Personnel Logitics co-ordinator

The main purpose of the role is to build strong working relationships with key internal & external parties to ensure all logistics / travel movements are completed in a safe, cost effective, timely and professional manner.

Also, but not limited to, time verification, Internal Training, and general office support under the direction of the Personnel Logistics Manager.

Main responsibilities

• Ensure all job tracker (resource) requests are fulfilled and actioned, and make sure that any associated training, travel and accommodation are arranged.



• Ensure all mandatory, discipline specific and client required training is kept in date for all technical resource pool including ISOS E-learning.



• Advise operator companies by e-mail of weekly crew change arrangement then contact the operating companies daily, to confirm flight check-in times.



• Weekly crew changes for resident personnel and prepare weekly register from computerised personnel tracking system and prepare joining instructions to send out to resident offshore workforce advising crew change details.



• Book and manage all types of Business Travel Reservations as set out within corporate policies.


• Plan all activities associated with Visa / Vaccinations / Passports + renewals and Seaman Discharge Book.


• Provide country guide information to travellers including any site/client inductions.


• Ensure Risk Assessments are completed and approved prior to any high & extreme risk countries.


• Arrange meet & greet assistance with overseas offices/clients.


• Responsible for ensuring company induction courses are arranged when and where applicable.



• Participate in Emergency Response Team for exercises and in real situations.



• Co-ordinate crew files and 3rd party profiles as required (new starts / leavers).


• Manage core crew utilisation and rotas within the company's Computerised Personnel Tracking System and arrange all elements of travel in accordance with their required movements.


• Handle and manage travellers' personal data & documentation as per GDPR within profiles.


• Maintain essential documents for core crew expats in line with specific regions / clients.


• Manage significant travel budget and reconciliation of rechargeable travel costs, ensuring purchase orders are issued & receipted.


• Submit weekly report as per Personnel Logistics Manager.


• Assist with any health & security assistance as per the corporate annual subscription.


• Provide administration support & any other tasks as directed by Personnel Logistics Manager.


• Build good relations throughout the organisation in particular Internal Training, Finance, HR, Recruitment, and in-country teams.

ROTA & ON-CALL RESPONSIBILITIES:

• Participate in department on-call cover as per rota. It is expected that the Personnel Logistics Coordinator shall participate & be flexible in the rota pattern / duties as outlined below.


• On-call duties are expected to be carried out to provide the same service to all regions as provided during office hours. On-call hours operates from 17:00 - 08:00 weekdays and 24/7 weekends with the rota being Monday - Monday.

HSEQ Responsibilities
• It is mandatory that the incumbent is familiar with, and follows the Company's Health, Safety, Environment and Quality Management System and takes an active part in the compliance and improvement of the Management Systems.


• The incumbent must report any accidents, incidents, near misses, actual or potential problems with products, services or systems according to the Management System processes/procedures.


• The incumbent also has legal responsibilities under country-specific health, safety and/or environmental legislation to follow these.


• The incumbent is also responsible for the health and safety arrangements of subordinates (if any) and for any persons visiting them while on the Company premises.
  
  Qualifications & Experience Visa & Immigration experience is essential for this position.


• On-line booking technology experience & knowledge of GDS (Global Distribution System) would be an advantage.


• Highly organised


• Excellent communications skills - verbal and written and the ability to liaise with suppliers / clients.


• Interpersonal skills - ability to work with colleagues, team player.


• Intermediate/Advanced Computing Skills - Microsoft Office (Outlook, Word, Excel)


• Ability to multitask and prioritise daily workload and can adapt to fast-paced changes.


• Experience in Crewing/Personnel Logistics or HR desirable but not essential as training will be given.


• Can handle emergency and sensitive situations professionally.
  
  About Sparrows Sparrows Group is a global market-leading mechanical engineering contractor, focused on delivering outstanding lifting and handling engineering, product, operations and maintenance solutions to the offshore oil and gas industry. Headquartered in Aberdeen, Sparrows employs over 2200 people through its 21 operating bases spanning 5 continents.