CHAPTER 3_Rev.3

ALPHA BULKERS SHIPMANAGEMENT INC. Chapter 3

CHAPTER No 3.- COMPANY’S RESPONSIBILITIES AND AUTHORITY

GENERAL
The responsible Managing Company for the operation of the ships is:

ALPHA BULKERS SHIPMANAGEMENT INC.

354, Syngrou Avenue, 176 74, Kallithea, Greece
Tel. +30 210 9484400, fax: +30 210 9408825,

E-mail: [email protected]

3.1 Responsibilities

The Company defines and documents the responsibility, authority and interrelation of all personnel who
manage, perform and verify work relating to and affecting safety and pollution prevention as it is described
in 3.2.1.

In the abovementioned chapter are described duties and authorities for all positions which are involved in
ISM procedures.

The Company’s organization chart is appeared in the next page. In this chart is appeared the whole
structure of the Company.

However the Departments which are not involved with SMS procedures or are subcontracted by other
Company (“Alpha Bulkers Shipmanagement Inc.”) are appeared with interrupted lines.

3.1.2. Positions description

Note: ALL the Company’s departments are appeared in the below chart. However, the Departments
which don’t apply the Company’s SMS or are subcontracted by “Alpha Bulkers Shipmanagement
Inc.”, are appeared with interrupted line [ --------], i.e : “Legal Dpt”.

The description of Company’s positions is appeared in next page, as following:

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ALPHA BULKERS SHIPMANAGEMENT INC. Chapter 3

COMPANY’S ORGANIZATIONAL CHART
Board of Directors

Legal Department Managing Director
IT Department
Safety& Quality
Accounting Department Department / DPA
Supplies Department
Deputy DPA

Technical Department Operation Department Crew Department
Technical Manager Fleet Operators (4) Crew Manager

Assistant Techn. Manager Personnel support Crew Deputy

Secretary support Superintendent Eng. Crew Personnel
Safety items, PMS
Rules & Regulations Agencies for
foreign crew
Maintenance Dpt
Port Captains

Spares & forwarding

FLEET 1 FLEET 2 FLEET 3 FLEET 4

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ALPHA BULKERS SHIPMANAGEMENT INC. Chapter 3

3.1.2.1 MANAGING DIRECTOR

The Managing Director is the Company’s representative with the below qualifications and responsibilities:

QUALIFICATIONS:

• Previous experience in an executive position
• Proficiency in Greek and English
• Good communication skills
• Managerial and administrative abilities

RESPONSIBILITIES AND AUTHORITY

The Managing Director:

• Represents the Company.
• Ensures that the Company’s philosophy and policies are understood and implemented both ashore

and onboard the managed vessels. He signs the Company Policy.
• Sets the Company’s objectives and ensures that they are met.
• Co-ordinates and supervises the whole activity of the Company -ensuring proper co-operation of the

departments and office-vessel.
• Recruits in conjunction with the Board of Directors the suitable personnel for ashore.
• Provides full support to the DPA.
• Motivates all office and vessel personnel to implement the SMS.
• Activates the Emergency response team of the office.

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ALPHA BULKERS SHIPMANAGEMENT INC. Chapter 3

3.1.2.2 TECHNICAL MANAGER

The Technical Department is responsible for the vessel’s support in maintenance, spares, class items,
surveys, monitoring of certificates, in cooperation with Marine/ Operation Department. The Technical
Manager is the Head of the Department and reports to Managing Director.

QUALIFICATIONS:

• Degree in Mechanical /Marine Engineering or Naval Architecture
• Proficiency in Greek and good knowledge of English
• Good communication skills

RESPONSIBILITIES AND AUTHORITY

• Guides, supervises and evaluates the performance of all members of the Technical Department,
• Monitors the maintenance of the fleet,
• Monitors that Flag Administration and Classification Societies requirements as well as any other

international and intergovernmental regulations in respect with technical aspect of the vessel,
• Monitors the quality and completion time of the repairs and projects, such as major repairs, new

buildings upgrading and conversions, dry docking, etc.,
• Monitors the maintenance condition of the machinery compartments and the good working condition of

all mechanical / electrical / hydroelectric / electronic equipment in collaboration with proper officers and
employees of his Department,
• Monitors the supply of needed spare parts to vessels as well as the maintenance of required stock pile
of spares for the vessel,
• Supervises preparations for major projects like repairs, conversions, dry-docking work specifications.
• Ensures that assigned vessels are regularly inspected by either himself or the officers of his team and
for all inspections issues relevant reports.

