Organizational Structure of the Shipping Company

Q.1 Shipping Industry has a fragmented distribution? Prove it.

As it is one of the globalized industries in the world. The Common place in shipping-
Ship Owner based in UK or USA; The ship operates under the Panama or Liberia
Flag; The Technical Management may be outsourced to a company in Hong Kong;
Ships may be manned by officers & crews from India, Philippines & Croatia etc.
•
Q.2 List the names of four main departments of a typical Shipping company.
Being a very organized hierarchical structure onboard & ashore it has –
Fleet Personal Department; Technical Management; Commercial Management;
Safety & Quality Management and Designated Person Ashore

Q.3 Give a brief description of all departments.

Fleet Personnel Department (FPD)
This department is responsible for manning requirements associated with Selection,
Recruitment , Training of floating staff. It also makes polices and ensures Personal
on board -are certified & fit to carry out the required tasks. The Cadet, will be
liaising with- FPD, to carry out joining formalities, arranging sign off at the end of
the tenure on board ship. The FPD is headed by General Manager who is a
seafarer himself and has a support staff to fulfill the travel & visa of ship’s staff

Technical Management Department relates to technical aspects

Day-to day running & Performance evaluation. Besides, Planning Maintenance
Schedule -Long & Short Term , Monitoring the Implementation of Company safety
& environment policies on board ships.

Commercial Management Department:

Commercial aspects: Chartering, Brokering & Vessel deployment. It also Oversees
& negotiates with parties. It Coordinates: loading/discharging schedule & Carries
out transactions depending on vessel’s position & market, for chartering & carriage
of suitable cargo .

Safety & Quality Management Department

Most important aspect today: It formulates Company policies on International
Regulations and ensures correct practices are followed, by audits & inspections
 The major goal is to establish a company culture, Which cares for safety &
environment and minimize health & safety accidents ,through systematic
procedures & checks . This is found in Safety Manuals onboard ships-a practical
reference material. You have to refer this before joining & onboard – as it is handy

Why do we appoint a Designated Person Ashore- DPA?

 Vital aspect of ISM Code’s Safety & Quality Management System.
Every company designates a person ashore for Direct access to highest level of
management, monitoring the safety & pollution-prevention aspects, to Ensure
adequate resources & shore-based support . Ship staff communicates -safety related
findings & grievances & ensures of their address by the Shore Management. They
provide a link between ship staff & Highest level of management ashore, to ensure
 Safe operation of each ship. He is a link between company & the board

Q.4 What are the responsibilities of a Technical Superintendent?

Is the link between ship & shore management. He may have a fleet of 4-8 vessels
Key Tasks Of Technical Superintendent-
Planning, controlling & execution of all activities-such as Repairs, dry-docking,
conversion, certificate requirements or modification. He also formulates a work plan
of the vessel’s command, to toe a line with Owner’s policy & receive reports of
progress. He does Strict cost control –to bring cost to budget level. He also monitors
vessel performance trends- checking Speed, fuel &lubricating oil consumptions &
gives remedial actions. He visits the vessels at regular intervals & reports.

SHIPBOARD ORGANIZATIONAL STRUCTURE

Q.1List the names of three departments onboard a merchant ship?

 Deck Department
 Engine Department
 Saloon Department

1.Deck Department Covers : Works & equipment -Related to Navigation & Ship
handling, Cargo Loading, Discharging, Storage & Care, Maintenance of Main Deck
& Superstructure. It looks after security aspect. He liaisons with shore - in port.
This department Consists of :Chief Officer, Second Officer, Third Officer , Cadet &
deck crew – consisting of Bosun, Abs & Seamen.

2.Engine Department covers: Ship’s Maintenance & Working. This department

includes The main & auxiliary engines, The generators, Boilers, Plumbing &
Sanitation, Electrical systems, Water desalinization systems, Air conditioning.
Heating, Ventilation & refrigeration. This department Consists of :Chief Engineer,
Second Engineer, Third Engineer, Electro Technical Officer & Engine Crew.

3.Saloon Department-Consists of One cook, One steward. However, If members are-

more on passenger ship Or Specialized ships then second cook is recruited . This
department looks after, The food, Cooking, General housekeeping in
accommodation and Provision related requirements
FUNCTIONAL DESCRIPTIONS OF SHIPBOARD STAFF(16----)

Q.1What are the duties & responsibilities of the Master onboard Ship?
Overall Command & General Manager of the ship. He Is CEO, Supervisor,
Communicator,& Motivator . He has overriding authority & takes decisions in
safety & pollution prevention . He requests the Company’s assistance when
necessary. He is responsible for safe navigation & operation. He is Owners
representative & deals with charterers, port agents & cargo formalities. He ensures
Personnel awareness on the safety & environment policies of Company and checks
whether the Ship adheres to International & Local Regulations. However there are
no regular watches but he closely oversee during bad weather & in pilot age close
water

Q.2 What are the responsibility of Master under ISM Code?

Implementing Safety & environmental protection policy. Also motivating the Crew
for- that policy. He issues appropriate orders & instructions to staff in clear &
simple manner. He verifies Specified requirements on board whether observed and
he reviews and reports the safety management system & its deficiencies to the shore-
based management

Q.3 What are the duties of the Chief Officer?

