HT - 02 Procedure For Organisation, Responsibilities

Controlled No.
: HT-02
CÔNG TY CỔ PHẦN HOÀNG TRIỆU Date of Issue: 01/03/2018
HOANG TRIEU JOINT STOCK COMPANY Revision: 01
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PROCEDURE FOR ORGANISATION, RESPONSIBILITIES AND AUTHORITIES
1. OBJECTIVES
To specify the responsibility, authority and the relation between everyone in the Company
who is related to the SLMS.
2. SCOPE
This procedure shall be implemented at all levels of the organization, both a shore and aboard
ship.
3. REFERENCES
- ISM Code 2014.
- MLC 2006 amendment 2014,
- Vietnam Maritime Law, 2015,
- MSC-MEPC.2/Circ.3 “Guidelines on the Basic Elements of a Shipboard Occupational
Health and Safety Program”,
- ILO Code for Accident Prevention at Sea and in Port.
- IMO’s MSC-MEPC.7/Circ.6,
- STCW 2010,
- Labor Law, 2012,
- MOT’s Circular No. 23/2017/TT-BGTVT, dated 28/07/2017
- Government Decree No. 121/ND-CP, dated 24/12/2014.
4. PROCEDURE
4.1 Shore-based organization structure
The shore-based organization structure of the SLMS is shown in the below diagram
DIRECTOR
DESIGNATED INTERNA AUDIT

PERSON (DPA) TEAM
COMPANY EMERGENCY
SECURITY OFFIER RESPONSE TEAM
ADMIN. & TECHNICAL & SHIPPING

PERSONNEL SUPPLY DEPARTMENT
DEPARTMENT DEPARTMENT MANAGER
MANAGER MANAGER
SHIP’S CAPTAIN
Controlled No.: HT-02
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4.2 The Director

The Director directly manages the operation of the Company, both shore based and ship
based. The Director is the person who gives the final decision to ensure the safety and health
of the personnel, safety of vessels and protection of the environment.
When not in attendance, the Director can give authorization to the Vice Director.
The Director may request the ship owner to report to the Flag state all the details about the
Company.
The Director is responsible for implementing the SLMS effectively, which includes:
(1) Providing the necessary resources and assistance for the DP to carry out his functions.
These resources include:
- personnel resources;
- material resources;
- any training required;
- clearly defined and documented responsibility and authority; and
- authority for reporting non-conformities and observations to the highest level of
management.
(2) Providing the necessary resources and assistance for the Master to perform his duties
safely;
(3) Employing and training personnel meeting requirements of the job and SLMS;
(4) Selecting and arranging the appropriate personnel with ability and competence for the
implementation of the SLMS;
(5) Hold meetings in relation to safety issues. All meetings related to safety issues must be
recorded in the “Record of safety and labour management review meeting”, HT-08-01
and “Report for safety management of Company”, HT-02-04;
(6) Reviewing the SLMS, find out the non-conformity, evaluate the effectiveness of the
SLMS, simultaneously improve the SLMS;
(7) Setting up and mobilizing the Response Team;
(8) Setting up an effective process for exchanging information;
(9) Dealing with the press with regards to major accidents;
4.3 Designated Person (DPA)
4.3.1 Responsibilities and Authorities of Designated Person (DPA)
As nominated by the Director , the DP has the authority and responsibility for monitoring,
maintaining and operating the SLMS efficiently. The DP has the following authority and
responsibilities:
(1) Implement, monitor and maintain the company’s SLMS;
(2) Inform and implement company’s policies;
(3) Control and amend the Manual as appropriate;
(4) Report to the Director of the non-conformity (if any) in the SLMS;
(5) Supervising the safety and prevention of pollution in the operation of the vessels;
(6) Ensure the sufficient shore-based resources and support as required;
(7) Establish the plan for internal audit of the SLMS and monitor the audit process,
(8) Evaluate and review the SLMS implementation aboard the vessels;
(9) Verify the independence and training or internal auditors
(10) Arrange for third party audit of Company’s SLMS and ship’s SLMS;
(11) Examine and confirm the corrective actions and non-conformities;
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(12) Monitor the corrective actions for deficiencies, non-conformities, accidents to report the
Director and establish actions for avoiding similar accidents;
(13) Support the Masters in implementing and maintaining the SLMS;
(14) Review and provide feedbacks of Master’s recommendation and Safety and Health
Committee’s suggestions.
In the absence of DPA, the Director shall carry out the responsibility of DPA.
4.3.2 Qualification, training and experience of the DPA
Designated Person should have a minimum of formal education as follows:
(1) qualifications from a tertiary institution recognized by the Administration or by the
recognized organization, within a relevant field of management, engineering or
physical science, or
(2) qualifications and seagoing experience as a certified ship officer pursuant to the
International Convention on Standards of Training, Certification and Watchkeeping
for Seafarers (STCW), 1978, as amended, or
(3) other formal education combined with not less than three years practical senior
level experience in ship management operations.
Designated Person should have undergone training relating to safety management elements in
compliance with the requirements of the ISM Code, particularly with regard to:
(1) knowledge and understanding of the ISM Code;
(2) mandatory rules and regulations;
(3) applicable codes, guidelines and standards as Appropriate;
(4) assessment techniques of examining, questioning, evaluating and reporting;
(5) technical or operational aspects of safety management;
(6) appropriate knowledge of shipping and shipboard operations;
(7) participation in at least one marine-related management system audit; and
(8) effective communications with shipboard staff and senior management.
Designated Person should have experience to:
(1) present ISM matters to the highest level of management and gain sustained
support for safety and labour management system improvements;
(2) determine whether the safety and labour management system elements meet the
requirements of the ISM Code and MLC 2006;
(3) determine the effectiveness of the safety and labour management system within the
Company and the ship by using established principles of internal audit and
management review to ensure compliance with rules and regulations;
(4) assess the effectiveness of the safety and labour management system in ensuring
compliance with other rules and regulations which are not covered by statutory and
classification surveys and enabling verification of compliance with these rules and
regulations;
(5) assess whether the safe practices recommended by the Organization, Administrations,
classification societies, other international bodies and maritime industry
organizations to promote a safety culture had been taken into account; and
(6) gather and analyze data from hazardous occurrences, hazardous situations, near
misses, incidents and accidents and apply the lessons learnt to improve the safety and
labour management system within the Company and its ships.
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4.3.3 Company’s record

