Officer, Quality Assurance Department (Tank)

Roles & Responsibilities:

1. Provide day-to-day administrative and coordination support to the HSEQ Department and assist the Department Head, General Manager and HSEQ Superintendents in routine departmental activities.
2. Maintain HSEQ records, registers, databases and electronic filing systems, ensuring documents are current, traceable, properly controlled and readily available for audits and management review.
3. Coordinate documentation and follow-up for internal and external audits, shipboard inspections, SIRE 2.0, CDI, TMSA, PSC, Flag State, Class, ISM/ISPS/MLC and ISO-related activities, as applicable.
4. Maintain audit, inspection, non-conformity, observation and corrective-action trackers; issue reminders and follow up with responsible personnel until evidence of closure is received and recorded.
5. Assist in compiling HSEQ statistics and KPI data, including incidents, near misses, injuries, inspections, audits, PSC performance, environmental data, training and other fleet performance indicators for periodic reports and presentations.
6. Assist with incident and near-miss administration by collecting reports and supporting documents, maintaining investigation records, tracking corrective/preventive actions and circulating approved lessons learned or safety information.
7. Support the preparation, formatting, revision control, distribution and archival of Safety Management System procedures, forms, circulars, safety alerts, meeting minutes and departmental correspondence.
8. Coordinate HSEQ meetings, management reviews, safety campaigns, seminars, training sessions and emergency exercises, including schedules, agendas, attendance records, minutes and action-item follow-up.
9. Monitor departmental calendars and due dates for recurring HSEQ activities, reports, statutory submissions, vessel returns, audits, reviews and other compliance-related requirements, and provide timely reminders.
10. Assist in maintaining vessel and office HSEQ certificate, training and competence records where assigned, and support verification that required documents remain valid and available.
11. Enter, retrieve and verify information in company PAL ERP/HSEQ systems and prepare routine reports, dashboards, spreadsheets and presentation material from available data.
12. Coordinate professionally with vessels, internal departments, auditors, training providers, service providers and other external parties for HSEQ-related documentation and administrative matters.
13. Provide general administrative support including correspondence, document formatting, meeting arrangements, filing, scanning, record retrieval and other tasks required for efficient operation of the HSEQ Department.
14. Maintain confidentiality of company, vessel, employee and investigation-related information and perform duties in accordance with company policies and applicable data-protection requirements.

Requirements:

• Diploma or Bachelor’s Degree in Business Administration, Maritime Studies, Quality/Safety Management, Environmental Studies or another relevant discipline. An equivalent combination of education and suitable work experience may be considered.
• Preferably 2–4 years of administrative, documentation, quality, safety or compliance experience; prior experience in shipping, ship management, marine operations or an HSEQ department will be an advantage.
• Good working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint and Outlook. Experience with ERP, document-management, HSEQ or reporting systems is desirable.
• Strong document-control, record-keeping and data-management skills, with close attention to accuracy, version control, deadlines and follow-up.
• Good written and spoken English, with the ability to prepare clear correspondence, reports, minutes, trackers and presentation material.
• Organised, dependable and able to manage multiple priorities and recurring deadlines with limited supervision.
• Good interpersonal skills and the ability to communicate professionally with shipboard personnel, superintendents, managers and external stakeholders in a multicultural environment.
• Basic understanding of maritime HSEQ concepts, the ISM Code, audits, incident reporting and ship-management processes is desirable; job-specific familiarisation and training will be provided as required.
• High level of integrity and discretion when handling confidential company, vessel and personnel information.

We offer an attractive remuneration package and fringe benefits with excellent career development opportunities in a global organization. We are an equal opportunity employer. Applications from all qualified candidates are welcome.

All information provided by applicants will be used for recruitment-related purposes only and will be handled in strict confidence by authorized personnel. Only shortlisted candidates will be notified.