Resources


	Safety, Quality & Environment Management Manual SQEMM 09-00 Resources	Doc No.: SQEM-09-00 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

9.1. PURPOSE ISM CODE - 6, ISO 7.1, ISO 14K-7.1

This regulation establishes the provision of adequate resources by the Top Management to effectively implement, maintain and control the SQEMS and also enable the management system representatives to carry out their functions.

9.2. SCOPE

This procedure shall include the provision of resources including suitably qualified and trained personnel, equipment, technology, financial resources, and work environment. It shall apply to all activities and services of the Company and onboard managed vessels to which the SQEMS is applicable.

9.3. RESPONSIBILITY

The Company’s management shall determine and provide the competent resources needed for the implementation and maintenance and to continually improve SQEMS effectiveness.

The Company shall consider:

(a) The capabilities of, and constraints on, existing internal resources;
(b) What needs to be obtained from external providers.

9.4. HUMAN RESOURCES

9.4.1. Outsourcing, Selection, Recruitment & Management of Shore Personnel (ISM Code 7.1.2)

(a) The Company shall ensure that the managed fleet is supported by qualified and competent shore-based staff that are committed to a high standard of performance.
(b) The Company shall also establish and maintain procedures for their selection and recruitment and ensure that enough people are employed to supervise ship operations.
(c) New staff shall undergo a formal induction process to ensure that appropriate training and familiarization necessary for their responsibilities and accountabilities have been provided.
(d) The staff appraisal system shall set criteria for promotions and procedures shall ensure that staff qualifications, experience, and training are consistently maintained.
(e) The Company shall promote staff continuity in order to retain personnel engaged in key roles.

9.4.2. Selection, Recruitment & Management of Ship Personnel (ISM Code 6.1 & 6.2)

(a) The Company recognizes that employment of well-trained, suitably qualified officers and ratings is vital to ensure that the fleet is operated in a safe and efficient manner.
(b) The company shall have enough seafarers on board to address concerns about safety, security, and seafarer fatigue considering the nature and conditions of the ship’s voyages.
(c) The company shall ensure to satisfy an appropriate number of seafarers on board the ship for safe and secure operation under all operating conditions (including an appropriate number of cook & galley crew responsible for food preparation and also those who are responsible for medical care) as in accordance with:
- - The minimum safe manning document or an equivalent issued by the Flag State(s), and
- - The standards of the MLC, 2006; including consideration of the hours of work and rest.
(d) It shall be ensured that Manning agents who provide crew are following procedures for selection and recruitment consistent with the standards established in SQEMS.
(e) An integral part of this policy is a rigorous crew selection and recruitment procedure which ensures that:
- (i) The manning requirements for all vessels in the fleet are clearly defined in accordance with statutory requirements of relevant flag states.
- (ii) Those requirements are met by the employment of suitably qualified and experienced personnel in accordance with qualification and experience requirements specified for each position.
- (iii) The previous employment records of individual crew members are taken into consideration as supplied by internal appraisal reports and/or references from former employers.
- (iv) All personnel employed are medically fit at the time of recruitment.
- (v) All officers and key personnel have a good command of English so that all personnel on board can converse in a common language to enable them to understand key commands and instructions.
- (vi) The Captain and the Chief Engineer shall, at the time of joining the vessel, be adequately briefed on the Company's Safety, Quality & Environmental Protection Policy.
(f) It is Company policy to conduct personal interviews with recruitment candidates prior to their first engagement; this shall be done at the manning offices by the Company’s Representative.
(g) Conditions of employment on board the vessels in the fleet are regulated by an appropriate Company employment contract, or an approved contract of relevant government provided by the manning source which shall be duly explained to all potential employees before signature.
(h) The minimum age of personnel employed onboard shall be as per flag state rules or applicable CBA but will not be less than 18 years in any case.

