Document Controller at WTS Energy

Position Summary

• We are looking for a Document Controller with a strong focus on crew certification, maritime compliance, and regulatory documentation. This role is essential in ensuring that all crew members are fully certified, compliant, and ready for mobilization, with no lapses in mandatory certifications. The ideal candidate is experienced, detail-oriented, and capable of managing multiple priorities in a fast-paced, international environment.

Key Responsibilities

Crew Certification Management (Core Responsibility)

Maintain and manage crew certification records for all offshore and vessel personnel

• Ensure full compliance with International Convention on Standards of Training, Certification and Watchkeeping for Seafarers requirements
• Track validity and expiry dates of all crew certifications, including:
• STCW basic and advanced training certificates
• Medical fitness certificates (ENG1 or equivalent)
• Competency certificates (CoC)
• Seafarer books and passports
• Offshore-specific certifications (e.g., BOSIET, HUET)
• Proactively plan and coordinate certificate renewals and revalidations
• Liaise with training providers and authorities to arrange required courses and assessments

Document Control & Systems

• Ensure compliance with maritime regulations under the International Maritime Organization
• Support compliance with flag state and port state control requirements
• Maintain a centralized database of all crew documents and certifications
• Ensure proper version control, secure storage, and accessibility of documents
• Generate reports on certification status and upcoming expiries
• Implement and improve tracking systems to ensure zero certification gaps

Audit & Inspection Readiness

• Prepare crew documentation for internal and external audits
• Ensure all crew files are complete, accurate, and audit-ready
• Support inspections by flag authorities and classification bodies

Stakeholder Coordination

Liaise with:

• Crew coordinators and HR teams
• Vessel management and offshore operations teams
• Training centers and certification bodies
• Support crew payroll coordination and timesheet verification.
• Liaise with logistics and operations teams to ensure smooth crew transitions.

Administrative Support

• Manage, organize, and maintain company records, contracts, project files, and compliance documents in accordance with WTS Energy standards.
• Implement and maintain document control systems to ensure traceability, version control, and data security.
• Coordinate document approvals and distribution between departments and international headquarters.
• Ensure compliance with Nigerian labor regulations, client audit requirements, and internal operational procedures.
• Prepare and provide documentation during client or internal audits.
• Maintain up-to-date files for vendors, clients, and consultants, ensuring all contractual and compliance documents are valid.

Key Requirements

Experience

• 3–5 years of experience in:
• Marine / offshore document control
• Crew administration or crewing operations
• Proven experience managing crew certification and compliance processes

Knowledge (Essential)

• Strong understanding of:
• International Convention on Standards of Training, Certification and Watchkeeping for Seafarers requirements
• Crew certification lifecycle and revalidation processes
• Offshore certification requirements (BOSIET, HUET, medicals)
• Familiarity with maritime compliance frameworks and audit requirements
• Proficient in MS Office Suite and document management systems (e.g., SharePoint, SAP, or similar).
• Strong knowledge of Nigerian labor law, visa/work permit procedures, and crew management practices.
• Experience working with international clients or in a multinational environment.
• Excellent organizational and time-management skills with high attention to detail.
• Strong communication and interpersonal skills

Skills

• Highly detail-oriented with strong tracking and follow-up capabilities
• Ability to manage multiple crew records simultaneously
• Strong organizational and planning skills
• Proactive approach to preventing certification lapses
• Comfortable working with document management systems and Excel trackers