Recruitment procedure

Recruitment procedure

RECRUITMENT PROCEDURE

Chapter 1. Scope of the procedure

1. The main scope of the procedure is to regulate the recruitment process of the seamen by the Crewing Agency.

Chapter 2. Responsibility

1. CEO of the KGA is responsible for the approval of the procedure.

2. Employees in the audited cells are responsible for carrying out the recruitment process in accordance with the procedure

3. The Crew Agent is responsible to analyze the candidate profile

· Experience in rank

· Sea service (type of vessels, engines)

· Proper documents

· Experience with foreign crew

· Knowledge of English

Chapter 3. Description

1. The Shipowner informs via e-mail the need for new employment, thereby he starts the recruitment process. He introduces the requirements and gives all the information that will allow to find a suitable candidate for employment.

2. The selection process

2.1 This process aims to select the most suitable person who meets all the guidelines given by the owner.

a) Creating the profile of the candidate in accordance with the requirements of the Shipowner

b) Looking for the candidate among the previously employed seamen

c) If no suitable candidate has been found – looking for a candidate among seamen that informed agency about their readiness to join a vessel

d) If no suitable candidate has been found - looking for a candidate among seamen who lately sent the application to the crewing agency

e) If no suitable candidate has been found – publishing an add on the company's website, the company's Facebook account and polish sea portal.

2.2. Checking the candidate’s application

· Personal details

· Experience in rank (sea service)

· Proper documents

· Experience with foreign crew

· Knowledge of English

2.3 Candidate is required to deliver required documents in order to verify authentication of information included in application.

2.4 An interview is carried out, it’s result documented in the Interview & References Form.

2.5 The Crew Agent asks the seaman for a hard copy/scan of appraisals and at the same time he is checking references with previous employers (creating a note in the Interview & References Form)

2.6 After completing the recruitment process the Crew Agent needs to follow below actions:

a) Sending the application to the Shipowner together with his references (attachment no. 1)

b) If all points of the selection process has been followed the Crewing Agency is waiting for the reply from the Shipowner. The candidate can be approved or rejected. The Shipowner can request additional tests or information

c) Informing the seaman via phone about the Shipowner’s decision

3 Procedures before the embarkation

a) Checking the compliance of all certificates and documents held by a seaman In accordance with STCW 95 and MLC Convention.

b) Adding seaman’s details to owner’s database

c) Creating a paper folder containing copies of documents and all necessary information for embarking seaman such as:

- application containing personal data, all documents requested by the Shipowner,

- check list that allows to check the status of seaman's documents

- sea service

- bank account details

- all of the necessary documents allowing to work (passport, visas, seaman’s book, license, flag endorsements, a health certificate, alcohol-drug test - if required, the dental report - if necessary, vaccinations, Marlin's test, certificates and qualification courses)

- body dimensions

- contract between Shipowner and the seaman

- contract between Crewing Agency and the seaman

- other documents provided by the Shipowner like drug and alcohol declaration, etc.

- an acknowledgment of receipt of working clothes

-an acknowledgment of bank account details where the salary should be sent (attachment no 8)

d) Marlin’s Test, if required by the Shipowner

e) Applying for flag documents (if required)

f) Applying for visa (if required)

g) The final confirmation of readiness / validity of the seaman’s documents by printing checklist (attachment no 2)

h) Arranging the travel to join the vessel (if required by the Shipowner)

i) Ordering the working clothes, and official clothes if required by the Shipowner,

j) Creating ID Cards (if required by the Shipowner)

k) the authorization to process seaman’s and next of keen personal data

4 Procedures performed shortly before departure

a) Informing the seaman via phone and email on a specific date of departure, any changes and the details of the journey to the vessel

b) Providing the seaman with clothes and ID Card (if required by the Shipowner)

c) Providing the seaman with a letter from the agency informing that the seaman is travelling to join the vessel / contact details to the agent in the port / contact details to the Crew Agent available (24h / day), depending on the need , OK to Board or Guarantee Letter