3 Organization structure and responsibility of personnel

Transcription

1 ORGANIZATION STRUCTURE AND REPONSIBILITY OF PERSONNEL Revision# 1 Page 1/2 Section Organization structure and responsibility of personnel

2 ORGANIZATION STRUCTURE AND REPONSIBILITY OF PERSONNEL Revision# 1 Page 2/2 Section 3.0 Section Description No. of Pages The flow chart of Command and Control of Onshore organization Responsibility and inter relations Responsibility of Personnel Managing Director Safety and Quality Manager Assistant to Safety & Quality Manager Technical Manager Marine Superintendent Technical Superintendent Purchase Officer 3.11 Accounts Assistant 3.12 Accounts Manager 3.13 Fleet Personnel Coordinator 3.14 Business Development Manager 3.15 Operational Manager/Superintendent 3.16 Human Resource Manager 3.17 Environmental Manager 3.18 CSO/ACSO

3 The flow chart of Command and Control of Onshore organization Revision# 1 Page 1/1 Section 3.1

4 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 1/6 Section RESPONSIBILITIES AND INTER RELATIONS It is recognized by the Company that numerous disciplines are involved jointly and independently in creating the totality of services produced through safety and quality management system for safe and pollution free ship operation. Therefore the interfaces between the various areas of responsibility among the departments and individuals are being carefully defined in order to ensure the requisite level of co-operation, coordination and information sharing is achieved to ensure that all aspects of a joint job execution are understood and carried out DUTIES ASSIGNED UNDER ISM CODE Under ISM code and Quality Management Systems the Duty and responsibility of Designated Person Ashore and Manager Representative are assigned to Safety and Quality Manager. Duties of Designated Person Ashore under ISM code: "Designated Person Ashore" will be providing a link between the Company and the vessels having responsibility for monitoring the safety and pollution prevention aspects of the vessels and to ensure that adequate resources and appropriate shore-based support are applied. He has direct access to the top management in the Company and with his direct access and control he is responsible for taking required urgent decisions in emergencies which will be binding in nature to the top management. Duties of Management Representative under ISO code: Coordinating with Certifying Body. Representing the management during certification and surveillance audits Promoting awareness of customer requirements. Preparing and revising the QMS documents (namely Quality Manual, Quality system procedures and other documentations). Ensuring the compliance of all the functions as per the ISO 9001:2000 standard. Preparing Management Review Meeting Schedule and conducting Management Review Meetings. Preparing Audit schedules, Conducting Internal Audits, preparing audit reports, Writing Nonconformity reports. Communicating to the Top Management on Quality issues / Nonconformities & Audit reports. Measuring & monitoring the process performance.

5 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 2/6 Section 3.2 FUNCTIONAL RESPONSIBILITIES MASTER TECH DEPT FP DIVISION OPS DIVISION Engage competent officers and crew Arrange suitable travel Insurance claims, H&M, P&I, etc. Charterer s claims Maintain vessel s class, seaworthiness, contracts for repair/ maintenance of vessel equipment Supply of stores, spares, lubs, etc. Employ, engage and contact surveyors, consultants, average adjusters, agents, etc. Contracts/engagements the concerning salvage and towage of the ship. Placing insurance for the ship. Providing technical and operational information to the owners. Obtain approval for extra ordinary non budgeted expenditure. Sign, seal and delivery or otherwise execute any bond, guarantee, indemnity, discharge as agents of the owners. SQM ACC DEPT MANAGING DIRECTOR

6 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 3/6 Section 3.2 FUNCTIONAL RESPONSIBILITIES MASTER TECH DEPT Make all necessary arrangements for care of cargo carried and issue information on carriage of specialized cargo. Select repair sub contractor Verify repair work Normal and emergency drydocking and repairs specification and selecting contractors FP DIVISION OPS DIVISION SQM ACC DEPT MANAGIN G DIRECTOR Maintain discipline and operational efficiency Modification/alteration on the vessel. Drugs and Alcohol monitoring of vessels Follow regulatory requirements Control operating procedures Monitor condition of the vessel Specify and monitory training of sea staff Accidents/non conformance records Marketing company business Budget for ships Payment for invoice approval

