We require an individual with a strong analytical ability and high sense of urgency in getting results that are timely and accurate. Your exceptional skills in controlling work processes and delivering fast but carefully thought-out results will be an asset. Solving problems and making decisions independently are musts in this demanding role.
Using prudent judgment in unsupervised situations and maintaining continuity of workflow despite interruptions will keep you challenged and active. You will utilize your strong technical abilities and experience in developing new ideas and systems and improving current processes. Courteous and professional handling of our seafarers is a must at all times.
Areas of responsibilities
- Responsible for coordinating and application of visa processing activities with embassies to facilitate approval and release of visa needed by crew prior deployment and to office personnel relating to business work.
- Ensuring compliance with local and international visa requirements and maintaining accurate documentation and coordinating with government agencies and consulates.
- Document handling of crew assigned to 3-5 vessels including but not limited to processing/ monitoring of document renewals, follow up, encoding, scanning in CIMS. (Crew Information Management System)
- Point person for various embassies and acts as main responsible for company and personnel accreditation to these entities.
- Company representative/liaison for relevant external entities
- Production of monthly status report
- Assuming deputy Team Lead role in the absence of Team Leader
Tasks:
The Documentation / Visa Officer -
- Oversee and manage the end-to-end visa process, including work permits, joining visa, business visa and other relevant documentation such as filing and claiming of visa at the Embassies.
- Stay up to date with local and international visa laws, regulations and policies.
- Maintains a thorough understanding of visa categories, application procedures and necessary supporting documents.
- Establishes and maintains overview of seafarers assigned to handle ships and monitors the validity of their documents.
- Responsible for timely collation and dispatch of crew envelopes to respective vessel handlers
- Attends reporting crew and acts as immediate responsible for matters relevant to online registration in relevant entities, as well as processing documents.
- Prepares requirements and processes seafarers’ employment contracts, including contract extension and change of rank/ship through in-house or external processing system and as approved by designated authority.
- Monitors timely renewal processing/application of Flag-state certificates for embarking seafarers through NMA (Norwegian Maritime Authority), Singapore MPA (Maritime Port Authority) and Marshall Islands (MI)
- Monitors expiring CRA (Certificate of Receipt of Application) of ROA (Receipt of Application) of pending flag-state application for seafarers.
- Prepares United States (US) and joining port visa requirements and schedules submission to drop box center (if applicable) in coordination with authorized company representative/liaison personnel.
- Ensures that all crew documents are encoded, scanned, and correctly uploaded in the Crew Information Management System
- Ensures correct tagging of crew documents based on approved naming standard with copies linked correctly to corresponding coded documents.
- Check and inform stakeholders of any lacking and invalid documents and verify completion prior timely dispatch to vessel handlers.
- Organizes and maintains seafarers’ 201 file, both electronic and hard copies, according to applicability. Acts as controller and safekeeper of both
- Prepares and submits crew reimbursements.
- Acts as company authorized representative (Liaison) for the following entities, at a minimum:
- US Embassy and other Embassies
- Monitors and organizes renewal of accreditation with all embassies.
- Prepares payment of visa fees to embassies, cash advance request to Accounting and liquidations to all visas.
- Coordinates and assists in application of office personnel’s business visa.
- Releases original crew documents to exiting seafarers upon clearance from all departments.
- Prepares reports as required by tasks.
- Submits Monthly Status Report (Internal)
- Performs other tasks as may be assigned by Superior.
Qualifications:
- You are a college graduate in Business or Management
- 2 years’ relevant experience, or related responsibility
- Proficiency in using Microsoft tools including MS Word, Excel, and PowerPoint
- Awareness and know-how in government procedures and requirements relevant to processing documents.
- Able to provide good customer service and communication skills.
- Works well under pressure, takes ownership of work and ensures exceptional follow-through, and has keen eye for detail.
- Ability to work effectively as a member of a team and contribute to overall team goals.
- You are adaptable to constant change.
CONTACT US
Please send your application to our Human Resources Department. We offer competitive market-aligned terms and conditions, as well as a demanding work environment with interesting tasks for the right individual.
ODFJELL MANAGEMENT PHILIPPINES, INC.
5F Unit 501-B WMall Building
Diosdado Macapagal Avenue Corner Coral Way
Zone 10, Barangay 76, 4th District, Pasay City 1300
E-mail: hr.ph@odfjell.com
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