Officer as Manager

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Glasgow College of Nautical Studies

HND Nautical Science Marine Law and Management

1a. THE OFFICERS MANAGERIAL ROLE AND KEY REPONSIBILITIES

On-board management and responsibility

The on-board management of ships, their crews and their operations has for centuries been carried out by

masters, officers and petty officers indeed, all those on board with any level of responsibility. Without the

benefit of any formal management training, the vast majority of ships officers have somehow gained and used

the necessary skills to safely and efficiently operate the largest and most sophisticated ships afloat, some of

them having a crew of more than 1000. Without doubt, therefore, every experienced officer already possesses

management skills and may justifiably call himself or herself a manager. Today, however, training in management

skills is seen as essential for senior officers to maximize the efficiency of (and profits generated by) their

organizations.

Management skills fall under various headings. In relation to the management of a ships crew, the skills

required are personal management skills.

Personal management skills are those that we can take with us from job to job or from role to role. They are

common to all management jobs at any level. They include delegation, owningthe task, negotiationand time

management.

Delegation means authorising subordinates to make certain decisions. A lone yachtsman or yachtswoman cannot

delegate, but a shipmaster mustdelegate if he or she is to manage a ship efficiently and safely.

Owning the task means taking responsibility for a job and not passing the buck. When the master delegates

his responsibility for safe navigation to the watchkeeping officers, he still owns the task and is ultimately

responsible at law. The chief engineer owns the task of finding a solution to his high cylinder temperature

problem, even if he gets the second engineer and his staff to sort it out.

All managers need to be able to negotiate, not only with external parties (such as charterers, agents and

harbour authorities) but also within the organization (or ship), to argue for resources, information, and for

their teams (crews) well-being.

Time management is essential if we are to get things done when required, and to avoid workplace stress.

Levels of responsibility of ship personnel

The STCW Code sets out three levels of responsibility for ships personnel, as follows:

Management level means the level of responsibility associated with: serving as master, chief mate, chief engineer

officer or second engineer officer on board a seagoing ship, and ensuring that all functions within the designated

area of responsibility are properly performed (STCW Code, Section A-I/1.1.2).

Operational level means the level of responsibility associated with: serving as officer in charge of a navigational

watch or engineering watch or as designated duty engineer for periodically unmanned machinery spaces or as radioofficer on board a seagoing ship, and maintaining direct control over the performance of all functions within the

designated area of responsibility in accordance with proper procedures and under the direction of an individual

serving in the management level for that area of responsibility (STCW Code, Section A-I/1.1.3).

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Support level means the level of responsibility associated with performing assigned tasks, duties and

responsibilities on board a seagoing ship under the direction of an individual serving in the operational or

management level (STCW Code, Section A-I/1.1.4).

As a cadet or junior officer, until you attain chief mate rank you are at operational level.

Key responsibilities of ships officers

Section 1.4 of the ISM Code provides that every Company should develop, implement and maintain a Safety

Management System (SMS). An SMS contains six functional requirements (see separate ISM Code notes), the

third of which is defined levels of authority and lines of communication between, and amongst, shore and

shipboard personnel.

A ships Safety Management System manuals should therefore contain lists, flowcharts or diagrams showing:

the structure of the ships crew;

each crew members job specification; and

the links between the ship and shore office, in particular between the Designated Person Ashore(see

ISM Code, Section 4).

The following is an extract from a typical Fleet Instruction Manual showing officers responsibilities.

Master

1. Has complete authority and responsibility for taking all necessary actions for safety, pollution prevention and the

efficient operation of his ship. In certain situations this may mean deviation from documented procedures (See IMO

resolution A443(XI)).

2. In all matters which affect or may affect safety or the environment, the Master shall report directly to the

Designated Person Ashore.

3. Implementing the safety and environmental policy of the Company, motivating the crew in the execution of that policy,

issuing orders in a clear and concise manner and reviewing safety and pollution prevention activities.

4. Reporting defects to the Company and other matters with implications for safe operations or pollution risk and which

require the assistance of the Company.

