The posting
The HR Services Manager is responsible for running the operations of the HR office, responsible for Team Welfare, and assisting the HRM as needed with day to day tasks.
Key Responsibilities
General Responsibilities
- Always maintains visibility with team members and has an approachable demeanor.
- Effectively implements any new HR Policies, company initiatives or other applicable internal or external HR related requirement.
- Supervises, directs, and trains as necessary HR coordinator.
- Supports all administration related tasks required for team members.
- Interprets and advises Team members regarding Shipboard policies/procedures and benefits, in conjunction with HRM.
- Oversees the orderly and accurate filing of team member documentation.
- Maintain Crew notice boards as related to information in HR office.
- Maintains oversight of contract extensions, rotations, and addendums, to ensure they are provided and signed as required.
- Audits contract extensions, rotations, and addendums as necessary.
- Assists in any port or various authority inspections, conducts all onboard HR audits as required/applicable.
- Works closely with GEPD leads and planning team to ensure accurate implementation and management of onboard complement. Takes the lead in oversight of implementation of complement and works closely with HRM, HODs and Captain to ensure the ship’s needs are met while maintaining seamless communication and transparency.
- Reports any variances or shortages/concerns with manning lists immediately onboard to shipboard Leadership and to respective Shoreside Ops team and Shoreside HR.
- Prepare crew list, on/off, Preliminary and Final Table of Personnel (T.O.P.)/Complement Variance and any other associated reports, saves on voyage and ensures timely communication with HRM and Corporate Office regarding possible data discrepancies.
- Provides TOP and on/off to Inventory Accountant on last sea day of voyage in preparation for embarkation day
- Maintain computerized crew data in Fidelio systems including demographics, personal effects, documents, and function changes.
- Manage crew berthing, including cabin assignments for newly embarked crew. Manages cabin disputes and change requests.
- Responsible for Ving Card system, Team members ID cards/name badges and respective tasks.
- Produces required reports.
- Responsible for appraisal process and rating card management in coordination with HRM.
- Assist in DRP and Performance management process as per instructions of HRM.
- Attends meetings as required.
Embarkation and disembarkation
- Responsible for joiners and leavers and all tasks related to these processes.
- Responsible for monitoring flights, and liaising with Travel team directly, in advance where possible, regarding any issues
- Responsible for timely management of crew check in via MAPS and Fidelio and resolving any exceptions/issues
- Implements the embarkation process, supports preparation and assists with the checking of regular onboarding documentation including any medical requirements / pre- boarding documentation checks in liaison with medical team and assist with meet and greet.
- Maintains oversight of Employee Orientation Program (EOP) cards process and completion.
- Assists and coordinates disembarkation tasks in coordination with HR coordinator to assure that all related tasks are executed.
Employee Relations
- Advises HRD/M appropriately of any Employee Relations matters.
- Oversees and prepares paperwork for unexpected leavers as appropriate.
- Assists on ER matters as instructed by HRM.
Team Wellbeing and Welfare
- Attend the CRC meeting, shipboard team welfare meetings and working collaboratively with the team in regard to all crew welfare issues.
- Oversee HR Coordinator duties and oversee the set up and implementation of the events.
- Oversees the planning and execution of crew events and solicits feedback from all departments on a regular basis.
- Oversees and forecasts budgets for the crew welfare fund spend.
- Maintain the CRC budget.
- Ensures that Crew TV and/or Crew Information Boards are kept up to date with relevant information by HR Coordinator.
- Ensures that relevant shoreside information has been communicated to onboard team.
- Ensures Crew Assistance Program (CAP) services awareness and implementation.
- Communicates availability of religious services and Sailors Society for crew wellbeing.
- Reports any observations or concerns to HRM as related to team wellbeing and welfare.
- Responsible for coordination of flight deviation and cruise privilege program
Culture and Core Values
- Always demonstrates commitment to the Company’s values, beliefs, goals and initiatives.
- Consistently upholds our Core Values and the Culture Essentials.
- Promotes a culture of safety, compliance, transparency, care and trust through the lens of diversity, equity and inclusion. Serves as a role model.
- Acts as a Company representative and always portrays a positive image of Holland America Line to all guests and fellow teammates onboard and ashore.
- Always maintains professional, effective, and motivated working relationships across all functions. Deals with feedback positively and strives for continuous improvement.
- Fosters teammate’s wellbeing, actively engages and supports onboard activities that
- strive to enhance it.
- Promotes a harassment-free environment at all times.
- Maintains the confidentiality of sensitive information at all times.
Safety and Compliance
- Complies with fleet regulations and other applicable internal, external and governmental regulations at all times.
- Always works in compliance with Maritime Labor Convention (MLC) 2006 guidelines.
- Always works in accordance with occupational safe working practices.
- Follows Global HESS regulations and guidance to ensure creation of safe and secure working environment.
- Performs General Emergency Organization duties as directed in the Emergency Response Plan.
Skills, Knowledge & Expertise
- Minimum 2 years’ experience in HR positions showing progressive growth in responsibility or equivalent combination of education or experience
- Prior shipboard experience preferable
- Marlins score of 80 and above.
- Strong analytical and management skills.
- Commitment to follow established policies and procedures.
- Able to work independent in order to perform objective audit and reporting tasks.
- Able to work well and communicate effectively with shipboard personnel.
- Ability to multi-task and handle constantly changing priorities.
- Leadership, training and organizational skills demonstrated through past experience.
- Ability to keep information confidential at all times.
- Strong communication skills including written and verbal English communication.
- Working knowledge of computers and the ability to navigate within a variety of software programs such as Excel, Word and PowerPoint. Working knowledge of database programs and the ability to work with these types of programs proficiently.
Physical & Travel Requirements
- Must be 18 years of age or older
- Must be able to perform normal and assigned emergency duties.
- Must be able to work varied shifts which can average up to 12 hours per day, everyday while on board.
- Must be able to climb vertical ladders, and stairways; step over high sills; and manipulate door closing systems.
- Must be able to work with arms raised; stand and walk for an extended period; and enter confined spaces.
- Must be able to don a lifejacket or immersion suit; crawl; feel for differences in temperatures; handle fire-fighting equipment; and wear breathing apparatus (where required as part of duties).
- Must be able to maintain qualification of the Seafarer Medical Examination
- Able to pass basic safety course.
- Able to work 7 days per week.
- This is a minimal description of duties. Other work requirements may be necessary and assigned as business or maritime law dictates.
