Francess Ann Arensol

Role

1.1. Document Controller;

1.2. Hoegh Improvement System (HIS) reports Controller;

1.3. Report and information-sharing letter writer/composer;

1.4. Compliance Officer for Privacy (COP); and

1.5. Back-up to Jr. Nautical Manager

1.6. Trainee Internal Auditor

2. Reporting line/Communication

2.1. Reports to QA Nautical Manager in matters relating to Quality Assurance (QA);

2.2. Reports to Head of HTM (HoTM) in matters relating to Data Privacy;

2.3. Reports to workplace Safety Officer in matters relating to DOLE Occupational Safety and Health (OSH) workplace requirement.

2.4. Coordinates with:

2.4.1. Masters and crew on HIS reports;

2.4.2. SEMS Document and Process Owners and Approvers;

2.4.3. QA and Systems responsible in Hoegh Autoliners Management AS (HAM AS);

2.4.4. Other units in HAM AS in matters relating to HIS reports.

3. Management and Administration

3.1. Assumes the role as Compliance Officer for Privacy as recommended by the Philippine Data Privacy Act (DPA) which covers the Filipino data subjects, and the applicable provisions from the European General Data Protection Regulations (GDPR) which covers data subjects sorting under HAM AS.

3.2. Assumes the role of HIS report Controller for assigned vessels.

3.3. Writes/composes reports and information-sharing letters when requested by line managers.

3.4. Ensures that HIS reports from assigned vessels are quality-controlled, distributed to responsible persons, acknowledged by the responsible persons, that responsible persons proposed action/s and these are implemented, and that HIS reports are closed as defined in the Safety and Environmental Management System (SEMS).

3.5. Conducts training in various Quality Assurance matters (e.g., SEMS, HIS reports, Risk Assessment, etc.).

3.6. Nurtures a strong safety awareness culture among shore- and sea-based colleagues and encourages a reporting culture using the HIS.

3.7. Motivates sailing and office personnel in the observation of the Company’s policies and SEMS.

3.8. Complies with Office Handbook rules and policies.

3.9. Assists the HoTM, HAM AS management and relevant business units in all matters concerning Quality Assurance.

3.10. Performs any additional lawful tasks/functions as may be directed by line manager.

4. Accounting & Control

Contributes to the optimum utilization of company and vessel resources and office consumables.

5. Risk Management

5.1. Performs quality control of formal Risk Assessments (RA) submitted by vessels, ensuring that these are well-thought.

5.2. Maintains records of formal RAs conducted by assigned vessels.

5.3. Assists as required in performing RAs and take mitigating actions in case of high-risk levels (tolerable or unacceptable) submitted by vessels or office employees.

5.4. Adheres to the company’s RA principles and raise concerns to line manager if risks associated to certain tasks or activities fall under tolerable or unacceptable levels.

6. Operations

6.1. Ensures zero backlog in HIS reports submitted by assigned vessels, seeking support from line manager in case of challenges.

6.2. Assists in ensuring that all SEMS manuals and related documents are maintained, updated, organized and properly communicated to relevant employees ashore and onboard vessels.

6.3. Monitors work and rest hours of assigned vessels weekly and monthly, act on breaches and maintain files of records.

6.4. Controls the quality of HIS reports and RAs received from assigned vessels or from office.

6.5. Assists in publishing Circular Letters (QCIRC), Information Letters (QINFO), Technical Newsletters (QTECH), Safety Alerts and Security Alerts (QSECU), taking control of the series number for traceability.

6.6. Registers and controls the workflow of handling of HIS reports and Shipboard Reviews (SRs) of assigned vessels, ensuring that all these are promptly acknowledged, attended to and closed by the concerned office personnel or process owners.

6.7. Assists in preparing complete set of SEMS manuals for newly acquired vessels, if any.

6.8. Provides support and advice to the DPAs in ensuring compliance of vessel and office operations with the SEMS and Planned Maintenance System (PMS) on the basis of which the DOC was issued.

6.9. Ensures timely submission of reports and information-sharing letter as instructed by line manager.

7. Maintenance

7.1. Provides assistance to DPAs in coordinating the development, implementation, maintenance, control and continuous improvement of the SEMS.

7.2. Continuously update the company in matters relating to data privacy.

8. Procurement

8.1. Contributes to Technical Management’s role in cost efficient utilization of vessel budgets.

8.2. Contributes to optimum utilization of company and vessel resources and office consumables.

9. Compliance, Verification and Inspections

9.1. Provides support to DPAs in ensuring compliance by the office and managed vessels with relevant national and international rules and regulations;

9.2. Provides support to line manager in fulfilling requirements from other business units within HA.

9.3. Provides support to line manager in performing trend analysis of Health, Safety, Security (including Cybersecurity) and Environment (HSSE) management data.

9.4. Complies with anti-corruption policies and anti-competition laws.

9.5. Performs internal audits under a trainee capacity.

9.6. Ensures that technical and vessel operations are in compliance with the DPA and GDPR data privacy regulations.

10. Documentation and Record keeping

10.1. Provides support to the DPAs in ensuring that the procedures to control all documents and data which are relevant to the SEMS are implemented and maintained.