7 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 4/6 Section 3.2 ENGAGE COMPETENT OFFICERS AND CREW After any staff, officer or crew is nominated by the manning offices their past records and performances are studied closely by the Technical Superintendent. On the basis of same selection of all staff is made by him except for the appointment of Master and Chief Engineer for which approvals of the Technical Manager and Managing Director are obtained. Thereafter the manning offices are informed and placement of the staff is made dependent on past experience and type of vessel worked on. INSURANCE CLAIMS, H&M, P&I In case of H&M claims, the Head of Insurance will open a case if incident damage will result in a claim and follow up the case. The Technical Department will handle the practical part of repairs and services, gather all necessary documents from the vessel and after completion of repairs and submit them to the Head of Insurance who will have all invoices endorsed by the underwriter surveyor and submit all claim documents to the underwriters for their settlement. In case of P&1 claims, similar follow up is done by the Head of Insurance except for cases pertaining to crew medical claim the Fleet Personnel division will arrange to gather all documents like medical report, agency fee etc. and after necessary endorsement will put forward the claim. MAINTAIN VESSEL'S CLASS / SEAWORTHINESS ETC The Technical Manager and the Superintendent in the Technical Department ensure that all trading certificates of the vessels remain valid at all times and instruct the Master well before hand before expiry of any certificate, arranging a Classification surveyor through the agents to have same revalidated. Any contract for repair/maintenance of vessel equipment is made by the Technical Department. EMPLOY AVERAGE ADJUSTERS, AGENTS ETC For insurance claims involving various underwriters an average adjuster is nominated by the Head of legal and insurance department and appointed after obtaining the consent of the Owners. Normally Owner/Charterer's appointed agents are used for husbanding purposes. However when it necessitates to appoint an agent in a port, same is done by the Superintendents of the Technical Department after making a cost study of proforma disbursement of various agents in that port and after having approval of the Technical Manager.

8 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 5/6 Section 3.2 CONTRACTS/ENGAGEMENT CONCERNING SALVAGE In circumstances necessitating salvage assistance, the Technical Manager of the Technical Department will arrange for same with the salvage companies in the close vicinity and sign necessary contracts after obtaining consent of the underwriters. PLACING INSURANCE FOR THE SHIP The Insurance Division in close consultation with the Manager Fleet Operations and Planning, will place all necessary insurance policies as desired by the Owners and simultaneously liaise with them in this respect. CARE OF CARGO CARRIED As and when required by the Master, relevant, information about the care of the cargo to be carried will be gathered by the Superintendent of the Technical Department and passed on to the Master. If required, arrangement will also be made for a preloading survey to protect owner's interest. VERIFICATION OF REPAIR WORK The Master and the Chief Engineer will sign contractors repair sheets for jobs done on board. If a Superintendent is also attending the repairs then it is endorsed by him. However the Technical Department is responsible for arranging the repairs and approving the invoices. MAINTAIN DISCIPLINE & OPERATIONAL EFFICIENCY The Technical Department deals with the vessel on a day to day basis for maintaining optimum operational efficiency. During the periodical inspection a Superintendent reviews all the staff on board and gives appraisals to the Fleet Personnel Division, the Technical Manager and the Managing Director. His reports along with the master s appraisals are reviewed by the Management and disciplinary actions are taken if found necessary. DRUG & ALCOHOL MONITORING After a staff is selected the Fleet Personnel Division ensures that any personnel joining a tanker vessel is medically screened against use of drugs. The Master has the assigned duty of conducting a thorough search of the entire vessel prior arrival any port for hidden drug/contraband item and also when random checks are required by the port authorities, the master ensures that same is complied with.

9 RESPONSIBILITIES AND INTER RELATION Revision# 1 Page 6/6 Section 3.2 CONTROL OPERATING PROCEDURES The Technical Department, Fleet Personnel Division as well as the Senior Management oversees that all Company's procedures are being followed both on board and ashore. The Master is responsible for its compliance on board his vessel. The operating procedures shall be updated by the Port Captain dependent on the reviews conducted. ACCIDENTS/NON CONFORMANCE RECORDS All on board incidents (accidents and near-misses) shall be recorded by the Master in the Incident Report forms and reported to the office for necessary follow-up and verification of corrective actions. On the basis of the internal audits all non conformity shall be recorded in the audit Finding Reports by the superintendent and/or the Head of the Quality Management and relevant copies shall be given to the Master for taking necessary corrective actions. BUDGET FOR SHIPS In formulating a budget for a ship, the Technical Department, Fleet Personnel Division, Insurance Division and the Accounts Division play a collective role and after compiling the budget, it is projected to the Owners after being reviewed by and Manager Fleet Operations and Planning and the Managing Director. PAYMENT OF INVOICES After receiving any invoice from the suppliers, it is endorsed with the relevant accounting code and scrutinized by the Technical Assistant and the Superintendent of the concerned vessel, verified by Technical Manager and passed to the Accounts Division for making book entries and payment after approval of the Managing Director TRAINING AND CERTIFICATION OF AUDITORS The Technical manager should ensure that all superintendents assigned with auditing roles are appropriately trained and certified.