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3.1.2.2.1 SUPERINTENDENT ENGINEERS

Every Superintendent Technician or Engineer reports to: TECHNICAL MANAGER

QUALIFICATIONS:

• Degree in Mechanical /Marine Engineering, Naval Architecture or First Class Engineer
• At least three years experience as Superintendent Engineer
• Proficiency in Greek and good knowledge of English
• Satisfied communication skills

RESPONSIBILITIES AND AUTHORITY

• Supervises, evaluates and guides his team personnel,
• In charge of repairs and dry-dockings,
• Monitors Chief Engineers performance and reports and work with them when signed off for the vessels

status,
• Evaluation of the C/E
• Inspects assigned vessels, (reports on issues concerning safety and operation technical matters) and

issues inspection reports,
• Monitors routine maintenance of Engine Rooms of assigned vessels,
• Supervises extended repairs and surveys of assigned vessels,
• Monitors performance of the assigned vessels,
• Monitors supply of spares to the assigned vessels,
• Maintains records of the condition of the assigned vessels machinery and systems,
• Monitors compliance of assigned vessels with third parties’ requirements and guidelines (Flag, Port

Authorities, Class, P&I Clubs etc.),
• Up-keeps Department libraries, manufacturer’s manuals, drawings.

3.1.2.2.2 SPARES RESPONSIBLE PERSON

He reports to: TECHNICAL MANAGER

He should have the same qualifications as above and his main responsibility is the implementation of
spares procedure which includes the receipt of any requisition for spares, the offers inquiring, the
submission for approval, the delivery to the ship and finally the monitoring of spares requisitions updating
the file records accordingly.

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3.1.2.3 OPERATION MANAGER(s)

The Operation Department is responsible for the Vessels’ Operation. Every Marine/ Operation Manager
is responsible for a specific part of the Fleet and all of them are in continuous cooperation to each other
for the best result. They are reporting to Managing Director.

QUALIFICATIONS:

• Master’s and Captain’s Licenses as well as Diploma in Shipping,
• Proficiency in Greek and very good knowledge of English.
• Good communication skills.
• Good knowledge and experience in C/P terms, operation procedures and Insurance matters.

RESPONSIBILITIES AND AUTHORITY:

• Liaising with Owners’ London based Chartering Brokers for any and all Chartering and C/P matters,
prior, during and after fixing a vessel.

• Issuing C/P Owners’ instructions to Masters.
• Briefs/Familiarizes newly recruited Masters (in co-operation with the Crew Department) on matters

related to operations of the ships,

• Co-operates with the Technical and Maintenance Departments on matters regarding efficiency
improvement, maintenance and operation of the ships. Issues and revises instructions and guidelines
(i.e. port information, rules, safety issues and other relevant matters), with the Technical Manager in
maintenance issues mainly.

• Prepares and forwards voyage instructions for the ships and monitoring voyage proceeds as per
charter party requirements.

• Overseeing / supervising the Freight Collection Dept as well as Owners’ relevant Accounts
Department in respect of Charterers’ payments and handling any disputes relating to such payments
and/or any other legal matters in connection with Charterers’ contractual obligations under the terms
and conditions of C/P in general.

• Guiding and instructing the Freight Collection and/or Accounts Dept on subjects such as and
including but not limited to debiting Charterers for extra work /services provided by crew, stevedore
damages, freight and lay time calculations, commissions, performance claims and any other C/P
disputes.

• If necessary, to communicate and handle any disputes with Owners’ Freight Demurrage & Defense
Association and/or appoint /communicate, in conjunction with Owners’ Legal Dept with Solicitors, if so
required.

• Handling all cargo related claims and disputes, in conjunction with Owners’ P&I Association.
• Arrange through Owners’ P&I Association for their local correspondents’ attendance, as and when

required, at various ports of call world-wide.

• Placing and handling all bunkers and Lubricating oil stems /deliveries.
• Supervises the Operational activities for Fleet (1), Fleet (2) and Fleet (3)
• Complies with Company’s SMS procedures and requirements

.

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3.1.2.3.1 PORT CAPTAINS

They are the Maintenance support team of the Technical & Operation Department.

QUALIFICATIONS:

• First Class Masters License
• Proficiency in Greek and good knowledge of English
• Personality and communications ability
• Good communications skills

RESPONSIBILITIES AND AUTHORITY

• Periodical condition assessment surveying onboard,
• Co-ordinates corrective actions for deficiencies, non conformities and jobs on board.
• Monitories the maintenance of the vessel during dry-docking or major repairs,
• Monitories the preventive and scheduled ongoing maintenance onboard the ships,
• Issues vessel condition reports, Co-operates with the DPA on SMS related matters,
• Co-operates with the Technical Department on requirements for Vessel’s condition,
• Co-operates with the Operations Department and the Crew Department on matters relevant to the

performance of the officers and crew,
• Evaluation of the Master
• Issues in co-operation with the vessels Master schedules of the works necessary for the rectification of

deficiencies for the improvement of the actual condition.

They are reporting to Technical Manager.

