Crew Administration: Visas, Certificates, Travel and Handover

Getting a seafarer onto a ship in good shape takes far more than a contract. The archived DeltaMeco page on crew administration lists the paperwork and planning that an agency handles so that a person arrives rested and ready.

The checklist

Per the page, an administration team typically works through the following for each seafarer:

• Keeping visas and other documents up to date.
• Making sure marine qualifications meet the latest IMO regulations.
• Organising travel to and from the ship, with enough time for rest and for a proper handover on board.
• Coordinating with shipping agents in port so the handover goes smoothly.
• Obtaining flag-state licences in good time where they are required.
• Applying for an “OK to board” when it is needed.
• Being reachable around the clock so each seafarer has someone to call if a problem arises.

Why it matters

A missing visa or an expired certificate can delay a crew change and leave a vessel short-handed. Fatigue is another concern: if a seafarer travels badly or has no time to hand over, safety can suffer. That is why the list pays attention to rest periods.

Travel costs

The archived page also claims the agency obtained competitive airfares without a worse travel experience for crew, thanks to a long relationship with a major marine travel department. This is the agency’s own claim and is unverified.

See also the training and development page and the crew management overview.