10 RESPONSIBILITIES OF PERSONNEL Revision# 1 Page 1/1 Section RESPONSIBILITIES OF PERSONNEL The list of personnel and their responsibilities are described in the ensuing pages. The company s organization chart is available in the Section 3.1 to 3.4 of this Manual. LIST OF PERSONNEL 1. Managing Director / CSO / ADPA 2. Accounts manager 3. Accounts officer 4. Accounts assistant 5. Technical manager 6. Technical superintendent 7. Senior Purchase officer 8. Purchase assistant 9. Operations manager 10. Operations superintendent 11. Environmental manager 12. SQM Manager / Marine superintendent / Management representative 13. SQM Officer 14. SQM assistant 15. Personnel Manager / ACSO 16. Human resource manager 17. Business development manager 18. DPA / Environmental Manager

11 MANAGING DIRECTOR Revision# 1 Page 1/1 Section MANAGING DIRECTOR OBJECTIVES OF POSITION The Managing Director is responsible for the general management of Fareast Shipmanagement HongKong Limited. In his capacity, he sets objectives, formulates company policies, plans and programs, and promotes new ventures for the benefit of the Company. He sets new goals for the Company and is charged with ensuring that the Company has adequate human and technical resources to carry out the policies and procedures of the Company. He is also the final decision maker for ensuring the safety of the ships personnel and the environment. AUTHORITY AND RESPONSIBILITY 1) The Managing Director holds daily interdepartmental meetings to execute his authority and responsibility. 2) The Managing Director fulfils the objective of his position through the reporting responsibilities of his Departmental Heads as outlined in the Organization chart. The Managing Director ensures adequate resources are provided to the designated person ashore for carrying out his duties as assigned in the International Safety Management Code.

12 SAFETY AND QUALITY MANAGER Revision# 1 Page 1/3 Section SAFETY AND QUALITY MANAGER/ MANAGEMENT REPRESENTATIVE / DPA OBJECTIVES OF POSITION To ensure that activities on board the vessel and in the office related to safety and pollution prevention are carried out in full consonance with statutory requirements and industry specific guidelines. To ensure the effective implementation of ISO standards in the company s activities. RELATIONSHIP Reports to the Managing Director. INTERACTION Works in close coordination with the technical department, to carry out his duties as Safety and Quality Manager. RESPONSIBILITIES 1) To coordinate and arrange all the Safety, Quality and Security related activities of the organization. 2) Preparation, amendments and circulation of Office / Shipboard manuals as required complying with the ISM Code. 3) Monitoring the status of Vessels and office Internal / External Audits and keep the Technical Managers & Superintendents informed of the audit status to arrange Internal Audit for all vessels (Internal audit should carry out once every 12 months). Follow up with the NCN's or Observations and ensure reply before the due date. Maintain up-to-date certificates for SMC/ DOC certificate folders. 4) Maintain records for QMS Review, which reported by the Master every month and maintain records of Master's comment to prepare Management Review at the year-end. 5) Maintain records for Monthly Drills carried out by all vessels and keep the selected vessels Minutes of Drills in files. 6) Maintaining records of invoices status and passing invoices to accounts regarding vetting inspections, external audit for offices and vessels. 7) To keep records of internal and external audits of vessels and to timely internal and external audits. 8) To arrange Flag States Circulars to the vessels. 9) Administration of office library. 10) SERS Forms update and ETAs registration. 11) Arranging for Federal COFR, California, Washington, Alaska COFR and to ensure that all vessels are provided with valid Oil Spill Contract Agreements. 12) Plans and Certificates as requested by Owners/ Commercial Operators or under terms of Vessel Management Agreement.

13 SAFETY AND QUALITY MANAGER Revision# 1 Page 2/3 Section ) Arranging Vetting Inspections for tanker vessels on owners requests, which are, include preparing vetting company s questionnaire. Maintain vetting status of tankers vessel. 14) To arrange and follow up of oil major vetting inspections on board tanker vessels. Preparations of owner s response to OCIMF / oil majors and communication for the same. 15) To keep abreast with the International, National, State and Local laws and regulations concerning health, safety and environmental protection and to ensure/implement compliance of Company's policy with the mandatory standards. 16) To establish a program of formal independent management review and evaluate the safety and quality management system at appropriate intervals by both internal and external audits annually to ensure that it reflects the Company objectives. 17) Arranging for revisions of Vessel response plans and California response plans 18) Coordinate ISPS related activities from the head office 19) To prepare quarterly and yearly statistics of accidents and also the performance of vessels in PSC and other inspections. 20) To arrange Drug & Alcohol tests for the tanker vessels as well as chartered required vessels. 21) To prepare company circulars and to amend the same. 22) To send quarterly safety notices to the vessels 23) To have record of running deficiency list for each vessel for all deficiencies received from external sources and their correction status. 24) To act as the designated person ashore for providing a link between the company and the vessels having responsibility for monitoring the safety and pollution prevention aspects of the vessels and to ensure that adequate resources and appropriate shore based support are provided. 25) Responsible for control and delegation of duties to the internal auditors. 26) Arranging for Shipboard Safety and Pollution Prevention Audits through Mumbai based internal auditors. 27) Responsible for travel and update of records of the audits carried out by Internal Auditors. 28) Responsible for Environmental Performance of the vessels in the fleet he shall monitor performance by various reporting and control means such as QMS reviews, internal audits, non conformance reports and incident and near misses. 29) Management Representative under ISO

