POSITION TITLE Marine Manager DIVISION P&O Maritime Limassol REPORTS TO Reports to the Board with dotted lines reporting to Head of Group Marine P&OM Direct Reports 5+ PRIMARY LOCATION Limassol Port - Cyprus Indirect Reports 50+ PRIMARY OBJECTIVE The Marine Manager as the key client contact is responsible for the long term safety, operational and maintenance management, co-ordination, allocation and deployment of P&O Maritime personnel and fleet of vessels and other assets allocated to the designated Contract, while supervising their day-to-day operations with the aim of maximizing efficiency and streamlining operations, constantly implementing the Company s HSEQ philosophy at the primary location. The responsibility is specifically to deliver cost effective, timely and high quality services to meet the contractual requirements of the Company by creating strong teams using engaged leadership and by creating strong relationship with all stakeholders. The incumbent will lead and develop the local team to achieve the Company s vision of Global Maritime Excellence. DECISION MAKING AUTHORITY Without referral to manager Subject to Company policy and procedures for specific items of operating expenditure for fleet operations within the appropriate operations and repair and maintenance budgets Resolution of operational issues including compliance and contractual issues and general employee grievances Authority to direct Operations, Superintendents, Supervisors and vessel crew Resolution of general employee grievances After consultation with manager or others Increases in labour resources outside approved establishment/equivalent Full Time (EFT) Resolution of complex employee and industrial relations grievances and/or disputes Determination of terms and conditions of new contracts KEY CONTACTS Contact Board & Head of Group Marine P&OM. Director Group Operations Director Group Technical Designated Financial Controller Group HSEQ & Operations Manager Group Human Capital Head Group BD Director Special Project Director Client Port Authorities for operational matters Frequency and purpose Regular contact to inform and seek advice about the management, operations, financial, technical, HC and HSEQ of the business unit Regular meetings as required to meet safety and contractual obligations and to deliver business unit reports Regular contact on service delivery and future needs Regular contact to inform and seek advice about client and external requirements to meet contractual and customer requirements. Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 1 of 7
DECISION MAKING AUTHORITY KEY CONTACTS Issues that may affect costs, schedules or ability of business unit to meet contract commitments Defining use and scope of work for external consultants and legal advisors Referred to manager or others Capital works outside of planning and budget process and subject to Company policy and procedures. Sign-off on expenditure outside of delegation limits or that may exceed budget Termination of employees Contact Safety Authority and Survey Authorities Class Authorities Frequency and purpose Regular contact to ensure compliance with statutory requirements KEY ACCOUNTABILITIES Occupational Health, Safety and Environment Chair, lead and take appropriate action to respond to issues identified from Safety Meetings and incident reports and to coordinate investigations and/or action required by management. Ensure fleet vessels and other assets are operated to and comply with Company health, safety, environment and quality standards and processes Monitor use and compliance with company Safety Environment and Quality System of subordinate staff with health and safety policies and procedures to maintain a safe working environment Ensure all incident reports are addressed and closed out including maintaining the register and co-ordinating any investigation and/or action required Evidence of action taken to promote understanding, in addition to easily accessible health and safety policies and procedures including shipboard safety briefings and presentations to crew Evidence of action items/investigations completed within vessels Safety meetings timeframes Adherence to Corporate OHSE&Q KPI s Level of compliance and competence of SEQMS as determined through health and safety audits LTI and other relevant safety targets met or exceeded Timeliness and effectiveness of emergency drills Timeliness and quality of survey records Appropriateness and effectiveness of staff training Ensure compliance with statutory requirements by monitoring the survey status of vessels and maintaining survey records Take corrective action to remedy safety hazards or risks and restore a safe working environment Timeliness and effectiveness of corrective action Action Tracking Register (ATR) statistics Roll out of Group Sustainability Initiatives Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 2 of 7
Quality Control Monitor subordinate staff awareness of and compliance with Company policy and procedures in line with quality and environmental standards set by the company Maintain all files and records in an up to date and accurate manner to improve the efficiency of day to day activities and compliance with statutory and quality standards Monitor and report on planned maintenance managed by the relevant Office in line with PM System Level of compliance as determined through internal and external audits Accuracy and accessibility of records and data Level of compliance with planned maintenance within budget KEY ACCOUNTABILITIES Resource and Crewing Ensure fleet is manned in accordance with statutory, Class, company and client requirements Ensure personnel matters are resolved and effective relationships are built between management and staff Adherence to Class requirements and client instructions Adherence to the company policies and procedures Achievement of agreed crewing / personnel KPIs Evidence of effective grievance and complaint resolution or referral in line with Company procedures Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 3 of 7
