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Purpose:
Systematization of the process of forwarding to the vessels.
Sphere of application:
Limited Liability Company “Elena Shipping Agency”, users of services
References:
International Standard ISO 9001-2000;
Quality Management Regulations ÑÌÊ-001/2003.
Authorities and responsibility:
Director General – general responsibility, Deputy Director, Personnel Inspector and secretary – procedure execution.
Procedure:
1. Upon receipt of preliminary application from the shipowner Personnel Inspector shall analyze application in accordance with the following parameters:
position (specialty) the seaman is required at;
flag , name and type of the vessel;
vessel parameters;
date of embarkation;
country and port of embarkation
2. If the Client specified the seaman’s surname from those whom he employed before as a rule:
Personnel Inspector or secretary shall inform the seaman of call for work either by phone or by telegram;
After receipt of seaman’s agreement Personnel Inspector informs the Client in writing (by fax or e-mail) of seaman’s agreement to be employed;
Personnel Inspector agrees with the Client date and port of embarkation as well as full address of the Agent of the vessel nominated in the port of embarkation;
Secretary ñhecks and enters a new record into the Personal Record Form of the forwarding seaman, completes new Pre-Joining Check List, checks availability and validity of all marine documents including documents confirming taking of medical commission and vaccination, fills in the IC, prepares crew list and documents for registration of seaman’s passport;
Personnel Inspector informs the Client in writing about readiness of the seaman for departure to the vessel and short data about the seaman: surname, name, patronymic, number of seaman’s passport, date and place of issue, validity of seaman’s passport, date and place of birth and nationality.
3. According to coordination with the Client Personnel Inspector requests for the Letter of Guarantee from the Agent of the vessel in the port of embarkation as well as information about possibility of getting in the airport Visa Upon Arrival or, if it is impossible, asks the Agent to arrange invitation for getting visa by the seaman in the Consulate of correspondent country and signs the crew list.
Submission for registration of seaman’s passport, IC on behalf and by order of the Client.
The seaman signs IC.
After execution of all the documents Personnel Inspector issues the seaman the following documents and gets his signature confirming their receipt:
crew list in Russian and in English - 4 copies
letters of guarantee in English – 2 copies
individual contract of employment – 2 copies
a. If it is possible to get Visa Upon Arrival the Client is requested for the schedule of seaman’s flight.
b. If it is necessary to get visa Personnel Inspector having coordinated it with the Client directs the seaman to get it after receipt of invitation from the Agent depending on the airport of departure. Therewith Personnel Inspector with the help of Traveling Agent arranges purchase of tickets, room in a hotel and assistance in issuance of required documents and getting visa for the seaman.
c. Personnel Inspector informs the Client about the date of getting visa for arrangement of seaman’s flight to the port of embarkation.
4. Personnel Inspector informs the Client and the Agent in the port of embarkation about the schedule of seaman’s arrival. In the airport of destination the Agent shall meet the seaman, help him in execution of immigration and customs formalities and arrange delivery to the vessel or room in a hotel if necessary.
5. After arrival to the vessel the seaman gives the copy of IC to the Master.
6. The Master or the Client informs the Company about date of seaman’s arrival at the vessel.
7. The secretary places seaman’s Personal Record in the file of the vessel “on board” and enters seaman’s surname in the computer list of the crews on board.
8. Within three days after seaman’s embarkation Personnel Inspector arranges delivery of all necessary documents to the Client by mail or by opportunity if the other was not stipulated.
9. If the Client requests for a seaman without indication of a concrete surname Personnel Inspector in accordance with item 1 of the present Procedure gives for Client’s choice information about several seamen registered in the Company for declared position. While choosing candidates one should be guided with the gradation principle (see Procedure – 05). Candidates from gradation 1 are directed first and later – candidates from gradation 2 etc.
10. After receipt agreement for employment from the seaman Personnel Inspector gives the Client information about seamen according to the following standard if the Client has no other or additional requirements:
surname, name, patronymic, number of seaman’s passport
date and place of issue, seaman’s passport validity
date and place of birth, nationality
title and number of working diploma for deck officers
level of knowledge of the English language
period of work in the required position
information about previous work during the last five years
11. The Client shall confirm or refuse in the employment of one of the candidates within the shortest possible time if possible. To inform about date and port of embarkation, full data about the Shipping Agent in the port of embarkation.
12. After receipt of confirmation for employment of one of the candidates Personnel Inspector or secretary informs the candidate about approval of his candidacy and informs the others about refusal in employment by this Client.
13. The following actions concerning seaman’s departure are executed in accordance with items 3-8 of this Procedure.
14. In case of unexpected circumstances preventing seaman’s departure Personnel Inspector informs the Client and acts in accordance with items 9-13 of this Procedure.
Records and reports:
Copies of the documents in files-folders in accordance with the nomenclature of actions
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2000 - 2010 Elena Shipping Agency Co. Ltd. All rights reserved. |
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