoc projects as may be assigned from time to time 

Organization Relationships

• Function will report to the Processing Head/CDP Manager for Crewing Operations and in close coordination with Recruitment,  FCR, Legal/ Claims, Training, Crewing Operations and Crewing Assistants. 

Main Accountabilities:

Financial 

• Funds Management - Coordinates with Accounting and Treasury relative to the timely and accurate preparation of payments for contracts and documents that will be processed in DMW (Cash Advance, MC or bank draft). 
• Utilizes assigned company resources in accordance to company policies and procedures to ensure that section expenses are within approved department budget.    
• Ensure the timely completion of tasks to avoid unnecessary overtime work. 

Customer Focus 

• Establishes and maintains meaningful business relationships with both internal and external customers to facilitate effective and efficient delivery of services. 
• Provides relevant ideas and needed support that will result to business development, revenue generation, cost-savings or customer retention. 

Internal Process 

• Knowledge of DMW Online Support System such as Contract Processing, Cancellation and E-registration concerns verification and OWMS Reporting. 
• Check the accuracy and completeness of the requirements for contract processing based on the requirements set forth by DMW. 
• Ensures that the details reflected in the signed one page-contract is based on the approved enrollment in DMW and in line-up in the system. 
• Ensure that details that are reflected in E-registration of crew is correct and updated prior processing the contract. 
• Identify and resolve problems related to E-registration and Contract of the seafarer in coordination with crew management. 
• Ensure that the seafarer that we have processed has valid OWWA membership. 
• Process contract of seafarer with approved line-up through DMW's Online Support System  
• Prepare necessary documents for signature of authorized signatory and forward them to respective team for receiving.  
• Encode processed contract details in system; Scan and upload copy of processed contract, SIRB entries and OEC in system. 
• Ensure that all contracts were completed in DMW's Online Support System prior releasing respective team. 
• Ensure that all contracts were processed accurately and timely from the date of endorsement. 
• Request cash advance and submit liquidation for the processed contracts, OWWA membership and other transactions.  
• Maintain electronic data files of DMW receipts, OWWA membership and letters submitted or received from DMW 
• Prepare necessary reports and request for submission to DMW, OWWA in relation to contract processing and OWWA membership. 
• Ensure timely reporting and updating of Seafarers deployment, quarterly reporting of status and crew condition, disembarkation or arrival and transfer of record to other agency in workers welfare in DMW's Online Support System  
• Ensures compliance of team to any advisory or memorandum of DMW and OWWA with regards to contract processing and deployment of crew. 
• Working with colleagues to ensure consistency of documentation practice across the company while ensuring compliance to regulations, policies and procedure. 
• Ensures compliance of team to any advisory or memorandum of DMW and OWWA with regards to contract processing and deployment of crew.  
• Perform any task that may be assigned from time to time. 

VISA

• Acknowledge receipt of submitted visa requirements in the System timely and accurately; 
• Verify if visa to apply will meet the joining date in the system based on the processing days and earliest published visa appointment of each Embassies.
• Check the accuracy and completeness of visa application & document received (Picture, Prefilled up application, copy of contract, SIRB, Passport, Agent details, etc.)
• Timely update of visa application in system. 
• Request and coordinate with the cashier for visa payment (OVS, cash advance or MC) in the different embassies and ensure to liquidate on-time.
• Set visa appointment online or thru call center, if necessary. 
• Request LOI to the attending Agent, if necessary 
• Inform the crew/s for the schedule of visa appointment and conduct visa briefing if necessary.
• Coordinate with other support groups in processing and CA/CM for any visa documentary requirements;
• Fill up visa application form. 
• Arrange all requirements for submission to different Embassies or Filing Agent. 
• Ensure all requested visas are applied on time at the specific embassy or via agent; 
• Monitor release date of issued visa. 
• Ensure all issued visas are correctly encoded and uploaded in system as soon as received; 
• Ensure that issued visa are forwarded to Dispatching Team. 

