Corporate Affairs Analyst at Tetra Maritime

Description

• A Documentation Assistant in a Nigerian manning or ship crewing agency is responsible for ensuring that all seafarer‑related documents, certifications, and compliance records are accurately processed, verified, updated, and maintained to meet both company standards and international maritime regulatory requirements.
• The role is central to supporting the Crew Operations or Fleet Personnel team by ensuring that each seafarer deployed meets all statutory, client, and flag‑state requirements.

Key Responsibilities
Pre‑Joining & Compliance Documentation:

• Review the pre‑departure checklist and take necessary actions under the Personnel Officer’s (PO’s) guidance.
• Apply for flag‑state licenses as instructed by the PO and attach received flag‑state documents.
• Re‑verify seafarer documents in the crewing software to ensure accuracy and compliance.
• Ensure all pre‑joining documents are properly completed and uploaded in the system.
• Coordinate with the PO to ensure briefing forms are fully completed and uploaded.
• Complete and update the pre‑departure checklist, then notify the PO for final approval.
• Ensure contract letters are signed and uploaded as provided by shipowners/managers.

Crew Change & Logistics Support:

• Follow up with vendors to arrange working gears/PPE and assist the PO in preparing for crew joining.
• Prepare document packets containing original certificates, flag‑state documents, and any other connecting items needed for joining crew.
• Arrange and monitor travel, boarding, and lodging logistics for seafarers.

Post‑Joining Documentation:

• Upload all post‑joining documents (as required by the post‑joining checklist) within 24 hours of the crew’s departure from homeport.
• Upload all appraisals, relief letters, extension letters, or related requests promptly upon receipt.Attach all crew miscellaneous documents in the seafarer’s correspondence section.

Contract & Employment Records Management:

• Prepare transfer, extension, vessel name change, or promotion/increment contracts as required and upload them in the system (seafarer important remark tab).
• Prepare and send sea‑service letters and DCE letters for ex‑crew members after verifying cargo lists with the PO.

Administrative & Software Updates:

• Ensure all invoices related to crew operations are promptly uploaded in the software.
• Maintain accurate, timely updates of all documentation in the crewing system to support audit readiness.

General Support Duties:

• Provide additional support as assigned by management to ensure smooth crew operations.

Requirements
Qualifications & Required Knowledge:

• Experience: 1 - 4 years in communications, documentation, and people management roles, ideally within global or at least regional organizations.
• Technical Proficiency: Familiarity with communication platforms (e.g., Microsoft 365, SharePoint, Teams).

Core Competencies & Skills
Technical Skills:

• Knowledge of STCW, MLC 2006, and DP/flag‑state documentation requirements.
• Strong document verification skills and attention to detail.

Soft Skills:

• Excellent organisation and multitasking ability.
• Strong communication skills (written and verbal).
• Ability to meet strict deadlines, especially during crew change cycles.
• High integrity, with an eye for compliance and accuracy.