The Company should provide training courses covering qualification, training and
experience and continuous updating. The Company should also provide documentary
evidence that the Designated Person has the relevant qualification, training and
experience to undertake the duties under the provisions of the ISM Code.
4.4 Technical & Supply Department Manager
The Manager of Technical & Supply Department will assist the Company’s Board of
Management to improve the management and responsible for controlling the technical
operation of the vessels, maintenance of the machineries, which include:
(1) Encourage the staff of the Technical & Supply Department and Master, Chief Engineers
on board the vessel to implement and maintain the SLMS effectively.
(2) Counsel the technical and Classification Society related matter.
(3) Organize, execute and supervise the repairs and class surveys
(4) Effectively develop and organize and system for maintaining and repairing the fleet.
(5) Establish a system of written technical reports between the Technical & Supply
Department and the vessels. Deal with all the technical reports from the vessels, perform
inspection on the machineries, review and evaluate in order to provide preventive
actions to ensure safety and effective operation of the vessels, to prevent of pollution and
to meet the requirements of the customer.
(6) Evaluate and select the repair service providers.
(7) Ensure that the documents related to the machineries, repairs, conversions… of the
vessels are ready and updated in time to aid the technical management of the fleet.
(8) Assign works to other personnel in the department.
In managing supply and spare parts, The Manager of Technical & Supply Department will assist the
Company’s Board of Management in improving the management and responsible for manage the
spare parts, which include:
(1) Establish the spare part consumption standard.
(2) Supply and supervise the usage of the spare parts. Ensure the spare parts are ready in
terms of both quantity and quality for the vessel to operate safely, effectively without
causing pollution or injury/death to the crew.
(3) Supply to ships codes, instructions, charts, navigation publications, operation manuals,
reference materials and log books as requested.
(4) Arrange to collect the spoiled spare parts from the vessels (the Master is responsible for
dealing with household garbage on board the vessel).
(5) Look for sources of spare parts, evaluate and select suppliers.
(6) Make plan for purchasing spare parts.
(7) Make principle contracts with spare parts suppliers.
4.5 Shipping Department Manager
The Manager of Shipping Department is responsible for the following:
(1) Before the voyage, provide sailing instructions to ship (cargo quantity, type and
characteristics, load/ discharge port, information of port and agents, etc.)
(2) Assist the vessels in respect of the necessary requirements of the Charter Party that the
vessel must follow;
(3) Contribute in legal matters of the ports;
(4) Manage maritime legal matters (ship registration, maritime insurance, claims and
disputes…etc)
(5) Manage all ships under company’s management;
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(6) Monitor and instruct cargo loading/ discharge in ports;

