Specialist - Nightshift

Overall Purpose of The Job

To provide consistent and efficient support to Ship Management teams or fleet cells by preparing and submitting Pre-Fixture questionnaires, ensuring all vessel data and supporting documentation are complete, accurate, and delivered in a timely manner to facilitate the commercial clearance of managed vessels.

Key Responsibilities and Tasks

• Prepare Pre-Fixture documents such as Q88s, vessel descriptions, and questionnaires.
• Ensure the Harmonised Vessel Particulars Questionnaire (HVPQ) is updated within the required timeframe for BU vessels, maintaining accuracy and compliance with chartering and commercial requirements.
• Ensure the Crew Matrix is up to date and compliant with the requirements of relevant oil majors, in order to meet vetting standards and facilitate smooth commercial approvals.
• Maintain regular update of vessel Q88 to ensure smooth cargo operations and terminal clearances in compliance with industry requirements.
• Gather accurate vessel information (Class status, Crew Matrix, certificates, diagrams) via Class portals, Ship sure, or directly from the vessel, and provide timely submissions to oil majors for vetting and clearance purposes.
• Gather accurate vessel information (Class status, Crew Matrix, certificates, diagrams) via Class portals, Ship sure, or directly from the vessel, and upload / maintain same in Q88 as per owners or Charterers requirement.  
• Review, update, and maintain all relevant Oil Major questionnaires, including those from TAM, SIS3, Repsol, Ampol, Cepsa, and Galp, ensuring alignment with the latest terminal requirements and chartering standards and facilitate timely submission and approval of questionnaires to support smooth chartering processes and terminal access.
• Accountable for the timely sharing of vessel documentationincluding Q88, Crew Matrix, HVPQ reports and Class Status Report with Owners or Charterers as required.
• Ensure Vessel Particular Questionnaire (VPQ) and Officers Matrix is updated in CDI portal within the required time frame as required by the BUs or Owners or Charterers requirement. 

Essential

• Qualifications and experience sailing as Junior deck officer onboard for more than 2 years (or) 
• Relevant shore-based experience dealing with Oil Major with adequate knowledge in updating HVPQ / Officers Matrix in OCIMF and updating / uploading of certificate & officers matrix in Q88 including knowledge on various Oil Major Questionnaire with not less than 2 years of experience. 
• Good understanding on OCIMF, Q88 and various Oil Major Portals. 
• Strong, clear communication and administrative skills. 

Desirable

• Experience working knowledge of Microsoft applications 
• Computer literate 
• Methodical approach to work, organizational planning skills. 
• Significant experience in engaging and collaborating with multinational / multicultural teams.