Safety, Quality & Environment Management Manual SQEMM 02-00 Roles, Responsibility & Authority	Doc No.: SQEM-02-00 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

2.1.1. PURPOSE

This directive establishes the roles, responsibilities, accountability, and authorities of all shore staff of the company, and all crewmembers of managed vessels for the smooth implementation and operation of the SQEMS.

2.1.2. Scope

This procedure shall apply to all persons in company offices and on board vessels to which the SQEMS is applicable. It is required that the persons concerned should perform the work regarding the system based on their roles, responsibilities and authorities while keeping in mind the accountability attached to their respective functions.

2.1.3. Company Organization

(a) The Company is structured as per Organisation (APM 3.1) Chart to make efficient use of qualified personnel for all activities. It consists of Shore and Shipboard departments as described below.

(b) The primary responsibility for safety, quality, environmental protection, and reliability shall always be delegated to those departments/vessels and individual personnel performing the actual work.

(c) To monitor and fulfill the SQEMS requirements and to ensure continual improvement in the Company’s Safety, Quality, and Environmental performance, the MD has appointed a Management representative as Designated Person Ashore, henceforth termed as the DP/MR.

(d) The Company's shore office organisation is divided into four main departments as below:

• Top Management
• Senior Management: consisting of Group General Managers
• Operating Groups: consisting of Business & Administration, Technical & Marine group managers, System Group and Superintendents
• Support Group: Consisting of Internal Auditing Team & Onboard Trainers

2.1.4. Functional Committees in the Company Office

The following committees shall be formed in Company office to effectively monitor and implement the SQEMS and deal with any situation of Emergency Response:

(a) Top Management

(i) Top management shall evaluate and review the SQEMS and coordinate and correlate the approval process of any revisions to it. They hold Management Review meetings.

(ii) The Top management consists of the Managing Director and Divisional General Manager (Marine and Technical), where existing.

(b) Senior Management Committee (SMC)

(i) This Committee is set up to evaluate and coordinate the SQEMS and correlate the approval process of any revisions to it. The committee also holds meetings to analyze, investigate and discuss issues such as audit findings, deficiencies such as non-conformity, near misses, and accidents. Lessons learned are then provided to fleet vessels and manning agencies.

(ii) This committee shall gather in operational meetings bi-weekly, in emergency, and on occasions when requested by the COO.

(iii) The committee consists of the President or COO/MD as the Chairman, Directors, Executive Managing Officer, Divisional General Manager, (Marine and Technical), DPAs/MRs, Group GMs, and other personnel appointed by the COO/MD or the President.

(c) The Casualty and Accident Response Team (CART)

In case of any serious emergency and/or major accident, this committee shall be activated to provide appropriate response and control the situation. The DPA/MR(s), as the acting responsible person of this team, shall request the Top Management to convene “The Casualty and Accident Response Team” and, if the Top Management sees it fit, orders to convene the Team.

The function and composition of this team shall be as described in ECP.

2.1.5. Top Management Responsibility

(a) The Top Management consists of the MD, COO, and Divisional General Manager (Marine and Technical). The company top management shall demonstrate leadership, commitment, and customer focus with respect to the quality management system by:

(i) Leadership and Commitment

• Taking accountability for the effectiveness of the SQEMS;
• Ensuring company policies and objectives are established and are compatible with the strategic direction and context of the organization;
• Ensuring the integration of the SQEMS requirements into the organization’s business process;
• Promoting the use of process approach and risk-based thinking;
• Communicating the importance of effective SQEMS and of conforming to the SQEMS requirements;
• Ensuring the availability of resources essential to establish, implement, maintain and improve the SQEMS;
• Resources include human resources and specialized skills, organizational infrastructure, technology, and financial resources;
• Resources also include personnel suitably trained to perform verification activities including SQEMS audits;
• Ensuring SQEMS Management Programme achieves its intended results;
• Engaging, directing and supporting persons to contribute to the effectiveness of the SQEMS;
• Promoting improvement of the company;
• Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.

(ii) Customer Focus

• Customer and applicable statutory and regulatory requirements are determined, understood and consistently met;
• The risk and opportunities that can affect conformity of products and services and the ability to enhance customer satisfaction are determined and addressed;
• The focus on enhancing customer satisfaction is maintained.

(b) The management shall provide resources needed to enhance customer satisfaction by meeting customer requirements.

2.1.6. The Designated Person Ashore / Management Representative (DPA / MR) ISM Code 4.0

DPA has been appointed as per ISM Declaration of DPA. DPA shall also act as MR.

(a) The Company has given the DPA/MR a clearly defined responsibility and authority for ensuring that the SQEMS is implemented and maintained ashore and on board, and for monitoring the safety, quality and pollution prevention aspects of the operation of each ship. Likewise, the DPA has been given the authority to ensure that adequate resources and shore-based support are given when required.

(b) The DP shall be responsible for ensuring SQEMS conforms to standards, relevant rules, and regulations.

(c) The DP is responsible for reporting SQEMS performance to Top Management.

(d) The DPA shall ensure the safe operation of each vessel and provide a link between the Company and those on board.