(7) Provide navigation support such as information regarding weather, pilotage, terminals,
agents. Provide adequate stores and medical supply;
(8) Maintain ship – shore communications;
4.6 Admin. & Personnel Department Manager
The Manager of Admin. & Personnel Department is responsible for the followings:
(1) Advise the management, employment and training of shore personnel.
(2) Take part in recruiting office personnel and implement employment contracts.
(3) Manage records of personnel in the office
(4) Advise the management, employment and training of crew.
(5) Take part in recruiting crew, implement crew-hiring contracts.
(6) Assign crew and ensure that all ships managed by the Company are manned adequately
with qualified and experienced crew.
(7) Determine demand, organize the training of officers and crew working on board.
(8) Ensure that all ships are manned according to national and international regulations;
crews are trained and experienced according to STCW requirements;
(9) Manage records of all crew working on board and stand-by crew.
(10) Carry out audits of manning agents.
4.7 Internal Audit Team
The SLMS Internal Audit Team of the vessels and the Company consists of auditors
suggested by the Director. The auditors is responsible for checking whether the operation
conforms to the Manual and evaluate the appropriateness and effectiveness of the SLMS and
implement improvement to the SLMS.
The DP is responsible for directing the Internal Audit Team / or appointing the person who
will direct the internal audit. However, the auditors cannot audit their own department.
The auditors must follows the “Procedure for Internal Audit”, HT-07.
4.8 Emergency Response Team
The Director will decide the establishment of the Response Team in case incidents occur on
board the vessels, such as:
1) Oil spill
2) Someone is injured while vessel is at sea
3) Other serious incidents:
- Collision, fire on board, grounding, flooding, cargoes are moved, salvage is
required, abandonment, man overboard.
- Pirates.
- Navigational engine breaks down, power failure, main engine failure.
- Other shipboard emergencies.
The Director , having the utmost authority in the Response Team, will immediately conduct a
meeting with the related personnel to coordinate measures in accordance with the Procedure
for Emergency Response at H.O, HT-16.
Those who carry out the tasks of the Response Team will establish the appropriate emergency
solutions and carry out these solutions under the guidance of the Director.
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4.9 Company Security Officer

Designation: As required by the ISPS Code (A/11) the Company has designated a Company
Security Officer (CSO) responsible for security for the ship.
Duties and Responsibilities (ISPS A/11.2)
(1) The CSO is responsible for ensuring SSA is carried out and the development,
submission for approval, implementation and maintenance of the Plan for the ship.
(2) The CSO will provide the ship with any advice issued by the flag state on the level of
threat likely to be encountered, or on other relevant security related matters, using
appropriate security assessments and other information.
(3) The CSO will, with the co-operation of those responsible for security on the ship and
following consultation with them, ensure that the Ship Security Plan is modified or
amended, as appropriate, to address any identified security deficiencies and satisfy the
security requirements of the individual ship. The CSO will arrange for regular
assessments (ISPS B/9.5.1), internal audits (ISPS A/9.4.8) and reviews (ISPS B/9.2.6) of
security activities and for any necessary verifications of the ship’s security provisions
(ISPS A/11.2.6), and the preparation (ISPS B/9.5.2) and submission for approval (ISPS
A/11.2.3) of amendments to this Plan by, or on behalf of, the flag state.
(4) Although the CSO is available for consultation and advice at all times, the master and/or
Ship Security Officer have been requested to prepare and submit reports on any issues
related to the security of the ship which arise during their period of service on the ship.
In this way, the Company will be able to assess the continued effectiveness of the Ship
Security Plan and, where necessary, arrange for its amendment.
(5) Any identified lack of adequate training for personnel responsible for the security of the
ship, problems related to co-ordination of security arrangements with port facilities, or
conflict between security provisions and safety requirements will be immediately
reported to the Company Security Officer.
(6) The Company Security Officer will have knowledge and have received training that
takes into account the guidance contained in Part B of the ISPS Code.
(7) The CSO will also assist in enhancing security awareness and vigilance amongst the
crew.
(8) In order to ensure the effective coordination and implementation of the SSP, the CSO
will participate in exercises at appropriate intervals, liaising with vessels’ Master and
SSO.
(9) The CSO is to ensure that any alternative or equivalent arrangements approved for a
particular ship or group of ships are implemented and maintained.
(10) When there is a rescue incident on board the ship, CSO participates in the rescue team in
the Company and is a member of this team
4.10 Financial security for crew repatriation and shipowner responsibility
4.10.1 Repatriation of a seafarer
The Company will bear the cost of repatriation under the terms of the applicable CBA or
individual contract, in particular:
- The cost of travel to the repatriated destination;
- Expenses for meals and accommodation from the time the crew member leaves the ship
until they reach the repatriation destination;
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- Wage and allowances from the time the crew member leaves the ship until they reach
the repatriation destination, if so designated by the flag State or the collective agreement
and labor contract;
- The cost of transporting a maximum of 30 kilograms (kg) of baggage to the repatriation
destination; and
- Medical treatment if necessary until the crew member is fit to return to the repatriation
site.
Seafarers are legally repatriated and do not bear the cost of repatriation when:
- Crews have reached the agreed length of the ship (between the Company and the crew)
while the crew members are on board;
- Termination of the contract by the company where the crew member is not at fault;
- Sick crews, maritime labor accidents are not capable of performing work onboard;
- Ship sunk;
- Ship sale or change of ship registration (due to change of ship-owner, flag state);
- Ships operating in war zones where crew members disagree continue to work on board;
- Other cases under separate arrangements relating to repatriation in the contract.
The Company shall bear the following expenses for crew members who are sick or injured
according to the regulations of the flag State:
- Expenses for crew members working on board when sick or injured from the
commencement of the mission to the date of repatriation or arising from work on such
days;
- Compensation in the event of death or inability to work for a long time due to sickness
or occupational disease, as provided for in the legislation of the flag State, employment
agreement of the seafarer or collective bargaining;
- The cost of medical care, including medical treatment and the provision of necessary
medical and medical equipment, away from home until the crew member has recovered,
or until the illness of the seafarer is show that is chronic; and
- The cost of burial in the event of crew death on board or on shore during recruitment.
If a crew member becomes ill or injured, the Company will be responsible for:
- Pay full salaries as long as crew members are sick or injured while on board or until
their crew is repatriated in accordance with the MLC;
- Pay all or part of the wages as prescribed by the flag State or as stated in the collective
accord from the time of repatriation or ashore until they recover or, if earlier, until when
crew members are entitled to cash benefits under the laws of the flag State.
Cases where the Company may be excluded from liability in accordance with the provisions of the
flag State:
- Injury that occurs beyond the time the crew member aboard the ship;
- The crew member is injured or sick due to the intentional misconduct of the crew
member who is sick, injured or killed;
- Accidental illness or injury is recruited when recruited.
The financial security system is arranged by the Company through financial security providers to
assist the crew in the following cases:
- When the ship-owner fails to pay repatriation expenses to the crew;
- When the owner of the ship leaves the crew in a state of inadequate care or support;
- When the ship-owner, in other ways, unilaterally terminates his or her relationship with
the crew member, including failure to pay crew members for a period of at least 2
months.
The financial security system is only of a supportive nature:
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- Salary and other benefits that the Company commits to pay to the crew member under
the employment agreement, collective bargaining agreement or Vietnamese law and no
longer than 2 months.
- Essential needs of the crew include: food, clothing if needed. accommodation, drinking
water, fuel necessary to survive the ship's continued maritime journey, medical care and
other costs or liabilities incurred in the event of termination until the crew member
returns home.
4.10.2 Responsibilities of the ship-owner
The Company provides a financial security system through financial security providers for
contractual payments in the event of death or serious injury to crew members due to injury, illness or
occupational disease. The employer is stated in the employment contract or collective agreement:
- Contractual remuneration is fully paid without delay;
- Do not force the seafarer to accept less than the amount specified in the contract;
- If the level of disability is unclear, temporary payments will be made;
- Crew members have the right to act directly.
The Company provides a Financial Security System through financial security providers to
compensate for the costs of medical care and medical examinations and to stay away from home for
a period of not less than 16 weeks from Day crew was injured or sick.
4.11 Shipboard organization
The organization of the SLMS on board is shown in the below diagram:
Master
Health and Safety Committee

