Position Summary
We are looking for a Document Controller with a strong focus on crew certification, maritime compliance, and regulatory documentation. This role is essential in ensuring that all crew members are fully certified, compliant, and ready for mobilization, with no lapses in mandatory certifications. The ideal candidate is experienced, detail-oriented, and capable of managing multiple priorities in a fast-paced, international environment.
Key Responsibilities
Crew Certification Management (Core Responsibility)
Maintain and manage crew certification records for all offshore and vessel personnel
Ensure full compliance with International Convention on Standards of Training, Certification and Watchkeeping for Seafarers requirements
Track validity and expiry dates of all crew certifications, including:
STCW basic and advanced training certificates
Medical fitness certificates (ENG1 or equivalent)
Competency certificates (CoC)
Seafarer books and passports
Offshore-specific certifications (e.g., BOSIET, HUET)
Proactively plan and coordinate certificate renewals and revalidations
Liaise with training providers and authorities to arrange required courses and assessments
Document Control & Systems
Ensure compliance with maritime regulations under the International Maritime Organization
Support compliance with flag state and port state control requirements
Maintain a centralized database of all crew documents and certifications
Ensure proper version control, secure storage, and accessibility of documents
Generate reports on certification status and upcoming expiries
Implement and improve tracking systems to ensure zero certification gaps
Audit & Inspection Readiness
Prepare crew documentation for internal and external audits
Ensure all crew files are complete, accurate, and audit-ready
Support inspections by flag authorities and classification bodies
Stakeholder Coordination
Liaise with:
Crew coordinators and HR teams
Vessel management and offshore operations teams
Training centers and certification bodies
Support crew payroll coordination and timesheet verification.
Liaise with logistics and operations teams to ensure smooth crew transitions.
Administrative Support
Manage, organize, and maintain company records, contracts, project files, and compliance documents in accordance with WTS Energy standards.
Implement and maintain document control systems to ensure traceability, version control, and data security.
Coordinate document approvals and distribution between departments and international headquarters.
Ensure compliance with Nigerian labor regulations, client audit requirements, and internal operational procedures.
Prepare and provide documentation during client or internal audits.
Maintain up-to-date files for vendors, clients, and consultants, ensuring all contractual and compliance documents are valid.
Key Requirements
Experience
3 - 5 years of experience in:
Marine / offshore document control
Crew administration or crewing operations
Proven experience managing crew certification and compliance processes
Knowledge (Essential)
Strong understanding of:
International Convention on Standards of Training, Certification and Watchkeeping for Seafarers requirements
Crew certification lifecycle and revalidation processes
Offshore certification requirements (BOSIET, HUET, medicals)
Familiarity with maritime compliance frameworks and audit requirements
Proficient in MS Office Suite and document management systems (e.g., SharePoint, SAP, or similar).
Strong knowledge of Nigerian labor law, visa/work permit procedures, and crew management practices.
Experience working with international clients or in a multinational environment.
Excellent organizational and time-management skills with high attention to detail.
Strong communication and interpersonal skills
Skills
Highly detail-oriented with strong tracking and follow-up capabilities
Ability to manage multiple crew records simultaneously
Strong organizational and planning skills
Proactive approach to preventing certification lapses
Comfortable working with document management systems and Excel trackers