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3.1.2.4 CREW MANAGER

The Crew Department is the main responsible Department regarding the safe and operational manning
of the vessels. The Crew manager reports to Managing Director and his qualifications & responsibilities
are described as following:

QUALIFICATIONS:
• Good working experience in ships crewing / manning
• Proficiency in Greek and good knowledge of English
• Good communications skills

RESPONSIBILITIES AND AUTHORITY
• Collaborates on a constant basis with Flag Administration Authorities, International Authorities and

Port State Control on any arising officers/ crew problem and also co-operates with competent union
representatives in order to resolve any officers and crew problem,
• Implements the National, International Rules and Regulations and Company’s policies related to crew
issues,
• Implements, supervises and co-ordinates Company’s Alcohol and Drug Policy,
• Assures crews good health - prior signing on, during service and after signing off, follow-up on ill
individuals,
• Ensures officers and crew qualifications (including all necessary licenses and certificates as required
by Flag State / STCW),
• Briefs newly recruited officers on their duties and responsibilities,
• Co-operates with the DPA on SMS related matters,
• Co-operates with Operation and Technical Departments for the selection of competent Masters and
Chief Engineers,
• Appoints manning agents for the recruiting of officers and crew as per Company Policy and
requirements, and monitoring their performance.
• Extends the due-diligence for selecting competent and experienced officers and crew
• Organizes seminars with other departments and DPA for the education of officers on SMS matters and
safety and environmental protection,
• Organizes visits to the Marine Academies for the in advance selection of new Cadets for the Company
Vessels.

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3.1.2.5 SAFETY & QUALITY MANAGER

The Safety & Quality Department is the responsible Department for the implementation of international
safety rules & regulations and also for the continuous improvement of the management’s quality on board
and ashore as well.

The S&Q Manager reports to Managing Director and may be qualified and responsible as following:

QUALIFICATIONS:

• Experience on and knowledge of safety and quality matters
• Proficiency in Greek and good knowledge of English
• Good communication and organizational skills

RESPONSIBILITIES AND AUTHORITY

• Monitors the safety and quality aspects of the operation of each ship.
• Contributes to the safe operation of each ship.
• Briefs Masters, Chief Engineers, Chief Officers, 2nd Engineers on Company’s policy and SMS issues.
• Co-operates with DPA on SMS safety matters.
• Monitors that adequate resources and shore-based support are applied, as required.
• Conducts meetings in the office for the discussion of safety and quality matters.
• Monitors the rectification of the deficiencies found by the Port State control inspections.
• Conducts internal audits onboard and in office.
• Co-operates with DPA and Operations department for the issuance of various circulars concerning

safety and pollution prevention.

REPLACED BY:D.P.A.

Note: The Safety & Quality Manager may be the same person with Company’s DPA due to the
qualifications & duties similarity.

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3.1.2.5.a S&Q Superintendent Responsibilities

1. Support the S&Q Manager and team with planning, coordinating and implementing of
effective SMS policies, guidelines and procedures to ensure that the department objectives
are met.

2. Support the SQ Manager in ensuring SMS compliance onboard and ashore and perform
regular ISM Internal Audits both on-board the Vessels and in the Office.

3. Provide support to onboard and ashore team in all aspects of safety and environmental issues.

4. Assist with developing of Company’s SMS and ensure that all vessels comply with Company
policies and procedures as well as International Conventions and Flag requirements;

5. Investigate and complete the process for close out of all Accident Investigation Reports and
prepare/submit lessons learned to the SQ Manager for dissemination to the Fleet and to the
Management;

6. Ensure on-board training, safety meetings, and drills are implemented as part of the company’s
training plan and emergency response systems, etc.

7. Assist in the development of specific SMS procedures in frame of preventative actions resulting
from Incidents, accidents and / or PSC, 3rd Party Inspections;

8. Manage Safety statistic reporting and provide SQ aspects to the SQ Manager for Company’s
Annual Management Review

9. Conduct SQ and Environmental trainings and orientation to all new employees; ensure all
personnel both on-board and ashore are compliant with Company policies and safety standards.

10. Support Office personnel in the development of work site SQ campaigns and good practices.

11. Assist in ad-hoc SQ tasks/projects as required.

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3.1.2.5.b S&Q Assistant Responsibilities
1. Assist in compliance reviews, SMS review, general Risk Assessment and other Safety
2. Organising of Shore and Shipboard Internal and External Audits (Follow up with Audits’ Table)
3. Maintain relevant S&Q filing and documentation
4. Prepare Corrective & Preventative Reports following Third Party Inspections
5. Follow up of Third Party Inspections (PSC, FSI, RIGHTSHIP)
6. Monitoring & Recording of monthly drills, safety meetings, incident reports, Masters’ and SSOs’
reviews
7. Monitoring of Flags’ regulations and forwarding to the vessels
8. Schedule & Monitoring of Training Courses
9. Follow up of Certificates (SMC, ISSC, MLC, CSR)
10. Handling of day to day correspondence
11. Preparation of Manuals (SSP, SOPEP, SEEMP, Garbage Management, Fire Fighting etc.)
12. Communication with FSAs
13. Issuance of Circulars, Guidelines, General Letters
14. Preparation of new deliveries / newbuildings
15. Handling of revisions of SMS, MLC, Risk Assessment etc.
16. Forwarding of Bulletins (MARS, AMSA Marine Notices etc.) to vessels on a monthly basis
17. Dealing with PCASP (Armed Guards)
18. Preparation of Management and Security Review

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