FLAG

• Check the accuracy and completeness of flag application request & requirements received; 
• Request and coordinate with the cashier for flag payment (OVS or Bank Draft or MC or fund transfer) in the different embassies and ensure to liquidate on-time;
• Coordinate with other support groups in processing and CA/CM for any flag documentary requirements;
• Fill up flag application form 
• Arrange requirements for the flag application of the crew for submission to different Embassies or Filing Agent;
• Ensure all requested flag are applied on time; 
• Monitor release date of issued flag docs; 
• Ensure all issued flag documents are correctly encoded and uploaded in vinta as soon as received;
• Send updates regularly on the status of released full term flag docs; 
• Receive all original full term flag documents and send it to the concerned parties (vessel, principal) for advance copy;
• Encode details of full term flag and upload copies in Vinta. 
• Perform task that maybe assigned from time to time. 
• Ensures that all documents submitted by seafarers for processing for Marina and flag state licensing documents are correct, valid and complete before it is forwarded to concerned authorities.
• Monitor status of each documents being processed and coordinates with respective crewing offices.
• Signs internal reports and covering letters for licensing documents applications in the absence of the immediate superior.
• Implement corrective actions of non-conformities in her section in the absence of the immediate superior.
• Check documents of seafarer dispatched for processing and other documents in the absence of the staff.
• Manages existing flag state requirements of, but not limited to, Liberia, Marshal Islands, Bahamas, Bermuda, Malta, Cyprus, Antigua & Barbuda, Gibraltar, Panama, Isle of Man, Cayman Island, Sweden
• Communication - regularly communicates (written and verbal) current, complete, accurate and relevant information to concerned individuals. Ÿ Prepares reports regularly and endorsements as necessary.

Learning and Growth

• Manifests the PTC Corporate Values in all daily engagements. 
• Takes an active role in group activities and/or team projects (ad-hoc or otherwise) to ensure meeting department goals and objectives.
• Maintains harmonious and professional working relationship within the department and with other members of the organization through participation and contribution to team activities and processes.
• Demonstrates unquestionable integrity and honesty in all dealings with both internal and external partners / customers.
• Complies with government legislation and company policies, and ensures staff compliance with the same.
• Attends relevant training programs and developmental activities, as planned, ensuring completeness of 32 training hours per year
• Participates in the corporate social responsibility project of the company as its contribution to sustainability.
• Participates in the creation of the Individual Development Plan and executes application of learning for career development.
• Disciplines staff for non-observance of company policies and ethical practices. 
• Performs other HR line functions (hiring, coaching, firing, goal-setting, delegating, etc. 
• Regularly conducts a one-on-one dialogue or section meeting with staff to address company / department / function-related issues, concerns and expectations.
• Undertakes and monitors training, development, coaching and motivating of direct reports with the objective of developing a competent and viable team.

Qualification, Skills and Personal Attributes:

Education

• Requires 3-5 years relevant experience, a professional license or specialized training, or a more thorough knowledge of a technical field of the practices, procedures, and/or approaches of a professional field. May require knowledge of policies and procedures and the ability to determine a course of action.

Experience

• 2 years work experience related to processing seafarers documents pre-employment medical requirements, DMW/OWWA MARINA documents, travel documents, and STCW/Flagstate Training/Licenses & Visa processing required/preferred.
• Detail oriented
• Familiarity with the Embassy rules and regulation
• Incumbent is expected to have an experience on flag state documentation and processing, with good communications skills, is technology-savvy and displays high customer service through on-time response to queries.

Knowledge and Skills

• People: Communication, Flexibility, Adaptability to Change, Result- orientation.
• Technology: Computer, Scanning, Printing, Data Encoding, Word/, Excel/Powerpoint.
• Strong social skills and a presence, enabling you to interact and deal effectively.

Additional Information:

• The role operates on a highly regulated environment. As such, compliance to relevant maritime laws and regulations (both local and international) is highly expected. Thus, incumbent should have the necessary knowledge to put these regulations into practice.