Master: Team leader
Chief Officer: Team member
Chief Engineer: Team member
Third Officer: Team member
Bosun: Team member
Fitter: Team member
Deck Department Engine Department
Chief Officer Chief Engineer

Deck Officers 2nd Engineer
Radio Officer Engineer Officers
Bosun Fitter
Able seaman Oiler
Ordinary seaman Electrician
Cook
Steward
4.12. Authority and Responsibilities of the Master

4.12.1 The Master has the following responsibilities:
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(1) Thoroughly understand the SLMS of the Company.

(2) Implement and maintain the policy for safety and environment protection of the
Company.
(3) Encourage the crew to obey the policy for safety and environment protection.
(4) Give appropriate orders and instructions in a clear and simple way.
(5) Check and confirm that the requirements are complied.
(6) Have thorough knowledge of the conditions of the vessel in all aspects including hull,
machineries, equipment and crew.
(7) Carry out quarterly check the conditions of the vessel according to “Check list for ship
safety”, HT-02-02.
(8) In the end of June and December, review the SLMS on board and report in the "
Master’s Review of the SLMS ", HT-02-01 in order to review and to recognize the non-
conformities in the Manual, evaluate the training on board and give recommendations.
(9) Keep the Certificates and important documents and is responsible for carrying the
important documents when abandonment of the vessel is required.
(10) Can only leave the vessel after transferring all the responsibilities to the Chief Officer or
after handing over to the on-signing Master.
(11) Be responsible for the safe navigation, safety of personnel, the vessel, other properties
on board and the environment.
(12) By all means and at all times, protect the interest of the Company.
4.12.2 The Master must take care of the followings:
a) Before departure:
- Prepare voyage plan.
- Pay attention to the requirements of supplies such as: fuel oil, diesel oil, fresh water and
spare parts.
- Pay attention to the chart corrections, other relevant documents, notices to mariners, tide
tables and other navigational books.
- Pay attention to the conditions of the machines and other navigational and safety
equipment.
- Pay attention to the expiry date of the vessel’s documents, certificates of officers and
crew’s certificates of competency, ...
- Pay attention to things that may be encountered during the voyage, such as: ambiguous
targets, narrow channels, and heavy traffic,...etc
- Pay attention to the voyage instruction of the company and the Charterers.
b) During the voyage:
- Pay attention to the safety of navigation, personnel, property and the environment.
- Follow the charted route as instructed.
- Follow the instruction of the company in relation to daily reports and other reports as
required.
- Pay attention to the position and time when the Master must be in the bridge to assure
safety navigation.
c) In port
- Arrival and departure checklist before entering the port.
- Pay attention to the loading and discharging of high value, super-weight and dangerous
cargoes.
- Pay attention to the prevention of pollution and safety in port.
- The Master must pay attention to the benefits of the Company.
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4.12.3 Authority of the Master