For detailed Responsibilities and Authorities - APM 2.15

2.1.7. Departmental Responsibilities

(a) It is the Company's intention that the responsibility and authority on every level in the Company shall be clearly defined and that everybody is familiar with the organisational lines of communication. All Company staff whether ashore or onboard are responsible for effective implementation of this SQEMS. They shall demonstrate clear understanding of the concept of safe operations in their daily activities.

(b) The Senior Management shall strive to improve performance in the areas of safety and environmental performances at all levels and promote concepts of excellence in operations through leadership and sound management practices.

(c)The managers and superintendents are responsible for ensuring that safe and correct working conditions exist on board and they shall systematically monitor the effectiveness of verification and inspection activities within their respective group.

2.1.8. Departmental Authorities

(a) The President, COO/MD, and Divisional GMs (where existing) are a part of the Top management and shall ensure that the responsibility and authority at all times and on every level in the organisation are clearly defined and that everybody is familiar with the lines of communication in their department and encourage information sharing.

(b) The TD reports to MD and Senior Management reports to TD, whereas the Operating groups are directly under the authority of their respective DPAs/MRs and GMs.

2.1.9. Shipboard Organization

The Captain has the overall responsibility for day-to-day operation of the vessel and is supported by the Chief Engineer in charge of Engine department and the Chief Officer in charge of Deck department.

2.1.10. Master’s Authority & Responsibility ISM Code 5.0

(a) The Master is the Owner's direct representative and ultimate authority on board. His decision and actions are binding for the Company. He should, therefore, always carry out his responsibilities using his best judgement.

(b) The Company’s shore management is always ready to advise and assist the Master in the performance of his duties.

(c) The Master is responsible for the seaworthiness and the safe, efficient, and economical operation of the vessel, and for the safety of all personnel, cargo, and equipment on board.

(d) The Master shall ensure that the vessel is operated in accordance with the requirements of pertinent laws and regulations, Owner's instructions and with due observance of the practices of good seamanship.

(e) The Master is responsible for shipboard management and has full responsibility for implementing safe operation and environmental protection in addition to overall maintenance of vessel.

(f) The Master is responsible for:

• Implementing the safety, health and environmental protection policy of Company on board the vessel
• Motivating the crew in the observation of that policy
• Issuing appropriate orders and instructions in a clear and simple manner
• Verifying that specified requirements are observed
• Reviewing SQEMS and reporting any deficiencies to the designated person
• Implementing quality objectives and ship owner’s requirements, which are informed by the company and communicating them to all crewmembers

(g) In addition to the above the Captain;

• Is responsible for the safety of the ship and the safety, health, and welfare of all persons on the vessel
• Is responsible for ensuring that all statutory regulations, codes of practice, local rules and company rules are followed
• Should have as his primary considerations, safety of life, and safety of the ship and protection of the environment. Other considerations such as vessel scheduling, convenience of vessel operator or agent, should not be allowed to take precedence

(h) Furthermore, the Master has the authority for requesting company assistance as and when necessary.

(i) The Company further recognises that the Master is responsible for:

• Reporting any deficiencies that occur or are reported on board and any deficiencies about statutory, classification, or other legal requirements

(j) The Master is not to divulge any information regarding company, its policy, management or personnel to representatives of the press. Any necessary communication to the press will be arranged by the Company's appointed press contact. When in doubt, the Master is required to contact office.

(k) The Master has overall responsibility and authority for shipboard operation, implementation, and monitoring of the Environment Management. Additionally, his responsibilities are:

• To ensure that all crew members sign the Declaration of Compliance prior to sign off
• To inform all crewmembers of environmental targets and objectives which are informed by the Company so that all crewmembers can be aware of the relevance and importance of their activities

For detailed Responsibilities and Authorities - APM 2.14

(l) Master’s Overriding Authority

• (i) Irrespective of this regulation, the Master has the overriding authority and the responsibility to make decisions with respect to safety and pollution prevention and is authorized to order and command at sea the actions which he judges as best and necessary to secure the safety of the ship or crew or environmental protection, even though they might be against the company SQEMM or the company rules. In the event of exercising the overriding authority, the Master shall, as soon as practicable, report to the company the reason and details of such overriding authority.
• (ii) Master has the authority to conclude contracts for salvage operations on behalf of the owner of the vessel. As soon as practicable, Master should contact Owners/Underwriters. If no contact is achieved, Master should not hesitate to sign Lloyds' Open Form or another contract.

2.1.11. Functional Committees on Board Ships

Different Shipboard committees are formed onboard fleet vessels to effectively implement the SQEMS and Emergency organization to deal with any situation of emergency response.

Operation of the system due to change of organization

Whenever organizational changes occur to the system or are planned and implemented in accordance with the change of organization, the company shall continuously maintain the system and the functions undergoing change are also re-assigned with clear and explicit guidelines of accountability.

2.1.12. Personal Accountabilities

Accountability ensures that there is a relationship between an employee’s performance of her/his environmental responsibilities and her/his overall performance evaluation. Company’s accountability system will inform personnel, principally through performance evaluations, of the importance it places on safety, quality, and environmental excellence and regulatory compliance.

2.1.13. Delegation

Responsibilities as defined in the SQEMS Manual may be delegated provided the nominated person is suitably qualified to assume the responsibility and that the delegation is in writing.