He is Onboard safety & training officer. Keeps Navigational watch – 0400 to 0800
hrs and from 1600 to 2000hrs at sea & anchor. He is In charge of Deck crew, Ship’s
deck maintenance & equipment repair. He Checks & maintains the safety &
lifesaving equipment and Operation & maintenance of –cranes, winches, boats, wire
ropes etc. He trains other ship staff in operation shipboard, lifesaving & fire
equipment He also directs & oversees the deck crew. In port-he is in charge of cargo
operations & liaises with stevedores, foreman & other shore personnel associated
with cargo work. He ensures Cargo & deck equipment are secured for sea. He also
Sees everyone adheres to safety guidelines Practices & policies and Plans &
coordinates –loading/discharging & care of cargo onboard

Q.4 What are the duties of Second Officer?

 He keeps Watch from 0000 to 0400 Hours & from 1200 to 1600 Hours at sea
and anchor. In port, he assists C/O in cargo operations –keeps port vigil. He also
assists
In Vessel Operation and maintains navigation charts, Publications , Alarm systems
Plots voyage tracks for Master’s approval for Up to date sailing directions, Bridge
electronics, List of Lights, Tide Tables. He also Prepares Information for the bridge
by-Maintaining-Navigation equipment, Publications &Charts

Q.5 What are the duties of the Third Officer?

 Keeps watch from 0800 to 1200 hrs & from 2000 hrs to 2400 hrs while at sea
& anchor.He also assists in Ship’s maintenance, Navigation & Operational Safety. In
port he assists C/O in Cargo operations with port watches. Besides, he maintains
under C/O guidance the Operational readiness of boats, Life rafts, Lifesaving, Fire
fighting & other Shipboard deck safety equipment & testing equipment.

Q.6 What are the duties of a Deck Cadet?

The deck cadet has to follow structural training programme and has academic
studies ashore with Practical experience afloat. On board, he completes Assignments
for first Competency Certificate and assists Ship’s officers in duty. Chief Officer
guides to stand & lookout . He does all the laborious jobs such as Scale & Chip
paint, Paint & handle lines in mooring . He also does Maintenance & upkeep of
vessel safety equipment . His duties are to assist 3/O & 2/O for practical training,
Carry out tasks listed in cadet record book & Learn vagaries of shipping trade, to
become a better seafarer

Q.7 What are the duties of Bosun/Boatswain?

He is in Direct contact between the Crew & the C/O Or Likened to foreman in
Industrial plant. He Supervises deck crew, decks tools and Equipment & associated
gear. He helps C/O in planning & maintenance of other deck activities in port & at
Sea. He does sewing of the canvas

Q.8 What are the duties of Chief Engineer Officer?

He is a Ship’s technical Manager and responsible for the Operation & upkeep of
all machinery, Engineering systems & structural integrity. He Plans & Coordinates
the maintenance & repair all Shipboard machinery & engineering systems, Main
auxiliary engines, the generators, boilers, Plumbing & sanitation, electrical systems ,
Water desalinization systems, Air conditioning, Heating , ventilation & refrigeration
machinery, Bunkering requirements & bunkering operations. H e reports to Shore
technical officers thru Master

Q.9 What are the duties of a Second Engineer Officer?

Engineers follow a day work routine & Second Engineer keeps on call duty in the
night On rotation (4-8/1600-2000=8hrs). He is responsible for day-to –day work
management, Engineers & Engine Room Crew, Main engines, Spare gear & stores.
He keeps traditional four hour watches when the ships are in pilot age/coastal
waters/fog/adverse weather. However in passage, Engine-rooms become unmanned
machinery Spaces. The Machinery is monitored by data loggers and Follow day
work routine .

Q.10 What are the duties of Electro Technical Officer?

Some ships carry Electrical or Electro-Technical Officer. He is responsible for

Electrical & Electronic equipment fitted on board ship. He has to upkeep, plan and
organize the maintenance of all the electrical equipment in the best order. He has to
maintain the PMS (Preventive Maintenance Systems) and ensure the inventory
control of electrical components and also carry on the watch keeping duties if
required. He also coordinates with the chief officer , and the second officer for the
repairs of bridge equipment .

Infact he is a sporting officer for bridge equipment on board. He suggests the Chief
Engineer for inventory of electrical components and coordinates with the shore
based team through captain. In the dry dock he coordinates electrical activities with
shore staff. He indents which is handed over later to Chief Engineer by the
electrical officer.

The ship and shore inter departmental coordination for the requirement of electrical
components is done by electrical officer. Besides he also tries to match the budget
which is framed by technical superintendent and coordinates with him. Electrical
officer coordinates in the Radio Survey , which means to check whether the
equipment are available as per the ship specification and area operation. Even
during ISM Survey and while lowering the boats the electrical officer is available in
the spot.

Q.13 where would you find details of job description of various ranks onboard ship?
Shipboard Safety Manuals states Provision of ISM Code which in letter & spirit
gives detailed responsibilities & duties of each rank , familiarization of ship &
company procedures for new joinee at shore office at Cadet level, role Clarity &
Expectation. Shipboard safety Manuals also provides sufficient training &
background information in pre-sea training.
The Cadet Record Book tasks are structured to gain maximum benefit and learn on
the job –from senior officers guidance

Q.14 Define Bosun responsibilities on board.

He is the senior unlicensed man on the ship.He is the direct contact between the
crew and the chief mate.He is likened to a foreman in industrial plant, who is an
experienced seaman , holds responsibility for the maintenance , care and protection
of the deck equipment and deck cargo.
He supervises loading and discharging of cargo ,assists the chief mate in ordering
the deck stores. directs the daily activities of seamen in the deck dept. Also assists in
sewing and mending of the canvas, splicing rope and wire .Lastly, like OS ( ordinary
seaman he does the painting of the ‘fiddley’, (the housing built around the
smokestack).