(1) The Master has the overriding authority and is responsible for his decisions in
relation to the safety and the prevention of pollution. The Master also has the
authority to request the assistance of the Company when necessary.
(2) The Master is the representative of the Company, responsible for commanding the
vessel.
(3) Oversee the crew carrying out the tasks givens according to the rules and mandatory
requirements.
4.12.4 In addition, the Master shall carry out other duties specified in MOT’s Circular No.
23/2017/TT-BGTVT, dated 28/07/2017.
4.13 Authority and Responsibilities of the Chief Officer:
In charge of the deck department. Observe, maintain the machineries and equipment managed
by the deck department. Assign tasks for and deck officers and crew in the navigation and
maintenance of the vessel.
Before dry-dock or scheduled repairs, the Chief Officers must prepare list of deck repair items
and submit to the Master; after completion of repair, sign the work completion report to
confirm the quality of repair and work results.
Keep the safety for all the works on board; prevention of oil pollution.
Keep the vessel clean, hygienic and in good order.
Twice a day, the Chief Officer must check the record book of fresh water, ballast water, bilge
water as recorded by the crew in charge.
Manage the stores, spare parts of the deck department.
Always keep the vessel in a stable condition in terms of: stability, drafts, stress and list.
The Chief Officer is in charge of the cargo operations of the vessel.
Before loading cargo
- Prepare cargo plan.
- Calculate vessel’s stability and drafts.
- Forecast the departure conditions and report to the Master for Approval.
- Check the technical conditions of the cargo gears, cargo holds and other preparations for
the cargo operations.
- Instruct the officer on duty carefully with regards to the loading plan.
Discharging and loading cargo
- The Chief Officer must be on board during the loading and discharging of cargoes.
- Supervise the loading/discharging of the high value, super-weight and dangerous
cargoes and make plan for loading/discharging and maintaining cargoes.
- By all means, suitably organize the work to speed up the cargo operation.
- Pay attention to the safety of crew, stevedores, condition of cargoes, fire prevention,
prevention of pollution, etc and possible damage to the vessel.
- Make record to the documents relating to the cargo operation as necessary.
Before arrival and departure
- Report to the Master the condition of the vessel
- Check the number of crew on board, search and find stowaways on board.
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- When the vessel is anchored, before the vessel arrive/depart the port, the Chief Officer
must be at the vessel’s bow.
During the voyage
- Watch keeping the bridge.
- Instruct and supervise the maintenance work of the Bosun, AB and OS according to the
"Maintenance plan".
- Maintain the cargo.
- Carefully check the conditions of the cargo gears, cargo holds and other preparations for
the cargo operations.
Perform other tasks as ordered by the Master. The Chief Officer can only leave the vessel
when the Master is on board.
4.14 Authority and Responsibilities of the Second Officer
Perform the tasks ordered by the Master and the Chief Officer.
Take part in watch keeping at sea and in berth, attend the bridge when the vessel is berthing,
de-berthing or shifting.
Manage all the navigational equipment, charts and nautical publications; maintain the fire-
fighting equipment on board.
The Second Officer must perform the followings:
- Check and test periodically the working conditions of the safety equipment that he is in
charge.
- Receive navigational information and notices to mariner in order to correct and update
charts and nautical publication.
- Records the operation of the navigational equipment on board, determine errors, adjust
errors.
- At least one (01) hour before the vessel depart, check all the navigational equipment,
record the results in the logbooks and report to the Master.
At least three (03) hours before the vessel depart, report to the Master all the preparations for
the voyage that he is responsible for.
Maintain GMDSS equipment, prepare reports when required by the Master.
Manage the spare parts that he is in charge of.
4.15 Authority and Responsibilities of the Third Officer
Manage and maintain the life-saving apliances and the medical stores, prevent the appearance
of illegal medicines or substance on board.
Assist the Master in the supply of food and ensure food safety and hygiene. Request suppliers
to provide receipt and health safety certificate.
Take part in watch keeping at sea and in berth, attend the bridge when the vessel is berthing,
de-berthing or shifting.
Perform other tasks ordered by the Master and the Chief Officer.
4.16 Authority and Responsibilities of the Bosun
The Bosun is in charge of the AB and OS and is totally responsible for carrying out the tasks
ordered by the Chief Officer.
Direct the execution of the daily works plans approved and required by the Chief Officer.
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Check the areas, locations around the vessel to have plan for maintenance or repair, cleaning-
up or recovering the working conditions of the equipment.
When the vessel arrives/ departs or maneuvers, the position of the Bosun is the bow.
Take part in the works relating to the loading/discharging of cargo as required by the Chief
Officer or the Officer on duty.
Every month, the Bosun must record the consumption of deck spare parts and report to the
Chief Officer.
Check the level of the fresh water tank, ballast tank and cargo hold bilge twice a day.
Carry out other tasks as required by the Master, Chief Officer.
4.17 Authority and Responsibilities of AB
The AB must take part in the work of the deck department as required by the Chief Officer,
Officer on duty and the Bosun.
AB must take part in watch keeping at sea and in berth.
AB must take part in watch keeping on the bridge when the vessel is anchored.
Attend at the bridge or at the stern when the vessel is berthing, de-berthing, shifting or starting
the voyage.
Take part in the loading/discharging of cargo in port as required by the Chief Officer, Officer
on duty.
Carry out other tasks required by the Chief Officer, the Officer on duty and the Bosun.
4.18 Authority and Responsibilities of OS
OS must take part in the works of the deck department.
Carry out the maintenance work as required by the Bosun.
Take part in the loading/discharging of cargo in port.
Attend at the bow or stern when berthing, de-berthing or shifting.
Carry out the task of the AB in case the Chief Officer, Officer on duty or the Bosun requires.
Carry out other tasks required by the Bosun.
4.19 Authority and Responsibilities of the Cook
The Cook manages and conducts jobs of the catering department. The Cook has the followings
responsibilities:
1) Organize works in the galley and prepare daily meals for crew and visitors;
2) Maintain and use food and stores for crew catering;
3) Receive and distribute food and stores for catering staff to prepare for daily meals and
plan menu ensuring quantity and hygiene;
4) Manage food stores, galley equipment and utensils. Carry out maintenance and repairs
and request for supply and replacement;
5) Maintain hygiene in the galley, equipment and mess room.
4.20 Authority and Responsibilities of the Steward
Assist the Cook in preparing meals, rationing and washing up.
Clean the Master’s bedroom.
Clean public rooms, toilets and public bathroom.
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Store and preserve foods.