5. Appraising and co-ordinating on-board training requirements with the Company.

6. Assigning roles to senior officers with respect to the S.M.S.

7. Ensuring the S.M.S. is kept in date by liaising with D.P.A. to arrange audits.

8. Review of on-board contingency plans and ship procedures and reporting any deficiencies to the D.P.A.

9. Reporting non-conformities, accidents involving personnel or plant and hazardous situations to the Company.

10. Ensuring that all documentation that is designated as "controlled" is up to date and issued as per Company procedures.

11. Requesting assistance from the Company as may be deemed necessary to ensure safe and pollution free operation of

the ship.

12. Ensuring all records relevant to the S.M.S., and as defined in procedures, are available.

13. Ensuring shipboard drills, to respond to potential emergency situations, are carried out in accordance with the set

schedule.

14. Ensuring that an efficient and rapid response is effected when the ship under his command is involved in an incident.

15. Ensuring the routine maintenance of his ship within the instructions agreed and received from the Marine

Superintendent and the Fleet Engineering Manager.

16. Communicating and reporting the status of his ship as prescribed in working instructions and manuals.

17. Advising the Company of repairs carried out and repairs necessary to ensure the maintenance of the ship to Class,

International regulations and company requirements.

18. Ship finanace and budgetary control.

19. Effective management of human resources.

20. Discharging the Owners obligation with respect to the charterparty.

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Chief Officer

1. Head of deck department and Masters deputy.

2. Cargo operations and related safety.

3. Liaising with shore authorities and ensuring awareness of S.M.S.4. Execution of the planned maintenance programme related to hull and deck equipment and for the reporting to the

relevant Superintendent on routine and exceptional maintenance matters.

5. Ensuring deck crew follow safe working practices as defined in Company procedures.

6. Identifying potential ship hazards associated with deck operations and advising the Master accordingly.

7. Instructing cadets/junior officers/ratings on relevant procedures.

8. Stability and related calculations for cargo and ballasting.

9. Notifying the Master immediately of any defects which may affect ship safety or put at risk the marine environment.

10. Assigning deck officers or ratings specific roles with respect to the deck department responsibilities as defined in the

safety management system.

11. Investigating non-conformances and applying corrective action as agreed with the Master.

Second Officer

1. Assisting the Chief Officer to ensure the safe and efficient operation of the ship.

2. Is the Navigating Officer and is responsible to the Master for Passage Planning and the maintenance of charts and

nautical publications.

Third Officer

1. Assisting the Chief Officer to ensure the safe and efficient operation of the ship.

2. Responsible to the Master for the upkeep and maintenance of life saving apparatus.

Safety Officer

1. The Second Officer is the ships designated Safety Officer and is responsible for: Programming all safety exercises as defined by statutory instruments and ship procedures.

Recording all safety and anti-pollution exercises in accordance with statutory regulations and Company procedures.

Identify any communication or language problems among crew members and advise the Master accordingly.

Identify any deficiencies in crew members training and advise the master accordingly.

Running ship induction/familiarisation course for new sea staff.

Investigating audit-identified non-conformances and applying corrective action as agreed with the Head of

Dept./Superintendents.

Ensuring sufficient resources are available to maintain safety and anti-pollution equipment in a complete state of

readiness.

Chief Engineer1. Ensuring all new technical department officers and ratings are familiar with relevant procedures.

2. Efficient operation and maintenance of all plant and equipment associated with safety and anti-pollution as defined by

statutory legislation and Company procedures.

3. Maintenance records of all routine and un-scheduled maintenance in accordance with requirements and Company

procedures.

4. Ensuring statutory and class surveys are carried out on all plant and equipment covered by such survey requirements.

5. Maintaining stand-by plant and systems in a completed state of readiness to meet any emergency requirement.

6. Testing stand-by systems on a regular basis and in accordance with Company procedure.

7. Notifying the Master immediately of any defects which may affect ship safety or put at risk the marine environment.

8. Assigning engineer officers or ratings specific roles with respect to the engineering departments responsibilities under

the safety management system.9. Investigating non-conformances and applying corrective action as agreed with the ships Master.

10. Regular inspections of all plant and equipment.

11. Ensuring Oil Record Book and Engine Log Book are accurate and up to date.

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Second Engineer

Assisting the Chief Engineer in the safe operation and maintenance of the ships machinery.

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Officer as Manager