14 SAFETY AND QUALITY MANAGER Revision# 1 Page 3/3 Section 3.5 QUALIFICATIONS OF DESIGNATED PERSON (DPA) As per MSC-MEPC.7/Circ.6, Designated Person should have a minimum of formal education as follows: 1) qualifications from a tertiary institution recognized by the Administration or by the recognized organization, within a relevant field of management, engineering or physical science, or 2) qualifications and seagoing experience as a certified ship officer pursuant to the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers (STCW), 1978, as amended, or 3) other formal education combined with not less than three years practical senior level experience in ship management operations. TRAINING OF DESIGNATED PERSON (DPA) Designated Person should have undergone training relating to safety management elements in compliance with the requirements of the ISM Code, particularly with regard to: 1) knowledge and understanding of the ISM Code; 2) mandatory rules and regulations; 3) applicable codes, guidelines and standards as appropriate; 4) assessment techniques of examining, questioning, evaluating and reporting; 5) technical or operational aspects of safety management; 6) appropriate knowledge of shipping and shipboard operations; 7) participation in at least one marine-related management system audit; and 8) effective communications with shipboard staff and senior management. QUALIFICATIONS OF MANAGEMENT REPRESENTATIVE Strong knowledge of ISO 9001 requirements Broad knowledge of your company's operation and its QMS Ability to listen and influence Ability to summarize information and communicate effectively Project management and organization skills

15 SAFETY AND QUALITY OFFICER / ASSISTANT Revision# 1 Page 1/1 Section SAFETY AND QUALITY OFFICER / ASSISTANT OBJECTIVES OF POSITION To ensure that activities on board the vessel and in the office related to safety and pollution prevention are carried out in full consonance with statutory requirements and industry specific guidelines. RELATION SHIP Report to SQM Manager INTERACTION Works in close co-ordination with SQM Manager and Technical Department to carry out his duties. RESPONSIBILITIES To assist SQM Manager in Safety and Quality related work as follows; 1) In preparation, amendments and circulation of Office / Shipboard Manuals as required to comply with ISM Code / ISO 9001:2015). 2) In arranging Office Internal / External Audits and follow up of the NCN s and Observations.In maintaining records for QMS Review, reported by the Master every month and maintain records of Master s comment to prepare Quarterly Management Review. 3) In maintaining records for Monthly Drills carried out by all vessels and keep the selected vessels Minutes of Drills in files. 4) To arrange office library and other SQM files 5) In arranging SERS, Federal COFR, California, Washington, Alaska COFR. 6) In arranging vetting, preparing Quarterly statistics, deficiency list, incident reports & investigation, Circulars, Safety Notices & Fleet Alert. 7) All other work related to the Safety and Quality assigned by the SQM Manager.

16 TECHNICAL MANAGER Revision# 1 Page 1/1 Section TECHNICAL MANAGER OBJECTIVES OF POSITION The Technical Department is responsible for planning and controlling all activities pertaining to the day-to-day operations of the vessels under management. The Technical Manager is in charge of this department. He has below him, Technical Superintendents and Superintendents and he liaises with them to ensure optimum operation of vessels within the budgetary limits laid down by the management. RELATIONSHIP Reports to the Managing Director RESPONSIBILITIES 1) Direct line supervision over Technical Superintendent. 2) Closely coordinate the activities of the department with the other departments / divisions 3) Maintains contact with Classification societies, shipyards, repair firms, industry groups, trade associations, equipment manufactures and designers, Government bodies and other organizations that may be helpful to carry out assigned duties and responsibilities. 4) To work on budgets keeping in mind the latest statutory, port and Governmental regulations. 5) To monitor the inventory control of stores and spares, performance of vessels, compliance with applicable safety and pollution prevention regulations, certification status of vessels and ensure that at all times, the vessels are in a seaworthy condition. 6) To initiate, negotiate and finalize contracts for lubricants, chemicals, stores, repairs and services through various cost effective contractors. 7) To control routine vessel inspections by Superintendents, dry docking and major repairs. 8) To ensure that all technical reports as required by various principals are dispatched in a timely manner. 9) To ensure that Vessel PMS system is operational and Updated on weekly basis.to Manage the risk in case of any critical item on board a vessel malfunctions. Suitable RisK Assessment to be carried out. 10) To arrange for any urgent spare /supplies for the vessel.