Serve meals for pilot and guests…
Manage garbage according to Garbage Management Plan.
Carry out other tasks required by the Cook.
4.21 Authority and Responsibilities of the Chief Engineer
Chief Engineer is the assistant to the Master and in charge of the Engine Department,
responsible for controlling all the management and implementation of the functions of the
Engine Department.
Maintain, manage and operate all the machines of the Engine Department
Must attend the engine room when maneuvering
The Chief Engineer must take part in:
- Manage, arrange and assign tasks appropriately in order to complete the maintenance
plan and avoid excess work for crew of the engine department.
- Ensure safe operation of the engine, safety for people, for the environment and
prevention of pollution
- Require the Engine Officers to set up periodical and daily maintenance plans and assist
them to finish the plans.
- approve “Bunker receiving plan” from Third Engineer and pay particular attention to the
quality, quantity and volume of the tanks. Estimate measurements of the tank after
receiving bunkers, requires the bunkering company to fill the correct tanks. Arrange oil
pollution preventing equipment.
- Report immediately to the Master when there is problem that may affect vessel’s
schedule.
Require and approve estimates for spare parts that will be used by the Chief Officers. Require
the Engine Officers to report on the management and consumption of spare parts.
Supervise the daily consumption and report the ROB to the Master.
Be responsible for the operation of the engines, recording and reporting as company
requirement.
Keep the important documents of the Engine Department, except the documents that the
Master keeps. Be responsible to carry the important documents when the vessel is abandoned.
When carrying out the repair items on dry-dock as scheduled, the Chief Engineer must report
list of repair items, including items that the crew will carry out, to the Master. On completion
of repairs, the Chief Engineer must sign the work completion report, certifying the quality and
result of the repairs.
4.22 Authority and Responsibilities of the Second Engineer
Second Engineer is the assistant to the Chief Engineer and must command and direct his
subordinates to carry out the duties of the Engine department.
Take part in watch keeping at sea and in berth, attend the engine room to prepare for and
operate main engine when berthing/de-berthing, shifting or starting sailing.
Direct the operation of the Engine department. Implement and supervise the maintenance
plan. appropriately arrange and assign labor to fulfill the requirements of the Chief Officer.
Have constructive actions in order to keep the engine room operating safely, cleanly and does
not cause pollution.
The Second Engineer is responsible for:
- Main engine and other related engines/equipment.
- Propulsion system, propeller, stern tube.
Page: 14 / 17
- Fresh water generator,

