Offshore Personnel Logistics Coordinator
Aberdeen (Aberdeen City) Logistics
Job description
Job Title: Offshore Personnel Logistics Coordinator
Job purpose:
On behalf of Technip Singapore Services Pte (TPS), mobilise suitably qualified and certified personnel to both on and offshore locations as directed by the Offshore Personnel Lead, maintaining up-to-date and accurate personnel and payroll records.
Reporting lines and interactions:
Hierarchically reports to: Offshore Personnel Lead Coordinator
Operationally reports to: Offshore Personnel Lead Coordinator
Directly supervises: N/A
Key interactions (internally, externally):
Training and Competence Officer, Visa Unit, Offshore Workforce, Resource Coordinators and Marine Lead
Typical background and experience required:
Must have:
· Good administration and time management skills
· Effective interpersonal and communication skills, both written and verbal
· Literate and numerate
· Strong organisational skills
· Team player
· Good communicator
· Methodical
· Accountable
· Resilient
· Flexible
Nice to have:
· Good level of secondary education
· Recruitment experience
· Offshore Personnel Logistics experience
Main accountabilities:
· Mobilise and demobilise all crew for dedicated vessel(s) to both on and offshore locations as instructed by the Offshore Personnel Lead and/orOffshore Management Team (OMT)
· Work in close cooperation with the TOMS preferred travel provider to organise travel and accommodation for offshore personnel
· Ensure that all visas, work permits, etc are obtained prior to mobilisation by the respective TOMS Department
· Advise offshore personnel (and their agencies where appropriate) of mobilisation details, including travel and accommodation arrangements were appropriate and confirm details to OMT/Offshore Personnel Lead as appropriate
· Provide support to the Offshore Personnel Lead and OMT with sourcing of offshore personnel
· Ensure TOMS Administration are advised of all new starters prior to their mobilisation
· Ensure certification for offshore personnel is verified as current and appropriate for working in the relevant offshore sector prior to their mobilisation and a copy issued to TOMS Administration to be recorded in CMS and placed on the personnel file. Non-compliance to be advised to the Training and Competence Officer, Offshore Personnel Lead and vessel OMT
· Provide OMT with copies of qualifications/certification where appropriate
· Check Daily Project Reports and POB Reports on a daily basis and verify against system personnel records for tracking/payroll purposes
· Check payroll details on a weekly basis in relation to deductions, per diems, training days, attendance at project meetings/briefings and discipline checks to ensure correct payments are made
· Track project codes and task codes by global update and sectors to ensure offshore personnel time is costed to projects correctly
· Ensure all expenses are claimed correctly, including checking currency/exchange rate calculations. Check expenses are coded correctly, forward expenses for approval and send for processing
· Enter timesheets into GEOS for payroll purposes
· Investigate offshore related pay queries from personnel
· Develop and maintain positive relationships with OMT and offshore personnel by maintaining regular communication, including vessel visits where practical
· Provide information on offshore workforce as requested by Offshore Personnel Lead and TOMS/TPS Management
· Liaise with TOMS Planner to ensure offshore personnel roster and other associated document is up to date at all times
· Focal point for offshore personnel, responding to queries on personnel logistics and payroll in a timely fashion
· Answer telephone calls and emails in a timely fashion
· Maintain availability listing for non-core-crew personnel
· Provide cover and support for other Offshore Personnel Logistics Coordinators and Offshore Personnel Lead where required
· Undertakes duties as may reasonably be required in line with the incumbent's skills, knowledge, abilities and personal development opportunities
· Participate in the TOMS On Call Rotation