Site Administrator
CR/077272
Posted: 22/04/2025
Position: Site Administrator
Position Info:
Work Location: Offshore Construction Vessel
Position Schedule: ASAP, 6 months (renewable)
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
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.
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
- Negotiable
- Azerbaijan, Baku
- Contract
Position: Site Administrator
Position Info:
Work Location: Offshore Construction Vessel
Position Schedule: ASAP, 6 months (renewable)
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
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.
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
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