03.1 General
All employees and managers are responsible for carrying out their own work in a safe, effective and high-quality manner in the best interests of the company and the owner of the vessel in question.
03.2 Company Structure
The Managing Director has overall responsibility for the company's activities.
The Managing Director may employ, appoint or engage Ship Managers who are responsible for the safe, effective management and oversight of vessels managed by the Company.
The Managing Director may assign Ship Managers additional responsibilites for specific areas, in line with their background, skills and competencies. These additional responsibilities are in addition to the Ship Managers general responsibilities.
Unless otherwise stated, any other personnel employed or engaged by the company reports to the Managing Director.
03.3 Ship Management Team
A Ship Management Team consists of any and all personnel assigned to the effective management of any given ship, and reports to the Managing Director.
The Ship Management Team for any ship must include at least two people, and must include the skills and experience to effectively cover:
- Safety aspects
- Technical aspects
- Crew aspects
- Compliance aspects
Details of the ship-specific Ship Management Team are provided to the ship in Form G01 Vessel Communication Details.
03.4 Ship Reporting Structure
The Master of each vessel reports directly to the ship's assigned Ship Management Team and indirectly to the Managing Director.
03.6 Responsibilities of Shore-Personnel Involved in Safety Management
i. Managing Director
The Managing Director has overall responsibility for the operations of the Company.
Responsibilities:
• Implementing and monitoring the performance of this system and all company policies.
• Providing resources for proper functioning of this system.
• Motivation of all personnel to strive for excellence in ship management.
• Approving of the Company’s audit plan and ensuring that sufficient resources are provided to ensure that audits and corrective actions to be professionally conducted and followed up.
• Reviewing all company policies on a periodic basis.
• Ensuring that ships are manned in accordance with the relevant regulations and that all shipboard personnel are suitably qualified and competent.
• Ensuring provision is made for training of ship and shore personnel.
• Verifying and supporting the development of terms of employment for shipboard personnel.
• Management and oversight of vessel operations.
• Control of budgets and costs.
• The preparation and periodic review of ship/shore emergency response plans .
• Carrying out or coordinating internal audits of this system.
• Participation in Management System Review meetings
• Management and oversight of non-conformities raised during internal or external audits.
Authority:
Full and total authority to take such actions as are required for the safe operation of the vessels managed by the Company. The Managing Director may delegate all or part of his authority in the event of his non-availability to anyone he sees fit. This must be properly communicated.
ii. Ship Managers
All Ship Managers are members of the Ship Management Team of one or more vessels. All Ship Managers report to the Managing Director.
They have the following responsibilities:
• Implementing and monitoring the performance of this system and all company policies.
• Motivation of all personnel, shipboard and shore-based, to observe this system.
• Motivation of all personnel to strive for excellence in ship management.
• Reviewing all company policies on a periodic basis.
• Ensuring that ships are manned in accordance with the relevant regulations and that all shipboard personnel are suitably qualified and competent.
• Developing Port State Control inspection awareness and shipboard best-practice.
• Support vessel operations as required
• Monitoring the validity and renewal of all statutory certificates.
• Control of budgets for vessels for which they are part of the ship management team.
• Ensuring that all shipboard operations are carried out in accordance with the relevant national and international legislation.
• The preparation, implementation and periodic review of ship/shore emergency response plans
• Participation in Management System Reviews.
• Management and oversight of non-conformities raised during internal or external audits or arising from failures of equipment, processes or procedures.
• Management and oversight of the day-to-day safe, efficient and effective operation of vessels for which they are part of the ship management team.
• Any other activities or responsibilities assigned by the Company
iii. Ship Managers assigned additional Technical Responsibilities
Ship Managers who have been assigned additional Technical responsibilites, have all of the responsibilites of a Ship Manager listed above, but in addition are responsible for:
• Ensuring that statutory and other mandatory surveys for all hull, machinery and other equipment on board the Company’s ships are carried out in good time
• Detailed root cause investigation of significant equipment failures and the development and implementation of corrective and preventative actions
• Management and oversight of non-conformities raised during internal or external audits or arising from failures of equipment, processes or procedures
• Effective and efficient procurement of quality parts, stores or other items required for the operation of ships.
• Continuous development and improvement of the procurement supply chain.
• Monitoring the stock levels and condition of all critical spares
• Monitoring the effecitve operation of the Planned Maintenance System
• Planning all required maintenance in good time, in such a way that minimises down time and costs.
• Preparing technical reports for the Managing Director
• Preparing budget and expenditure estimates for the Managing Director
iii. Ship Managers assigned additional Marine Responsibilities
Ship Managers who have been assigned additional Marine responsibilites, have all of the responsibilites of a Ship Manager listed above, but in addition are responsible for:
• Preparation of the annual audit plan and ensuring that sufficient resources are provided for audits and corrective actions to be professionally conducted and followed up.
• Carrying out internal audits of this system as instructed.
• Management and oversight of non-conformities raised during internal or external audits or arising from failures of equipment, processes or procedures.
• Ensuring that statutory and other mandatory surveys for all hull, machinery and other equipment on board the Company’s ships are carried out in good time.
• Ensuring that all required inspections and surveys of safety and communications equipment are carried out in good time.
• Taking initial responsibility for the handling of any HSQE reports received.
iii. Ship Managers assigned additional Crewing Responsibilities
Ship Managers who have been assigned additional Crewing responsibilites, have all of the responsibilites of a Ship Manager listed above, but in addition are responsible for:
• Identification of crew training needs and development of training plans and systems.
• Training and familiarization of shipboard personnel.
• Co-ordination of recruitment and assigning personnel to managed vessels.
• Verification and development of terms of employment for shipboard personnel ensuring they are in compliance with all relevant legislation and Company expectations.