17 MARINE SUPERINTENDENT Revision# 1 Page 1/1 Section MARINE SUPERINTENDENT OBJECTIVES OF POSITION Marine Superintendent guides vessels and technical department with regard to oil majors vetting inspections & CDI inspections to ensure that vessels are always ready for vetting inspection & PSC inspection. He prepares vessels with reference to tank cleaning prior to docking and major repairs to ensure that vessels are accepted for hot work by the port chemists. RELATIONSHIP Internal: Interacts with Technical Department, Safety Department and Accounts. Reports to Technical Manager and Managing Director. External: Interacts with Classification, Flag State, Port State, Agents, Terminals, Cargo Receivers, Charterers and Commercial Operators. RESPONSIBILITIES 1) Reviews and approves vessels cargo loading / discharge plans to ensure that ships carry out loading/discharging operations in an optimal manner. 2) Responsible for the maintenance of Oil Majors vetting status of vessels, including invitation of surveyors, liaising with owners regarding required approvals, response to queries from oil majors, updating of SIRE database, preparing response for addressing PSC concerns after discussion with Technical Manager and/or Operations Director. 3) Sailing on vessels to guide shipstaff with regard to tank cleaning preparation prior to dry docking, changing to a sensitive cargo grade and preparing for major repairs. 4) Visiting vessels during loading or discharging operations either for matrix compliance purpose or for guiding shipstaff. 5) Sailing onboard ships to carry out formal incident investigation for responding to oil major holds or to verify effectiveness of corrective action proposed to oil majors. 6) Carry out onboard audits and pre-vetting inspections of vessels. 7) Providing back up for one or two ships, while technical superintendents are traveling. 8) Responsible for maintaining navigational standards on board vessels. 9) Responsible for reviewing and updating onboard navigational procedure regularly. Navigation audits will be carried out by the shore personnel once per year to ascertain the navigational standards onboard the vessels.

18 TECHNICAL SUPERINTENDENT Revision# 1 Page 1/2 Section TECHNICAL SUPERINTENDENT OBJECTIVES OF POSITION The Superintendent is responsible for planning and controlling all activities connected with safe and efficient operation of the vessel. RELATIONSHIP Reports to the Technical Manager. RESPONSIBILITIES 1) To directly coordinate day to day operation of the vessels under his supervision. 2) For matters pertaining to safety and pollution prevention aspects to act as the link between the vessel and the office for the group of vessels under his supervision. 3) To familiarize himself with the fundamental operating concepts of the deck and engine equipment in order to identify any deviation from norms and take measures to ensure efficient operation of same. 4) To verify all incoming reports from the vessels, identify areas which require immediate attention and in consultation with the Technical Manager take corrective actions. 5) To keep good control of consumption of stores and spares by the vessels and effect timely supply of same. 6) Closely monitor the performance of all vessels and ensure that all Charter Party requirements are being fulfilled. Identify reasons for deviation if any and take remedial measures. 7) To ensure that at all time the Classification and statutory survey status is maintained, all surveys are carried out within the due dates and that all trading certificates are valid. 8) To keep abreast with all regulatory requirements and keep the vessels suitably informed. 9) In coordination with the principals and the Technical Manager, carry out routine dry-docking of the vessels after making a cost comparison of the various yards. At the same time he ensures that arrangements for supply of all spares and stores that may be required during the docking period are made well in time in order that the docking is carried out in the most efficient and cost effective manner. 10) To prepare all necessary documentation pertaining to Hull and Machinery and P&I insurance claims for vessels under their charge and forward same to the Principals and/or the Insurance division for processing of claims

19 TECHNICAL SUPERINTENDENT Revision# 1 Page 2/2 Section ) In consultation with the Technical Manager carry out periodical inspection of vessels and subsequent to his inspection to prepare a detailed report and review same with the Technical Manager, formulate an up-gradation plan and follow-up with the vessel. 12) To coordinate with the Accounts Department for timely dispatch of cash to master. 13) To prepare repair specifications and coordinate with various repair firms for affecting major repairs, if any, during the voyage without incurring delay to vessel. 14) To instruct and supervise the Technical Assistants of their day-to-day responsibility and ensure upkeep of up-to-date performance records in office. 15) Responsible of maintaining navigational standards by means of supply and repairs in consultation with SQM Manager. 16) To ensure that Vessel PMS system is operational and Updated on weekly basis.to Manage the risk in case of any critical item on board a vessel malfunctions. Suitable Risk Assessment to be carried out. 17)To arrange for any urgent spare /supplies for the vessel. 18) To send the monthly drug and alcohol test instruction for the crew and monitor the D &A test result. To arrange the shore based D & A test and Monitor the Shore based result.