9.4.3. Health of Employees

(a) It is of utmost importance that the health of all Company employees is taken care of in the best possible way.
(b) All employees are called in for an annual health check-up. Furthermore, all new employees must submit a valid health declaration before joining the Company.
(c) For further details regarding health care for sea-going personnel, refer to the Crew Manual.
(d) It is Company policy to prevent any vessel in the fleet from being operated by persons under the influence of alcohol or drugs in accordance with the Company Drug and Alcohol Policy.

9.5. OFFICE ENVIRONMENT AND INFRASTRUCTURE

(a) The company shall determine, provide and maintain the environment necessary for the operation of its processes and to achieve conformity of services.
(b) The Top Management has a staff function that shall render service to all departments within the Company and the Management alike.
(c) The services, in addition to other functions, shall include purchasing of office equipment related to the day-to-day management of the office including data equipment and other office machines.
(d) In addition to this function, the Group plays an important role in presenting the Company’s “face” outwards. Courtesy and politeness towards customers, other visitors as well as towards telephone inquiries are important duties of the staff.

9.6. ‘IT’ RESOURCES AND MANAGEMENT

(a) It is Company Policy to ensure that investments in IT equipment take place in a controlled manner based on a sound Company policy which ensures that the in-house development of this segment is monitored in a safe and cost-efficient way.
(b) Reference is made to OMP outlining procedures to ensure that the Company Office as well as all fleet vessels are equipped with adequate IT equipment which enables all personnel to satisfactorily perform their work activities.
(c) Furthermore, the procedure shall ensure maintenance of efficient internal and external channels of communication, as well as control of access to and use of the Company's computer systems, i.e.:
- - Office - Vessel – Office (Technical group)
- - Intra Office (IT Officer)
- - Office - Client – Office (MD)
(d) In general, the IT Officer shall render services pertaining to coordination of hardware requirements for office and PC networking processes.
(e) The Technical group shall coordinate vessel communication and e-mail requirements.

9.7. EXTERNAL PROVIDERS

(a) The Company management programs will ensure that all products and services provided by External Providers are conducted in a manner that does not pose risk to environmental and safety of personnel and is consistent with industry safety norms. (SQEMM-15-00 External Providers)
(b) A copy of Company policies shall be made available to such parties for their information and consideration.

9.8. ORGANIZATIONAL KNOWLEDGE MANAGEMENT

(a) The Company shall determine the knowledge necessary for the operation of its processes and to achieve conformity of services. The company shall establish procedures on how this knowledge must be attained and maintained.
(b) It is recommended that all Office managerial staff should share and input their lessons learnt/ information/ knowledge gained through various experiences regularly at a shared location in the Company server. This data shall assist in operations/functioning and add value to the Company. This data shall be reviewed every 12 months.
(c) Top Management shall promote the safeguarding of the company’s Organizational Knowledge from loss and encouraging the organization to acquire knowledge by:
- Proper Staff Turnover
- Maintaining captured and shared information
- Learning from Experience
- Mentoring
- Benchmarking
- Training and Academics
(d) This knowledge can be attained and maintained in the following form:
- Internal
  - Lessons Learnt Circulars
  - Company Circulars
  - Alerts
  - Management Review
  - Results from improvements in processes
  - Knowledge and information shared from associate and affiliated companies
  - Handover notes
- External
  - Class Circulars
  - Flag Circulars
  - Personnel Training
  - Personnel Academics
  - Conferences
  - Feedback from Customers or External Providers
  - Information from Shipping Related Parties
(e) When addressing changing needs and trends, the organization shall consider its current knowledge and determine how to acquire or access any additional knowledge and required updates.

ISM Code- 3.3, 4, 6, 7.1.2

ISO 9k- 7.1, 7.2, 7.3, 8.4

ISO 14k- 7.1, 7.2, 7.3

ISM CODE - 6, ISO 7.1, ISO 14K- 7.1

(ISM Code 7.1.2)

(ISM Code 6.1 & 6.2)