10.2. Ensures that HSSE management statistics and meaningful analysis are maintained by the QA team and made available to external parties if/when required.

10.3. Maintains documentations of all activities within area of responsibility for audit purposes, investigations and any other possible legal proceedings in the future.

10.4. Maintains records and documentation relating to data privacy.

11. Occupational Health, Safety, Security and Environment

11.1. Provides support to line manager in the management and development of the Occupational HSSE (including Cyber Security) and Quality activities for the office and managed vessels.

11.2. Actively contributes in HSSE management procedures in the SEMS.

11.3. Provides support to line manager in performing trend analysis of Lost Time Injury (LTI) data submitted by vessels.

12. Emergency Preparedness

12.1. Assists the leader of ERT as required.

12.2. Ensures that the established programmes for drills and exercises to prepare for emergency actions are implemented and continuously updated in SEMS and PMS.

12.3. For office emergency duties, refer to the posted Emergency and Evacuation Plan.

13. Cyber Security and Data Privacy

13.1. Adheres to the Maritime Cyber Risk Security Management procedures in SEMS.

13.2. Complies with the company’s IT and communications policies.

13.3. Assist the Data Protection Officer (DPO) in ensuring that shore and shipboard personnel adhere to the company’s data privacy policies.

• Document Controller: Manages documentation for Health, Safety, Security, Environment, and Quality (HSSEQ) matters, ensuring quality control and timely distribution.
• Compliance Officer: Oversees privacy compliance, including data protection regulations, and assists the Data Protection Officer role.
• Training and Awareness: Conducts training sessions on HSSEQ topics to promote a strong safety culture among both shore- and sea-based personnel.
• Risk Management: Assists in formal risk assessments, maintains records, and takes mitigating actions for identified risks.
• Operations Support: Ensures zero backlog in reports, and assists in publishing circulars and alerts.
• Maintenance and Procurement: Supports the maintenance of Safety and Environmental Management Systems (SEMS), contributes to cost-efficient utilization of resources, and assists in procurement activities.
• Compliance and Inspections: Supports compliance efforts with national and international regulations, including anti-corruption policies, and provides assistance in trend analysis.
• Documentation Management: Ensures proper control and maintenance of relevant documents and data, including records related to data privacy.
• Occupational Health and Safety: Contributes to the development and management of health, safety, security, and environmental activities, including trend analysis of injury data.
• Emergency Preparedness: Implements and updates emergency preparedness programs and drills in SEMS and ensures adherence to emergency procedures.
• Cyber Security and Data Privacy: Adheres to cyber security protocols, and IT usage policies, and ensures compliance with data privacy regulations for both shore and shipboard personnel.

• The Cargo Enquiry Handler is responsible for acceptance/safety evaluation and processing of cargo enquiries from the company’s commercial staff.
• # Responsible for evaluation of proposed cargo towards HAL cargo safety standards and cargo acceptance requirements.
• # Provide cargo technical evaluation for relevant cargo enquiries.
• # Responsible for estimating equipment quantity needs for relevant cargo enquiries.
• # Assist Operations Support team with documentation relevant to Cargo Operations.

• Support the Cargo Operations Department in Cargo Equipment Handling. Support other Operations functions as required.

• Monitors requirements using procurement system and maintains accurate information such as purchase quantities and prices, delivery dates, lead times, etc.
• Place purchase orders for goods that have standard costs and quoted discounts already in place (Stores, Spares & Services, LO, etc.)
• Follow up on orders, coordinate purchasing quality and on-time deliveries.
• Coordinates with Technical Team and vessel crew for matters concerning ship requests.
• Execute purchasing requirements as established by global purchasing department of parent company.

• Accounting & Control
• Provide Master with the crew monthly slopchest and communication accounts, if assigned as slopchest keeper.
• Contribute to optimized cost by being conscious in avoiding wastage in spares and consumables.
• Risk Management
• Actively participate in risk assessments for all critical jobs in the deck department
• Diligently utilize tools such as checklists and permits prior to any applicable jobs.
• Operations
• Vessel operations
• Assist during mooring operations.
• Assist Master in preparing all documentation for Port Authority.
• Bridge operations
• Assist in correcting all navigational charts and publications (electronic and/or paper).
• Cargo Operations
• Supervise cargo loading and discharging and operate cargo handling equipment.
• Maintenance
• Carry out the maintenance of all lifesaving and firefighting equipment, as assigned by Safety Officer.
• Carry out the inventory of all lifesaving and firefighting equipment and ensure that all spares, stocks and consumables are available onboard.
• Procurement
• Provide inputs to Chief Officer on requisition of bridge, lifesaving and firefighting equipment spares and consumables in coordination with Second Officer.
• Compliance, Verification and Inspections
• Familiarize and comply with SEMS procedures and policies.
• Documentation and Record keeping
• Occupational Health, Safety, Security and Environment
• Actively contribute in Health, Safety, Security and Environment protection procedures.