20 SENIOR PURCHASE OFFICER / PURCHASE ASSISTANT Revision# 1 Page 1/1 Section SENIOR PURCHASE OFFICER / PURCHASE ASSISTANT OBJECTIVES OF POSITION Technical Assistants in the Technical Department work closely with the Superintendents and as per their instructions carry out day to day work of the Department connected with a definite number of vessels assigned to him. RELATIONSHIP Reports to Superintendents and Technical Manager. DUTIES AND RESPONSIBILITIES 1. To maintain a full record of all requisitions received from the vessels or prepared in the office, send out inquiries to various suppliers, compare costs after quotations are received and present to the Superintendents for approval. If required, follow up on advance payments, make necessary entries in the committed cost book, and thereafter liaise with suppliers, forwarders (if applicable), vessels agents and the vessel for speedy dispatch of the same. 2. Once reported by the vessels, in case of short/wrong supply or inferior quality, coordinate with the supplier to rectify the situation. 3. On receipt of invoices from suppliers, compare same against the original requisition and quotation, codify the invoices, make necessary entries in the requisition log and pass on to the Senior Technical Assistant and Superintendent for verification. Once the invoice is approved and passed on to Accounts for payment, store a copy of the same in the respective vessel s Invoice file'. 4. At the end of each month, compile the committed cost figure and make entries in the relevant abstract and present to the Superintendent. 5. To keep record and take necessary action for 6 monthly storing of vessels, scrutinize the 6 monthly inventory book once received from the vessels, keeping in mind items previously supplied, and float inquiries with Company's standard and other suppliers. Compare cost after obtaining quotation and present to the Superintendent for approval. 6. To maintain a list of copies of all available drawings and manuals of all the vessels under his charge and ensure that they are properly stored and readily available when required. 7. To compile all technical reports/forms as required by the respective Owners and present to the Technical Manager for forwarding at the stipulated time. 8. To file all technical papers received from the vessels in their respective files.

21 ACCOUNTS OFFICER / ASSISTANT Revision# 1 Page 1/1 Section ACCOUNTS OFFICER / ASSISTANT OBJECTIVES OF POSITION Accounts Assistant in the company will work closely with the all departments that are technical, safety and quality, purchase and Accounts. RELATIONSHIP Reports to the Accounts Manager. DUTIES AND RESPONSIBILITIES 1) Arranging day to day running of office. To arrange necessary supplies as and when required. 2) All outside mails to be scrutinised and marked and sent to the various departments. Records all incoming mail, monitor outgoing documents, and correct records need to be maintained. 3) Liaising with all departments for the month end reports, that they are properly filed with relevant comments. 4) Reporting directly to Accounts Manager regarding any deficiencies with month end reports from various departments. 5) To maintain and update a list all accounting records and ensure that they are properly stored and readily available when required. 6) To file all accounting documents, maintaining soft and hard copies, in their respective files.

22 ACCOUNTS MANAGER Revision# 1 Page 1/1 Section ACCOUNTS MANAGER: OBJECTIVES OF POSITION Understand the company structure, organization and various activities in terms of shipping services provided like Ship management, Technical consultancy, Brokering, Chartering, Inspections & Surveys, Agency services in Hong Kong, Taiwan, Philippine, India, Dubai, and Nigeria. DUTIES AND RESPONSIBILITIES: 1. Prepare company s accounts statements, variance reports, update and assist Managing Director in structuring business plan to formulate the growth in terms of marketing and promoting the company through various means. 2. Daily reporting to Managing Director and discussing all activities related to accounts. 3. Assisting Ship management team and coordinating with them for all commercial related activities as applicable. 4. Preparing quarterly and half yearly financial reports and assisting in preparation for budget of the company. 5. To plan company promotions in exhibition by booking stalls, banners and any other manner which boost company sales and services at as many sectors worldwide. 6. To oversee preparation and submissions of month-end accounting documents and to process invoices accordingly.

