Marine Program Specialist (Shipboard)

Department: Technical

Employment Type: Fixed Term Contract

Reporting To: Marine Stores Manager

Description

As a Marine Program Specialist, you will play a vital role in ensuring the smooth operation of various administrative tasks related to the ship's marine operations. As an extension of the program management office your responsibilities will include providing administrative support to the marine department, maintaining accurate records, coordinating communication between shipboard departments, and assisting with compliance and safety procedures.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the Lady or Gentleman for this job. Functions, duties, responsibilities, and activities may change at any time with or without notice. All duties and responsibilities are to be performed in accordance with the Company's Safety, Quality and Environmental standards.

Essential Duties

1. Administrative Support:
   - Assist the marine department with day-to-day administrative tasks such as data entry, filing, and document organization.
   - Prepare and distribute memos, notices, and other communications within the marine department and across shipboard departments.
2. Record Keeping:
   - Maintain accurate records of marine department activities, including crew certifications, vessel documentation, and regulatory compliance documents and records on program performance.
   - Update and manage electronic databases and filing systems to ensure easy access to critical information.
3. Communication Coordination:
   - Serve as a liaison between the marine department and other shipboard departments, facilitating effective communication and information flow.
   - Liaise between corporate program management office (PMO) and shipboard marine leadership.
   - Coordinate meetings, schedules, and briefings for marine personnel and ensure timely dissemination of information, including reports on KPIs and performance metrics which provide insights into operational efficiency.
4. Compliance and Safety Assistance:
   - Assist in maintaining compliance with maritime regulations, safety protocols, and company policies.
   - Support the marine team in conducting safety drills, inspections, and audits as required by regulatory authorities and company standards.
5. Inventory Management:
   - Assist in inventory management of marine department supplies and equipment, including ordering, receiving, and tracking inventory levels as required.

Qualifications

1. Valid Standards of Training, Certification and Watchkeeping for Seafarers (STCW) and flag certification for the duration of the contract and appropriate to position
2. Excellent command of the English Language.
3. Exemplary attention to detail and good organizational skills.
4. High school diploma or equivalent; additional education or certification in administration or maritime studies is a plus.
5. Proven experience in administrative roles, preferably within a maritime or cruise ship environment.
6. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with database management systems.
7. Strong organizational skills with keen attention to detail and accuracy.
8. Excellent communication and interpersonal abilities, with the capacity to work effectively in a multicultural environment.
9. Ability to multitask and prioritize tasks efficiently in a fast-paced, dynamic setting.
10. Knowledge of maritime regulations and safety practices is desirable but not mandatory.
11. Proficiency in SmartSheets highly valued. 
    

• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to touch, handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The Lady or Gentleman must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• All Yacht Ladies and Gentlemen must be physically able to participate in emergency lifesaving procedures and drills. Full use and range of arms and legs as well as full visual, verbal and hearing abilities are required to receive and give instructions in the event of an emergency including the lowering of lifeboats. Ability to lift and/or move up to 50 pounds.
• All Yacht Ladies and Gentlemen must be able to communicate in the English language in order to understand and interpret written procedures. This includes the ability to give and receive instructions in written and verbal forms and to effectively present information and respond to questions from guests, supervisors and co-workers