The Administrative Assistant shall have the following qualifications:

• Good command of the English language;
• Good secretarial education and experience;
• Good typing skills and familiarity with computer programmes;
• Familiarity with basic requirements of handling of  vetting related documentation;
• Good organizational and communication skills;
• Good computer skills;
• Ability to work within a team.

The Administrative Assistant is responsible for:

• Reviewing, monitoring and follow-up of incidents and hazardous occurrences including distributing the weekly “open incident report” to the responsible persons;
• Reviewing the monthly HSE meeting minutes and reverting with suggestions and comments to the master;
• Distributing of LTBL, LFI and SHEQ Bulletins both internally and to the vessels and maintaining the corresponding indexes;
• Maintaining records of Annual Notification Exercises (ANE) and reminding vessels timely that ANE is due;
• Monitoring the publications library in the QSHE Department and ensuring that it is indexed and maintained up to date;
• Participating in various Projects;
• Assisting in the preparation of the management system for new vessels under management;
• Assisting in maintaining the registration and distribution of the management system documentation;
• Being adequately conversant with the Company’s Management System;
• Implementing effectively the Company’s Management System;
• Contributing to the development of new or the amendment of existing procedures;
• Promoting and supporting efforts for continual improvement;
• Assisting in the preparation of ISM/DPA declarations;
• Inserting in D3 certificates relevant to the QSHE Department;
• Filing “End of Months” reports;
• Filing “Enclosed Space Entry” reports;
• Converting and uploading “Flag Circulars”, “Port and Country Rules” and BWM Requirements in AMOS;
• Preparing and sending security related requisitions received from Technical and complete appropriate debit note;
• Circulating the ”Near Misses/Incident” reports;
• Providing administrative assistance to the department as required;
• Completing any other tasks as assigned by the QSHE Department management or the Top Management.

The Administrative Assistant reports and is accountable to the QSHE Manager / DPA.