Personnel Logistics Coordinator

Our client is looking for a Personnel Logistics Coordinator for a 6 month contract position, located in Aberdeen.

To support the core business function to ensure that company and corporate objectives are met by providing efficient logistics support within the hr dept.

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Key Responsibilities

  • Responsible for Mobilising and demobilising personnel from worldwide locations in a timely and cost effective manner to meet Crew Change date
  • Personnel Logistics Focal Point for allocated vessels, ensuring that the Department Managers, Offshore Personnel and the Personnel Logistics Team are kept updated with vessel specific mobilisation/visa procedures and to manage all aspects of personnel logistics specific to said vessel
  • Check and ensure that all offshore certification is in date prior to mobilisation; Inc but not limited to Passport, Seafarers ID, Offshore Survival Training Certs (BOSIET, FOET, STCW, OLF, Bidletoid, EBS and CAEBS), Medical Fitness Cert (OGUK and company Medical), Yellow Fever Cert
  • Check offshore certification following demobilization to establish if any offshore training is required prior to remobilization
  • Work closely with the HR Team to ensure that offshore training/medical refreshers are booked in a timely manner, in accordance with offshore mobilisation dates
  • Ensure all travellers have Travel EProfile Set up and that Personal Details are kept updated
  • Book and manage all travel (flights/car hires/hotels/trains) with the company Travel Management Company (TMC), ensuring Travel is arranged as per contractual and operational requirements and in line with Work Instructions
  • Create and issue COVID Travel Letters and provide COVID Travel Advice as per the travel updates received from TMC to accompany On/Off-Signers Travel, to ensure no delays to mobilisations / demobilisations
  • Update the Offshore Personnel Tracker (Teams)
  • Update HR Headcount Report to record Vessel Movements (On-Off rotational dates)
  • Ensure that the Personal Details Staff List is kept up to date with crew's travel preferences
  • Ensure that all updates to Personal Details for offshore personnel are on passed to HR for processing
  • Manage pre-mobilisation COVID testing / Completion of Health Screening Questionnaires and work closely with the SSC-Medicals Team to ensure that appointments for UK Staff Personnel, as required are booked in a timely manner
  • Liaise with offshore personnel and provide required crew change details and information
  • Manage and request client specific training for offshore personnel via the Training Dept, as required
  • Arrange meet and greet with Agents as per quarantine arrival/crew change dates
  • Work closely with Visa Coordinator to ensure that all visa/work permits, as required, have been applied for, in accordance with the ROV, Survey and Vessel rosters
  • In the absence of a Visa Coordinator, assist with all visas/work permit requests as required and ensure that the visa spreadsheets and visa tracker is kept updated at all times
  • In the absence of a Visa Coordinator, assist with Passport and Seamans Book renewals and ensure that the visa spreadsheets and visa tracker is kept updated at all times
  • Update offshore files for staff and agency personnel with items specific to offshore mobilisations/demobilisations
  • Provide updates to relevant departments with regards to personnel under their head count
  • Provide assistance with personnel movements to the wider HR team, liaising with recruitment officers regarding new personnel
  • Be part of the On Call rota, dealing with all out of hours queries from vessels and personnel (Cover Thursday to Thursday)
  • Carry out any other ad hoc duties as required by the Personnel Logistics Supervisor and or HR Supervisor
  • Cover, as required for members of the Personnel Logistics Team during absence periods (to include sickness), as and when required
  • To become familiar with and to maintain awareness of current requirements and where applicable, the latest Industry Codes and Standards including statutory rules and regulations
  • To ensure that all activities are carried out in a manner consistent with policy on health, safety, quality and environmental matters in accordance with company specific procedures.
  • To ensure his/ her own safety and that of others is not compromised or placed at risk.

Education, Qualifications & Experience

  • Experience of organising global travel and knowledge of Visa processes
  • Experience of working within a Personnel Logistics Department
  • Strong organisation skills with a good ability to prioritise and work to deadlines
  • Knowledge and experience of working within the oil and gas industry
  • Understanding and appreciation of the offshore industry training/certification requirements
  • A high level of confidentiality with excellent interpersonal and customer facing skills
  • Strong communication skills both written and verbal
  • Numerate
  • Ability to cope with change in a busy working environment
  • Ability to work well within a team
  • Flexibility and willingness to learn
  • Intermediate level using Microsoft Office (Word, Excel, PowerPoint, Outlook) Internet

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