Administration & Crewing Assistant

About the job

Conntrak Catering specialises in providing catering services to the offshore oil and gas market segment in UAE, Qatar and KSA. The office is in Abu Dhabi and we are seeking applications for the position of an Administration & Crewing Assistant with a significant level of experience in administration. The position will provide Support to Crewing & Logistic Coordinators and HR in accordance to the standard company policies and procedures.

Responsible for assisting the movement of offshore personnel.

Responsible for all offshore personnel files, paper based and electronic ensuring all crew certification is complete and valid. Also, responsible for continuous tracking of personnel and ensuring that pre-required documents are screened and checked prior to their arrival/departure.

Responsibilities

• Active Participation in quarterly office meetings and supporting the Company and functioning of Integrated Management System includes commitment to consultation and participation.
• Maintain the tracking system to monitor expiry on all required certifications for every employee ( passport, visa, medicals, offshore survival, H2S etc) -ensure renewals completed in a timely manner.
• Maintain tracking of all costs associated with employee flights, courses, certifications etc and share with finance as required.
• To develop and maintain exceptional working relationships with client personnel, operations team, offshore managers and team members.
• To ensure all employees are booked and attend the relevant client induction prior to travel offshore and to administer/support  any inductions carried out internally.
• After selection of all offshore employees ensure that necessary paperwork is prepared and facilitated accordingly. Coordinating with different agents for required documentation checking of newly hired offshore staff for their validity.
• Arrange cost effective travel for crew joining and departing assigned vessels to meet crew change schedules.
• Arrange in a timely manner any visas, vaccinations or additional training required to ensure crew have the right competencies for each relevant client.
• Obtain any flag state certification required; ensuring licenses are valid at all times.
• In conjunction with Operations, respond to out of office hours logistical issues and emergencies as required.
• To participate in formal and informal trainings as required.
• In conjunction with HR coordinate inductions of all new employees into the company.
• Nurture a positive working environment.
• Assess training needs to apply and monitor training programs
• Ensure legal compliance throughout.

Requirements

• Preferred minimum 3 years working experience in Administration.
• Fluent in written and verbal English.
• Computer & Numerically literate, with software expertise in Microsoft excel and Word.
• Self-motivated, but ability to work as part of a small team, being flexible in work approach and working to support the team.
• Strong focus on attention to detail accuracy and follow up.
• Confident and where necessary assertive manner that can deliver to Company needs.
• Flexible in working hours to communicate in a timely manner with clients and suppliers.
• Understanding of MLC 2006 requirements a benefit
• People oriented and results driven.
• Knowledge of HR systems and databases will be a benefit.