NORY CAPILI

• Responsible for liaising with vessels, manning centers and agents regarding the planning of crew changes.
• Approve payment invoices
• Give guidance and advice to the crewing team regarding operational matters.
• Ensure the logistics of crew change is well coordinated with all parties involved.
• Ensure crew database in maintained and updated as required.

Documentation:

Ensures the completeness of documentary requirements of seafarers including but not limited to the following:

· Contract and Contract addendum (including POEA and CBA Contracts);

Medical Certificate;

Licenses and endorsement certificates;

Training certificates;

Allotment remittance;

Vaccination;

· Endorses crew for Pre-employment medical examination to Höegh Fleet Services Phils., Inc. accredited clinic;

· Collates and endorses pertinent seafarers documentation to various parties in the company for appropriate processing;

· Updates individual 201 files of all crew embarking their respective assigned vessel;

· Prepares final checklist of all travel documents, contracts and certificates for proper embarkation dispatch of crew;

· Requests/Issues Company required uniforms to their respective steward personnel;

· Endorses disembarking crewmembers for exit interviews and final settlement;

· Endorses repatriated crewmembers to Crew Assistant Claims and Welfare;

· Ensure completeness of documentary requirements of joining supernumeraries;

· Submits regular quarterly reports of all documentary requirements of seafarers to the President/ General Manager;

· Keeps and disburses Petty Cash Fund for Company use;

· Participates in Pre Departure Orientation Seminar as an Instructor;

Travel:

· Ensure that proper travel arrangements and travel requirements for embarking crewmembers are made;

· Checks completeness of documentary travel requirements of seafarers for embarkation such as the following and make necessary endorsements if found inadequate:

Visa (US Visa, etc.);

Plane ticket/Booking;

Passport;

Seaman’s Identification Record Book (SIRB);

Letter of Guarantee;

OK to Board Notice;

Others as appropriate;

· Coordinates with vessel, Crew Manager and Travel agent to ensure that final flight details are in conformance with vessel’s schedule;

· Ensures completeness of travel requirements of joining supernumeraries;

· Submits regular quarterly reports of all travel documents to the President/ General Manager;

· Prepares Request for Payment to Accounting section for Travel-related billings;

· Acts as back-up Liaison Officer to and monitors updates from the various Embassy offices;

· Ensures that proper travel arrangements and travel requirements for embarking and disembarking crewmembers are made;

· Ensures validity and completeness of documentary travel requirements of seafarers for embarkation such as the following and make necessary endorsements if found inadequate:

1. Visa (US Visa, etc.);

2. Plane ticket/Booking;

3. Passport;

4. Seaman’s Identification Record Book (SIRB);

5. Letter of Guarantee;

6. OK to Board Notice;

7. Others as appropriate.

· Coordinates with vessel, Crew Manager, Travel agent and port agents to ensure that final flight details are in conformance with vessel’s schedule;

· Ensures validity and completeness of travel requirements of joining supernumeraries;

· Monitors validity of all travel documents of all crew on the RORO vessels;

· Arrange for the issuance of long lay-over allowance for embarking crew as required;

· Assists Corporate travels as needed;

· Submits regular quarterly reports as required;

· Monitors updates from the various Embassy offices;

Prepare Request for Payment to Accounting section for Travel-related billings

· Assist the Head of Section Crew Operation and Crew Managers in the preparation and implementation of the training plan as required by the Company;

· Monitors missing competence of seafarers based on the Höegh training catalogue and plans accordingly;

· Prepares enrolment forms and endorses crew to appropriate and approved training centres;

· Monitors all training activities according to training plan;

· Sends advice to Master to conduct CBT training onboard for crew who are newly hired and/or those with expiring certificates;

· Prepares requests for training allowance and travel reimbursements of all training candidates;

· Endorses crew to appropriate and approved lodging houses and carry out ocular inspections as required;

· Encodes training plans and certificates in the OCS;

· Submits Monthly Training Summary Reports for Training Wage;

· Prepares request for payment of Training Course Fees for various Training Centres and other training related expenses;

· Administers computer based testing such as Ability Profile (APRO) and Competence Evaluation for Seafarers (CES) and export data as required;

· Receives training certificates from training centres and distributes to respective Crewing Officers - Documentation;

· Monitors Board Exam Passers and prepares Board Exam Incentives;

· Updates all SEMS manuals per DocMap revisions;

· Generate participants from the OCS, select and invite including wives as necessary to various conferences;

· In coordination with Admin, arranges venues, materials, equipment and refreshment during training and conferences;

· Coordinates issuance of company required uniforms to officers;

· Prepares and prints in-house certificates, and endorses to concerned CAs for scanning and filing to individual 201 files;

· Keeps records of training equipments and other materials such as books, CDs, catalogues etc., and conducts inventory accordingly;

· Submits monthly APAS and PDOS reports to POEA and OWWA, respectively;

· Performs other lawful functions as may be directed by his/her superior.

· Properly evaluate all Contracts of Employment for processing;

· Process Seafarers Employment Contract at POEA and through Enhanced In-house Processing System;

· Process Company Manning License;

· Process the Accreditation of Principals and Vessels at POEA;

· Submit required reports and other pertinent documents to POEA;

· Updates files related to new POEA and other relevant government Memoranda, Circular Letter, Information, standard, communication, etc;

· Updates files related to the vessel/principal accreditation and enrolment;

· Process all applicable contracts in accordance with POEA In-house Processing Guidelines;

· Liaise with Professional Regulation Commission and Technical Education and Skills Development Authority in the application for endorsement certificates for seafarers;

· Liaise with Maritime Training Council for NAC certificates for seafarers;

· Properly evaluate all Contracts of Employment for processing;

· Process Seafarers Employment Contract at POEA and through Enhanced In-house Processing System;

· Process Company Manning License;

· Process the Accreditation of Principals and Vessels at POEA;

· Submit required reports and other pertinent documents to POEA;

· Updates files related to new POEA and other relevant government Memoranda, Circular Letter, Information, standard, communication, etc;

· Updates files related to the vessel/principal accreditation and enrolment;

· Process all applicable contracts in accordance with POEA In-house Processing Guidelines;

· Liaise with Professional Regulation Commission and Technical Education and Skills Development Authority in the application for endorsement certificates for seafarers;

· Liaise with Maritime Training Council for NAC certificates for seafarers;