Coordinator - Crew Sourcing
- Qatar
- Permanent
- Full-time
Internal Communication:
- Human Resources Department/ Purchase /Stores/ Payroll / Immigration / Accounts/Logistics/Fleet & Technical teams
- Commercial team
Purpose:
- Identifying, attracting, and recruiting qualified and experienced maritime personnel to staff our fleet of vessels.
-Maintaining a robust database of talented seaferers and ensuring our vessels are staffed with competent and compliant crews.
- Maintaining crew records in the Crew Management System (CMS) and update regularly.Ensure all candidate information and documentation are accurately recorded and kept confidential.
-Expected to provide cover for the Crewing Coordinators as and when needed, ensuring seamless operations and continuity of crewing activities.
- Provide data, metrics and information for internal, external, 3rd party and tender information requests
External Communication:
- Specialist Employment Agencies
- Crew Mobilization Related Agencies (e.g. Nakilat, Navigation, Doha heliport, Ras Laffan Port Authority)
- Clients - Oil & Gas Majors (e.g. QP, RASGAS, Shell, Qatar Gas, Oxy etc.)
- Travel Agents
- Qatar Petroleum approved training centers
- Ministry of Business and Trade (Qatar Flag State Authorities)
- Direct Recruiting of Seafarers
- Medical Arrangements
- Hotels
Purpose:
- Develop and maintain relationships with foreign agencies for the supply of personnel
- Preparing visas and gate passes (pre and post mobilization)
- Prior notification in advance of crew roster and supply of any requested information regarding pre-and post mobilization
- Arranging air tickets for arrival and departure to international destinations and ensuring relevant visa requirements are met for incoming crews
- Arrangement of mandatory offshore courses and certification as per legal and contractual requirements
- Applying for Officers Endorsements and any vessel related queries
- Searching for candidates through internet, application through company's website, scrutinizing resumes of these seafarers, communicating, interviewing, verifying authenticity of certification through the Flag state authorities of their country.
- Arranging doctor/ hospital visits for seafarers during any onboard medical aliments/ emergency situations. Including arranging for Medivac procedures
- Selection of appropriate hotels to accommodate crews, the arrangement of transport from hotel to airport, heliport, agencies, and ports etc.
Occupational Health & Safety and Environment
Accountability:
Are accountable for their acts and omissions.
Responsibility:
To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.
Authority:
To stop work if they think the work is unsafe.Responsibilities:Responsibilities/Communication/OHSE
Key Roles & Responsibilities
Crew Sourcing
- Develop and execute effective sourcing strategies to attract good quality seafarers for various vessel types and ranks (e.g., Captains, Chief Officers, Engineers, Ratings).
- Actively identify and engage potential seafarers utilizing a variety of sourcing channels including online job boards, social media platforms, maritime recruitment agencies, internal databases and professional networks and direct outreach.
- Maintain and update a comprehensive crew database with complete profiles, certifications and availability status of qualified seafarers for future crewing requirements
- Review and screen applications, CVs and seafarer documents to evaluate qualifications, experience and required certifications.
- Conduct candidate pre-screening by verifying credentials, endorsements and sea service records with issuing authorities including carrying out background checks.
- Conduct initial competency interviews (technical & behavioral) to assess suitability for specific vessel types.
- Develop relationships with manning agents, training institutes and industry networks to expand sourcing channels.
- Monitor global crew market trends, salary benchmarks and availability for niche/specialized positions.
- Collaborate with the crewing and operations teams to understand crewing and future project requirements.Maintain a database of standby crew for urgent deployments and new projects.
- Create and manage candidate engagement campaigns to promote the company as an employer of choice.
- Verify the validity and authenticity of all seafarer licenses, certificates, and medical records.
- Provide essential support for the Crewing executives during periods of absence, holidays, or increased workload in crew change planning, travel bookings, visa processing as needed.
- Communicate effectively with seafarers throughout the recruitment process, from initial contact to offer acceptance.Assist in contract issuance, induction, and orientation for newly hired crew.
- Provide backup in maintaining crew records in the Crew Management System (CMS).Ensure all candidate information and documentation are accurately recorded and kept confidential.
- Stay up-to-date with international maritime regulations (e.g., STCW, MLC) and flag state requirements.Ensure sourced crew meeting STCW, MLC 2006, and Safe Manning requirements.
- Coordinate with HSEQ and Technical teams to ensure crew meet client and project-specific training standards.
- Perform other job-related duties as assigned
Education & Professional Qualification:
- Diploma in a relevant field
Professional Experience:
- 3-5 years' experience in a Admin/HR or as Coordinator or Marine Administrator role.
Geographic Experience:
N/A
Computer Skills:
- Good knowledge of MS Office and web based applications
Language Skills:
- Fluent in English
- Arabic is preferred
Market/Industry/Functional Knowledge:
- Strong sourcing and networking skills with proven ability to build candidate pipeli