Intellectica is recruiting an experienced Designated Person Ashore (DPA) – Vetting Manager on behalf of an established shipping company with a fleet of oil/chemical tankers and cement carriers. Based in Piraeus, Greece and reporting to the company’s CEO, the successful candidate will be the top management’s representative for International Safety Management (ISM) Code’s related issues and applicable ISO Standards.
Key activities and responsibilities of this role include:
- Ensures the safe operation of each ship
- Approves, review and monitors Safety Management System (SMS) implementation onboard and ashore, as per ISM and ISO (9001, 14001, 26000, 27001 & 45001) standards, acting as SMS administrator
- Performs Tanker Management and Self Assessment (TMSA) gap analysis
- Verifies effectiveness of the SMS and ensures all personnel are properly trained; provides advice and support as necessary
- Liaises with external parties on matters concerning establishment, approval and timely auditing of the SMS, in order to comply with the applicable rules, Codes and standards
- Schedule ship/shore-based internal and external audits within timeframe, incl initiating unscheduled audits as necessary, assigning relevant investigators; in charge of analyzing and monitoring audit’s results
- Provides statistics and trends for non-conformities, accidents, incidents and serious near misses
- Analysing any deficiencies/observations identified during external audits or third-party inspections such as vetting, terminal, safety, PSC, Flag State
- Initiating root cause analysis on findings and appropriate preventive/corrective actions while enforcing / monitoring their timely implementation
- Monitors Health, Safety, Quality, and Environment (HSQE) related issues onboard and ashore providing necessary support
- Acts as the Environmental Management Representative-EMR of ISO 14001 Environmental Management System
- Promotes the concept of HSQE excellence throughout the Company’s organization
- Acts as the primary contact for reporting Non Compliances onboard and ashore linking shipboard personnel and top management
- Communicates customer compliance and other requirements throughout the Company, monitoring all incoming and outgoing correspondence
- Acts as the authorized Company’s representative with Flag Administration and monitors the Flag Circulars
- In charge of Ship Security Alert System (SSAS) tests
- Ensures shore based library with Rules, Codes, Publication and Guidelines is available and updated
- Contributes to the recruitment, training and development of the seagoing staff and monitors the performance appraisals
- Provides training to office staff and familiarization to senior officers prior joining
- Performs annual and mid-year appraisals to departmental personnel setting and evaluating targets
- Reviews the Oil Companies International Marine Forum (OCIMF) and Chemical Distribution Institute (CDI) Crew Matrix
- Participates and coordinates with shore staff on various projects
- Monitors and arranges vetting inspections of the fleet and deals with Oil Majors
- Approves the supply of charts
- Monitors all Safety and Pollution Prevention aspects of the fleet
- Ensures that adequate resources and shore-based support are available and provided by the Company in case of pollution or another incident
- Ensures that Ships are properly manned, maintained and supplied with necessary stores and spares
- Conducts safety inspections of shipyards and other service providers
- Ensures that navigational standards on-board vessels are met by:
- Regularly reviewing the results of internal and external navigational audits, to ensure that the navigational practices, procedures and standards are properly maintained by adopting improved navigational practices, equipment, training and procedures
- During Safety Committee Meeting analyzing findings from navigational audits which shall by correlating with lessons learnt from navigational incidents and near misses and compared with remarks raised during training and external inspections (e.g. Vetting, PSC, etc.)
- Identifying trends and compare with the Industry Standards, and any needed follow-up actions and training needs shall be assigned, improvement plans shall be developed and targets shall be set
- Reviewing vessel’s inspection reports, navigational audits, VDR analysis and navigational verification assessments and prepare trends analysis.
- Reviewing Deck Officers’ and Masters’ appraisals and participate essentially in the identification of their training needs
- Investigating the applicable national and international regulatory framework and the Industries standards and best practices and communicate relevant information to the responsible shipboard personnel
- Issuing circular letters to the fleet and review rectification actions related to remarks on navigational activities
- Identifying best practices and sharing these across the fleet to feed into continuous improvement process
- Revise, develop and implement Policies and Procedures after top management approval
- Convening and coordinating Management Review Committee meetings including Environmental and 3 years Fleet Performance comparison
- In charge of monitoring and following up assigned targets and KPIs
- Evaluating new tools and procedures towards improving HSEQ performance and awareness
- In charge of scheduling and executing the ship-shore drills analyzing their results
- Annual review SOPEP, SMPEP, SSP
- Controls the departmental budget and approves the Invoices
- Authorized to carry out media response in consultation with the C.E.O. and the Legal advisor
- Representing Company in Marine Industry forums, meetings, etc
- Issues notifications to the fleet
- Member of the Emergency Response Team (ERT) and Management Review Team (MRT)
- Any other task that may be required from time to time
Professional experience & qualifications of a successful candidate:
- Master’s License or Naval Engineer or Maritime Studies with adequate experience. Qualifications from a tertiary institution within a relevant field of management, engineering or physical science
- Minimum qualification of Class 2 (1st Mate) certificate of competency and seagoing experience as a Chief Officer pursuant to the International Convention on Standards of Training, Certification and Watch-keeping for Seafarers (STCW), 1978, as amended
- At three (3) years practical senior level experience in ship management operations
- A well-established experience in the implementation of Management Systems in Shipping
- Good knowledge of the national and international shipping legislation
- Proficient in English and Greek
- Adequate PC knowledge
Core competencies of a successful candidate:
- Strong attention to detail and analytical thinking with the ability to analyze complex situations, data, and risks to make informed decisions
- Excellent communication skills, both written and verbal, for effective interaction with crew members, regulatory bodies, and other stakeholders; ability to convey complex information clearly and persuasively
- Ability to handle high-stress situations calmly and effectively
- High ethical standards and integrity
- Proactive and flexible to adapt to changes
- Skilled organizer and people motivator
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