- Steering gear system.
- Fire fighting system in engine room.
- Lubrication system.
- Cargo handling machineries.
- Deck machineries: winches and windlasses.
- OWS, sewage treatment plant, ballast water treatment plant.
- Automation system, gauges and measuring equipment and tools.
- Emergency engines.
Manage the provision of lubrication oil and other oils, records the daily oil consumption and
report to the Chief Engineer.
At the request of the Chief Engineer, prepare order for spare parts that he manages.
Keep important documents, official certificates, and record books, except for documents kept
by the Chief Engineer. Prepare reports relating to the working condition of the engines at the
request of the Chief Engineer.
Report to the Chief Engineer all the preparation for the voyage that the Second Engineer is in
charge of at least 3 hours before vessel departure.
Maintain ship’s electrical system and equipment, except GMDSS, in case ship is not manned
with an Electrician.
Carry out other task as requested by the Chief Engineer.
4.23 Authority and Responsibilities of the Third Engineer
Assist the Second Engineer in operating and maintaining engines.
The Third Engineer is responsible for the following equipment:
- Auxiliary engines and related machines/equipment.
- Air compressor system and related machineries.
- Fuel system and related machineries.
- Fuel oil purifier, L.O purifiers and related machineries.
- Make plan for receiving bunkers.
Be responsible for receiving bunkers, manage and measure oil daily, make records and reports
the ROB to the Chief Engineer.
At the request of the Chief Engineer, prepare order for spare parts that the Third Engineer
manages. Make records and report the usage of spare parts to the Chief Engineer.
Report the preparation for the voyage that he is in charge of to the Chief Engineer at least 03
hours before vessel’s departure.
Carry out other tasks requested by the Chief Engineer.
4.24 Authority and Responsibilities of the Fourth Engineer:
Assist the Second Engineers in operating and maintaining the engines.
Page: 15 / 17
The Fourth Engineer is responsible for the following equipment:

- Boiler and related system.
- Systems of fresh water, ballast water, toilet water, bilge, oily water separator, which
include pumps, pipes and valves of the systems.
- Air conditioning and refrigeration systems.
- Engines of life boats, rescue boat
At the request of the Chief Engineer, prepare order for spare parts. Make records on the usage
of spare parts, report to the Chief Engineer.
Report the preparation of the voyage that he is in charge of to the Chief Engineer at least 03
hours before vessel’s departure.
Carry out other tasks requested by the Chief Engineer.
4.25 Authority and Responsibilities of the Fitter
Fitter is the leader of the team of oilers and take part in the works of the Engine department.
Be responsible for maintaining, repairing the equipment on board as requested by the Master,
Chief Engineer or Second Engineer.
Maintain the motors, engines according to the maintenance plan approved by the Second
Engineer.
Attend the engine room when the vessel is berthing/de-berthing, shifting, starting sailing or
arriving ports.
Keep and maintain the equipment, tools, effects, and stores of the Engine department tidy and
in order.
4.26 Authority and Responsibilities of the Oiler
The oiler takes part in the works of the Engine department as requested by the Second
Engineer, Engine Officers and Fitter.
Take part in keep watching at sea and in berth.
Assist the Engine Officer in maintaining the engines so that they are always in good working
condition.
4.27 Authority and Responsibilities of the Electrician
Electrician is managed and operated directly by Engine officers duty. Electrician following
tasks:
1. Ensure that the working regime of power and other electrical equipment in accordance with
technical progress. Ensuring continuous power supply to the entire ship. When detecting
device and the device is not normal activity, they must promptly Engine officer duty for
remedial measures;
2. To ensure the proper exploitation of the technical process for the generator, generator
malfunction, the electric motor crane, hoist, auxiliary power of diesel, battery malfunction,
automatic electric boiler , the electric fans, other electrical equipment and lighting systems on
board;
3. Maintenance of electric equipment such as automatic steering gear, communications
equipment by telephone, repairing and replacing electrical equipment activities under the
guidance of second Engine officer.
4.28 In addition, the crews shall carry out other duties specified in MOT’s Circular No.
23/2017/TT-BGTVT, dated 28/07/2017.
Page: 16 / 17
4.29 Safety and Health Committee