23 FLEET PERSONNEL COORDINATOR Revision# 1 Page 1/1 Section FLEET PERSONNEL COORDINATOR OBJECTIVES OF POSITION Fleet personnel Coordinator works closely with SQM department and Technical departments. Shall liaise closely with all other departments as well as to make the crewing operations and certification of crew members to be smooth. Shall also arrange for the training and up-gradation of the certificates of floating staff as well as the staff on leave as required. RELATIONSHIP Reports to the Managing Director. DUTIES AND RESPONSIBILITIES 1. Officer personal records for those in current employment and those on leave. 2. Joining procedures, including briefing & familiarization of the joining staff. 3. To ensure that fleet vessels are manned as per requirements and Current Crew Lists of the vessels are up to date. 4. Experience and qualification of each crew member commensurate with vessel type and trade. 5. Pre-joining medical records which to include drug and alcohol test reports if joining a tanker, obo or pure car carrier. 6. To ensure that Master and Chief Engineer are conversant with company s safety and environment protection procedures. 7. Briefing of Master and Chief Engineers when deemed necessary. 8. To maintain the Appraisal reports for all the crew members. 9. Training of ship s personnel and records. 10. Liaising with the branches, international centers for documentation / applying for flag state license. 11. Liaising with Training Institutes for course information and booking for the floating staff and all ex-staff. 12. Arrangements for the visa for joining staff.

24 BUSINESS DEVELOPMENT MANAGER Revision# 1 Page 1/1 Section BUSINESS DEVELOPMENT MANAGER OBJECTIVES OF POSITION: The Business Development Manager is vested with the responsibility to develop good business relations with Principals & key Customers and utilise feedback in developing new products or implementing enhancements to existing services. The position will support the Managing Director (MD) in the improvement of service delivery, innovation in extension of the menu of services and the company s growth in profitability. RELATIONSHIP Reports to the Managing Director. DUTIES AND RESPONSIBILITIES 1. The position will have the authority to implement policies and working practices in the areas of company s services, quality delivery of those services, branding and reputation, plus the management and leadership senior management and the control of our field offices, project management and new business development in order to ensure the efficient performance of the entire global enterprise. 2. The position will have the authority to implement policies and working practices in the areas of company s services, quality delivery of those services, branding and reputation, plus the management and leadership senior management and the control of our field offices, project management and new business development in order to ensure the efficient performance of the entire global enterprise. 3. The position acts as an important interface with key clients and other external bodies as required on vital management and operational matters. He provides guidance, training and coaching as required to colleagues, to ensure staff performance meets the company s standards and requirements. 4. The Position develops client relationships and new business prospects. Oversees Company s branding, planning and conducting visits to maintain existing business and gain new business. He maintains working relations with clients, potential clients, professional bodies and other external parties as necessary to ensure that service levels are maintained.

25 OPERATIONS MANAGER / SUPERINTENDENT Revision# 1 Page 1/1 Section OPERATIONS MANAGER / SUPERINTENDENT OBJECTIVES OF POSITION The purpose of the role is to ensure a safe, efficient and cost effective operation of company vessels and that all operational practices meeting both the Flag State, Port State and commercial requirements of various Charter Parties. The position holder is responsible for ensuring the implementation of navigation, seamanship and cargo handling policy for company owned / managed vessels. The incumbent should be able to provide leadership and guidance across the complete spectrum of a ship's operations and to this end vessel Masters. RELATIONSHIP Reports to the Managing Director. DUTIES AND RESPONSIBILITIES 1) Ensure that vessels within the fleet group are run safely, reliably and economically to the highest professional standard, applying the latest best practice. Ensure that all the International and Flag State legal and regulatory requirements and company policies concerning ship operations, including cargo care, the safety of navigation and the health and safety of personnel, are adhered to at all times. 2) Ensure that vessels within the fleet unit are successfully vetted prior to chartering out to third parties by arranging timely SIRE inspections, responding promptly to observations raised, initiating remedial actions and identifying gaps in policies and procedures. 3) Ensure that the company s reputation is safeguarded and take responsibility for ensuring the minimisation of exposures to environmental pollution. 4) Act as the Company's on-site representative in the event of an incident or casualty, co-ordinating and completing the task to its logical conclusion. 5) Develop and maintain a close working relationship with customer commercial contacts in group and other companies, thereby ensuring that all parties concerned with the programming of fleet group vessels are aware of the capabilities of individual vessels to fulfil requirements. 6) Actively promulgate and promote the Group and Company's policies and ensure that expectations are fully understood by all staff, especially shipboard management. 7) Provide an effective working link on a day-to-day basis between company management and ship's staff. 8) Recognise sub-standard performance and engage applicable resources to investigate and evaluate alternative systems, equipment, contractors and methods for beneficial use in place of obsolete, unreliable or less efficient systems or equipment. 9) Act as the focal point for the manning agency, reporting on the ability of fleet Personnel, advising the fleet manager and/or the manning agency on matters concerning suitability of personnel for promotion, possible secondment or career development and undertake assessments of candidates for promotion to Master. 10) Act as the focal point for insurance claims associated with ships. 11) Ensure the effective implementation of quality improvement projects and enhanced business processes associated with operational issues on board and ashore. 12) Undertake ship visits.