Fleet Ensure fleet vessels are maintained and fully operational to meet charter obligations and customer requirements Oversight of technical projects as required including build and modification programs, dry dockings, new installations, conversions Oversee and guide the development, implementation and execution of a fleet Planned Maintenance System (PMS) for Limassol. Provide guidance and ensure the development of vessel & other programs to ensure the optimisation of individual assets in order to gain efficiencies in crewing and maintenance Implement and manage procedures and processes which allow ownership and accountability by senior ship and shore staff regarding operational expenses Ensure vessel crews are appropriately trained and qualified for the vessels areas that they will be required to operate. Ensure adequate asset and equipment acquisition and planning Ensure vessel survey requirements are monitored and maintained to meet regulations Manage the development and maintenance of company operational procedures of Incident reports and customer complaints Ensure maintenance of safety, management, quality systems accreditation Adherence to client Key Performance Indicators (KPIs) Evidence of effective relationships with maintenance personnel and sea staff through feedback on vessel, equipment availability and personnel issues Completion of projects within required standards, timeframes and budget Level of compliance by fleet and shore staff within budget limits for operating expenses Evidence that assets and equipment are purchased and maintained in accordance with budget and maintenance schedules Level of fleet compliance with class/survey regulations Level of fleet compliance with equipment maker specification and planned maintenance system Reliability and availability of fleet units Evidence of regular inspections and audits Monthly internal reports on operational & technical matters and KPI results. Reports as required by manager and contracts Timeliness of corrective action in response to incident reports and customer feedback received Availability of appropriately trained and qualified crews Client feedback on performance Financial Ensure correct allocation and management of operating costs Delegate levels of authorisation of expenditure as necessary to facilitate the procurement of goods and services and to ensure payment of invoices for these are made timeously. Development, monitoring and reporting of variances against budgets Adherence to budgeted operating and maintenance costs and timeframes Preparation of annual budgets within timeframes given Quality of monthly reporting Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 4 of 7
Purchasing Ensure that all goods requisitioned for fleet vessels and assets are sourced in a timely and cost effective manner and so far as possible through approved suppliers Ensure the purchasing function is managed in accordance with the Company procedures Goods and services are sourced to ensure best value for money Evidence of effective teamwork and co-operation Implementation of generic purchasing process in line with group procurement. Ensure the maintenance of procedures that allow Purchasing to integrate with Finance Direct and oversee the investigation process and procedure to maximise group purchasing arrangements across the region. Leadership and Performance Direct reports: - Managers / Officers - Superintendents Indirect reports: - Tug Masters, Tug Engineers, Administrators & Planners, vessel crew, pilots, mooring crew & drivers. Lead and manage subordinate staff to ensure business goals are achieved and services are provided in an effective & timely manner Performance and capability of subordinate staff Development and review of subordinate performance plans within agreed organisational timeframes Appropriateness and effectiveness of staff training Evidence of effective teamwork and co-operation Develop performance development plans in conjunction with subordinates to set performance direction and identify training and development needs Feedback from staff Regularly monitor and assess performance of subordinate staff to provide constructive feedback and improve job performance Evidence of grievance and complaint resolution or referral in line with Company procedures Promote an environment of co-operation for continual improvement of team performance Develop and promote a culture of Global Maritime Excellence within P&O Maritime staff Regularly meet with vessel crews to foster sound employer/employee relationships through regular transfer of information and team ethics. Resolve or refer employee grievances and complaints in line with Company grievance and complaint handling procedures to minimise Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 5 of 7
negative effects on employees and the organisation s operations Drives/support the Sustainability projects of the Company. KEY CHALLENGES SELECTION CRITERIA Development and implementation of an approved planned maintenance system Enhancement of crew relationships to meet the client and contractual requirements of the Division Achievement of high levels of functionality and efficiency of vessels and assets within the Division Qualifications and experience Degree plus experience in senior roles in relevant maritime occupations with close links to ship and port operations Substantial experience in the management of vessels and personnel, including areas of technical, IT, industrial, budget development and control, operations and compliance Vessel Technical and/ or Operational experience as Chief Engineer/ Master Demonstrated experience of Client Demonstrated Commercial capacities Experience in managing planned maintenance systems Demonstrated knowledge of Quality and Safety systems Proficiency in Microsoft Office and relevant software applications Key attributes Well-developed leadership and management skills Sound financial management skills Well-developed negotiation and presentation skills at all levels High level analytical and problem solving skills High level communication and interpersonal skills including report writing Effective time management and organisational skills Able to work under pressure and respond to changing work demands Strong customer service orientation Familiar with local culture and experienced with a multi-national work force In addition to English fluency in Greek or Greek Cypriot language skills will be considered as a plus. BUDGET/EXPENDITURE Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 6 of 7
Fleet Maintenance program Employees as contained in annual budget Company s Authority Levels This position description provides a general guide as to the major accountabilities of this role. It should not be taken as a definitive list of duties that may be reasonably expected of the incumbent and may vary from time to time. Employee Name Signature Employee ID Manager Name Signature Date Approved By: Head of Human Capital - P&O Maritime MEAE Date of Issue: 30 Mar 2016 Number: Ver. 03 Page 7 of 7