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1. Job Purpose
The Crewing Recruitment Executive is responsible for the end-to-end recruitment and readiness of seafarers required for the Company’s vessels.
The position will ensure that suitable crew are identified, screened, proposed, and made ready for joining within the required timeline, while maintaining proper coordination with Manning Agencies, vessels, Crewing Administration, and other relevant departments.
The position is primarily focused on crew recruitment and candidate sourcing, allowing the Crewing Operations/Admin team to focus on documentation, travel arrangements, ShipMate administration, and other operational matters.
2. Daily Responsibilities
The following duties are to be carried out on a daily basis:
A. Crew Recruitment & Sourcing
- Recruit and source suitable seafarers for all ranks and positions required by the Company.
- Review available candidates from the Company's crew pool and Manning Agencies.
- Identify suitable replacement crew based on vessel requirements, rank, experience, vessel type, nationality, and company requirements.
- Request and follow up with Manning Agencies for suitable candidates when required.
- Maintain an active pool of qualified and available candidates for future crew requirements.
B. Candidate Screening & Proposal
- Screen candidates against the required rank, Matrix experience, vessel type, qualifications, and Company selection criteria.
- Check previous vessel experience and employment history.
- Review candidate performance records and available remarks before proposing candidates.
- Prepare and submit suitable candidates to the Crewing team for further assessment and approval.
- Coordinate interviews, assessments, and other selection requirements as instructed by the Crewing team.
C. Crew Documentation & Readiness
- Check the validity and completeness of crew certificates and documents before proposing candidates for joining.
- Monitor outstanding or expiring documents that may affect crew readiness.
- Ensure candidates meet the required documentation and certification requirements before joining.
- Coordinate with the Crewing Admin team for any outstanding documentation or pre-joining requirements.
- Follow up on medical examination arrangements and ensure candidates complete the required medical checks.
D. Crew Assessment & Interview Coordination
- Coordinate with Crewing Admin to arrange medical check-ups and other pre-assessment requirements.
- Arrange and coordinate candidate interviews with the relevant Master, Superintendent, Technical Superintendent, or Crewing personnel, as applicable.
- Follow up on interview results and ensure feedback is recorded and communicated to the relevant parties.
- Ensure only suitable and approved candidates proceed to the next stage of recruitment.
E. Manning Agency Coordination
- Communicate regularly with Manning Agencies regarding crew requirements and candidate availability.
- Provide clear rank, vessel, joining date, nationality, experience, and other requirements to Manning Agencies.
- Follow up on pending candidates, replacements, and outstanding information.
- Monitor Manning Agency response and candidate submission timelines.
- Escalate delays or difficulties in obtaining suitable candidates to the Crewing Manager / Assistant Crewing Manager.
F. Crew Planning & Readiness Monitoring
- Monitor the MS Share Point RP (Relief Planning) and crew status for upcoming crew changes.
- Identify gaps, shortages, or outstanding crew requirements at an early stage.
- Monitor crew sign-on and sign-off requirements and ensure recruitment is initiated in advance.
- Check applicable wage scales before proposing candidates.
- Ensure proposed candidates are within the approved wage scale and escalate any exceptions for management approval.
- Maintain close coordination with the Crewing Operations team to ensure recruitment requirements are aligned with vessel schedules
3. Weekly Responsibilities
The following duties are to be completed on a weekly basis:
A. Crew Recruitment Status
- Prepare and submit a weekly report on newly recruited / hired crew.
- Provide an update on pending recruitment and positions that remain unfilled.
- Highlight urgent vacancies and positions requiring management attention.
- Monitor the progress of candidates from initial sourcing until final approval.
B. Vessel Schedule & Crew Change Monitoring
- Check vessel emails and updated vessel schedules for upcoming crew changes.
- Review expected sign-on and sign-off dates.
- Monitor RP against the latest vessel schedule.
- Identify any potential crew shortages or replacement requirements in advance.
- Follow up with Manning Agencies on outstanding candidates for upcoming crew changes.
C. Candidate & Documentation Follow-Up
- Review the status of all candidates currently under recruitment.
- Follow up on pending medicals, interviews, assessments, certificates, and other outstanding requirements.
- Ensure there are no unresolved issues that could delay crew joining.
4. Monthly Responsibilities
The following duties are to be completed on a monthly basis:
A. Recruitment Report
- Prepare a monthly report showing the total number of crew recruited / hired.
- Provide a breakdown by:
- Vessel
- Rank
- Nationality
- New hire / replacement
- Manning Agency, where applicable
B. Recruitment Performance Monitoring
- Report outstanding and difficult-to-fill positions.
- Highlight recurring recruitment challenges and manpower shortages.
- Provide feedback on Manning Agency performance and candidate availability.
- Maintain and update the Company's recruitment pool for future requirements.
C. Recruitment Planning
- Review upcoming crew requirements based on vessel schedules and RP.
- Identify positions that require early recruitment action.
- Ensure sufficient candidates are available for upcoming crew changes.
5. Key Responsibilities / Accountability
The Crewing Recruitment Executive is primarily accountable for:
- Finding suitable crew in a timely manner.
- Maintaining an active pool of qualified candidates.
- Ensuring candidates meet Company recruitment requirements.
- Ensuring crew documentation is checked before proposal.
- Coordinating interviews, assessments, and medical requirements.
- Following up closely with Manning Agencies.
- Monitoring RP and identifying recruitment gaps early.
- Checking applicable wage scales before candidate proposal.
- Ensuring upcoming crew vacancies are addressed before the required joining date.
- Providing accurate and timely recruitment reports to Management.
6. Expected Outcome of the Position
The main objective of this position is to ensure that every approved crew requirement has suitable candidates available and ready within the required timeline, reducing last-minute recruitment, crew shortages, and delays to vessel crew changes.
The position will also provide a dedicated recruitment function within the Crewing Department, allowing the Crewing Operations/Admin team to focus on crew documentation, ShipMate administration, travel arrangements, visas, payroll-related coordination, and other operational duties.
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