26 HUMAN RESOURCE MANAGER Revision# 1 Page 1/1 Section HUMAN RESOURCE MANAGER OBJECTIVES OF POSITION Maintains and enhances the organization's human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices. RELATIONSHIP Reports to the Managing Director. DUTIES AND RESPONSIBILITIES 1. Maintains the work structure by updating job requirements and job descriptions for all positions. 2. Prepares employees for assignments by establishing and conducting orientation and training programs. 3. Ensures planning, monitoring, and appraisal of employee work results by training managers to coach and discipline employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors. 4. Maintains employee benefits programs and informs employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; designing and conducting educational programs on benefit programs. 5. Ensures legal compliance by monitoring and implementing applicable human resource federal and state requirements; conducting investigations; maintaining records; representing the organization at hearings. 6. Maintains management guidelines by preparing, updating, and recommending human resource policies and procedures. 7. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies. 8. Completes human resource operational requirements by scheduling and assigning employees; following up on work results. 9. Maintains human resource staff by recruiting, selecting, orienting, and training employees. 10. Contributes to team effort by accomplishing related results as needed.

27 ENVIRONMENTAL MANAGER Revision# 1 Page 1/1 Section ENVIRONMENTAL MANAGER OBJECTIVES OF POSITION Maintains and enhances the organization's environmental policies. RELATIONSHIP Reports to the Managing Director. DUTIES AND RESPONSIBILITIES formulate the company s environmental compliance policies along with the Managing Director, QHSE & Technical Team. Maintenance of company Environment Compliance Manual to ensure it complies with industry and other regulatory requirements. Responsible to the Managing Director in ensuring that all environments related non-compliances are adequately dealt with. Review the overall performance of ships for Environment Compliance through random checking of shipboard reports and through Environmental audits. Ensure that the company s policies related to environmental protection are complied and any change in company procedures are made such that minimum damage is done to the environment. Develop, distribute and keep updated the company environmental policies with prevalent industry best practices. To identify emerging requirements for environmental protection and suggest improvements to senior management. To assess the risk and respond appropriately in case of failure or malfunctioning of Environmentally critical equipment as per Marpol.

28 COMPANY SECURITY OFFICER/ALTERNATE CSO Revision# 1 Page 1/2 Section COMPANY SECURITY OFFICER/ALTERNATE CSO Objective : Look after security Aspects of company vessels. Relationship : Report to Managing director Responsibilities of company security officer (CSO) 1. Ship security plan (SSP) along with ship security assessment (SSA), play an important role in ensuring the security of the ship. The company security officer is responsible for carrying out the ship security plan in an efficient manner. 2. Using the data acquired from the ship security assessment (SSA), the company security officer would advise on various threats which are likely to be encountered by the ship and would also decide the ship security level. 3. The company security officer (CSO) would arrange for internal audits and reviews of security activities. 4. On the basis of various observations and results from the ship security assessment, the company security officer would make developments in the ship s security plan. 5. He would also seek for the approval to the submissions made on the basis of the results of the assessments 6. He would also modify the ship security plan to get rid of deficiencies in the security measures and to satisfy security requirements of each ship. Thereafter, he would ensure that the plan is implemented and maintained in the best possible manner. 7. Company security officer would take measures to enhance security awareness and vigilance in his staff and also among ship personnel 8. He would also arrange for the initial and subsequent verifications of the ship by the administration or the recognized security organization 9. He would ensure that adequate training is provided to those responsible for the security of the ship 10. In case deficiencies and non-conformities are found during internal audits, periodic reviews, security inspections and verification of compliance, the security officer would address and deal with them to the earliest 11. He would ensure consistency between security requirements and safety requirements of the ship 12. He would see to it that an effective communication and cooperation between the ship security officer and relevant port facility security officer is maintained

29 COMPANY SECURITY OFFICER/ALTERNATE CSO Revision# 1 Page 2/2 Section In case security plan of a sister ship or fleet security system is used, he would make sure that the plan for each ship would reflect the ship-specific information accurately 14. Company security officer would also ensure that the an alternative, equivalent arrangement for safety of each ship is implemented and maintained