Each seafarer is responsible for the safety, health and environment within the scope of their
activities. They shall monitor, carry out their duties, report and rectify defects and non-
conformities which may violate the safety, health and environment.
The utmost purpose is to minimize injuries due to self-inflict or accidents by improve safety
and environment awareness in the day to day operation of the ship. This is every ship’s
priority.
4.29.1 Safety and Health Committee
Members of the Safety and Health Committee shall include:
1. Master - Chairman
2. Chief Engineer - Deputy
3. Chief Officer – Member (Safety Officer)
4. Third Officer - Member
5. Bosun - Member (Seafarer’s Safety Representative)
6. Fitter - Member
All members of the safety and health committee should be given adequate information, e.g. in
writing and by audio-visual materials, etc., on safety and health matters.
Committee members should not be subject to dismissal or other prejudicial measures for
carrying out functions assigned to this role.
The safety and health committee should be consulted during the planning or alteration of
shipboard work processes which may affect safety and health.
The safety and health committee should have access to information on hazards or potential
hazards on board which are Known to the ship owner and master, including information on
hazardous or dangerous cargoes. The committee members should have access to the
International Maritime Dangerous Goods Code and other relevant IMO publications.
4.29.2 Duties and Responsibilities of the shipboard Safety and Health Committee
A safety and health committee should assist in the implementation of the ship owner's safety
and health policy and programs and provide seafarers with a forum to influence safety and
health matters.
The duties and responsibilities of the safety and health committee include but are not limited
to:
(a) Ensuring that the competent authorities and the ship owner's safety and health
requirements are complied with;
(b) Making representations and recommendations on behalf of the crew through the master
to the ship owner;
(c) discussing and taking appropriate action in respect of any safety and health matters
affecting the crew, and the evaluation of adequate protective and safety equipment,
including lifesaving equipment; and
(d) Studying accident reports.
4.29.3 General duties and responsibilities of the Safety Officer
The safety officer should implement the ship owner's safety and health policy and programme
and carry out the instructions of the master to:
(a) Improve the crew's safety awareness;
Page: 17 / 17
(b) Investigate any safety complaints brought to his or her attention and report the same to
the safety and health committee and to the individual, where necessary;
(c) Investigate accidents and make the appropriate recommendations to prevent the
recurrence of such accidents;
(d) Carry out safety and health inspections; and
(e) Monitor and carry out the on-board safety training of seafarers.
Whenever possible, the safety officer should seek the cooperation and assistance of the safety
and health committee and the safety representative(s) and others in carrying out these duties.
4.29.4 General duties and responsibilities of the safety representative
Unless contrary to national law or practice, the safety representative should represent the crew
on matters affecting their safety and health.
In carrying out the role of safety representative, access to information, assistance and advice
should be provided, where necessary, by the safety committee, the ship owner and
professional bodies including workers' organizations.
The safety representative:
(a) Should be elected or appointed by and from the crew and should participate in meetings
of the safety and health committee;
(b) Should not be subject to dismissal or other prejudicial measures for carrying out
functions assigned to this role.
The safety representative should:
(a) Have access to all parts of the ship;
(b) Participate in the investigation of accidents and near-accidents;
(c) Have access to all the necessary documentation, including investigation reports, past
minutes of safety and health committees, etc.; and
(d) Receive appropriate training.
4.29.5 Safety, health and environment meetings
The Safety and Health Committee organize monthly meetings regarding shipboard safety,
health and environment with the attendance of all crew. Ad-hoc meeting is carried out when
there is major accident, food poisoning or other health problems leading to accidents or fatality
and marine pollution. Minutes of the Safety and Health meetings shall be recorded on form
HT-02-03
Minutes of the Safety and Health meetings shall be posted so that all seafarers can access. A
copy shall be sent to DPA.
5. FORMS/ RECORDS
- Master’s Review of the SLMS, HT-02-01.

- Checklist for Ship Safety, HT-02-02.
- Minutes of Safety and Health committee meeting, HT-02-03.
- Record for safety management meeting at Company, HT-02-04.
- Company Emergency Contact List,

HT - 02 Procedure For Organisation, Responsibilities

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Controlled No.

DESIGNATED INTERNA AUDIT

ADMIN. & TECHNICAL & SHIPPING

4.2 The Director

4.3.3 Company’s record

(6) Monitor and instruct cargo loading/ discharge in ports;

4.9 Company Security Officer

Health and Safety Committee

Deck Department Engine Department

Chief Officer Chief Engineer

4.12. Authority and Responsibilities of the Master

(1) Thoroughly understand the SLMS of the Company.

4.12.3 Authority of the Master

Store and preserve foods.

- Fresh water generator,

The Fourth Engineer is responsible for the following equipment:

4.29 Safety and Health Committee

- Master’s Review of the SLMS, HT-02-01.

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