Marine Personnel Administrator

Marine Personnel Administrator – 6-Month Contract
Reporting Structure

• Reports To: Head of Marine Personnel
• Direct Reports: None

Job Summary
This is a 6-month contractual role for a Marine Personnel Administrator responsible for providing comprehensive administrative support across marine personnel functions. The role ensures efficient day-to-day operations, maintains accurate seafarer records, and supports recruitment, training, payroll, planning, and deployment activities in line with company policies and procedures.
Key Responsibilities
Operational Support

• Provide administrative support across recruitment, training, payroll, planning, and deployment activities.
• Ensure smooth day-to-day operations of the Marine Personnel function.

Data & Record Management

• Maintain and update marine personnel records in line with the Safety Management System (SMS) and company procedures.
• Ensure proper filing, storage, and retrieval of records (hard and soft copies) with strict confidentiality and data integrity.
• Update and manage seafarer data in the crewing management system, ensuring accuracy and completeness.

Payroll & Invoice Support

• Support payroll activities by preparing and verifying required documentation.
• Coordinate with internal teams to resolve payroll queries and discrepancies.
• Assist with vendor invoice processing, including documentation verification and issue resolution.

Recruitment, Training & Deployment

• Support recruitment and training processes, including documentation, record tracking, and training matrix updates.
• Assist in planning and deployment activities by maintaining related administrative records.

Projects & Reporting

• Provide administrative and data support for departmental projects, audits, and initiatives.
• Prepare reports, consolidate data, and track follow-up actions as required.

Coordination & Administration

• Coordinate seafarer participation in training sessions, seminars, and official visits.
• Support implementation of personnel policies for seafarers through recordkeeping and coordination.

Compliance & Governance

• Adhere to SHEQ / HSSEQ policies to ensure a safe and compliant work environment.
• Follow all company policies, systems, and procedures to ensure consistent operations.

Additional Duties

• Perform other administrative tasks as assigned by the line manager.

Key Result Areas (KRAs)

• Timely and accurate execution of administrative tasks across all marine personnel functions.
• Accurate and up-to-date maintenance of seafarer data in crewing systems.
• High level of data accuracy, consistency, and reliability.

Interactions

• Internal: Regular interaction with seafarers and internal stakeholders.
• External: Interaction with vendors and external service providers.

Qualifications & Experience
Education

• Minimum High School Diploma (Bachelor’s degree is an advantage).

Experience

• 2–5 years of administrative or personnel-related experience in a medium to large organization.

Required Skills

• Strong administrative and organizational skills.
• Proficiency in managing large volumes of data and records.
• Experience with crewing management systems and data entry.
• Knowledge of document control and recordkeeping practices.
• Basic understanding of marine personnel documentation and certifications.
• Proficiency in MS Office (Word, Excel, Outlook).

Core Competencies

• Collaboration & Teamwork
• Customer Centricity
• Communication Skills
• Attention to Detail
• Problem Solving
• Basic HR Policies & Systems Knowledge

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.