Personnel Logistics Team Lead

Our client is looking for a Personnel Logistics Team Lead for a permanent position, located in Aberdeen (Hybrid Working)

ROLE

This role involves working in a small personnel logistics team, supporting the Aberdeen office and its global worksite’s.

RESPONSIBILITIES

• Supervise, mentor, and provide support to the Personnel Logistics Team as needed.
• Monitor workload and ensure the even distribution of vessels and worksites across the Personnel Logistics Team.
• Act as the first point of contact/focal point for Personnel Logistics.
• Regularly liaise with the ROV, Survey, Vessel, and Assets departments.
• Serve as the focal point for the Travel Management Company (TMC), ensuring that services and systems provided are fit for purpose.
• Issue weekly travel report to the HR Manager/Managing Director.
• Provide the Personnel Tracker weekly to the HR Manager/HR Supervisor.
• Produce the Monthly Vessel/Worksite Allocation Look-Ahead Report.
• Distribute travel updates and communications to all Offshore staff.
• Welcome new offshore personnel to the company and provide an overview of Personnel Logistics.
• Personnel Logistics Responsibilities:
• Mobilising and demobilising personnel from worldwide locations in a timely and cost-effective manner to meet crew change schedules.
• Acting as the Personnel Logistics Focal Point for allocated vessels, ensuring Department Managers, Offshore Personnel, and the Personnel Logistics Team are updated on vessel-specific mobilisation and visa procedures. You will manage all aspects of personnel logistics related to the assigned vessel.
• Ensuring all offshore certifications are valid before mobilisation.
• Working closely with the HR Team to ensure that offshore training and medical refreshers are booked in a timely manner, in accordance with mobilisation schedules.
• Ensuring all travellers have their Travel EProfiles set up, and that personal details are kept updated.
• Booking and managing all travel (flights, car hires, hotels, trains) through the company’s Travel Management Company (TMC), ensuring travel is arranged per contractual and operational requirements, and in line with Work Instructions.
• Updating the Offshore Personnel Tracker (Teams).
• Maintaining the HR Headcount Report to record vessel movements (on/off rotational dates).
• Keeping the Personnel Details Staff List updated with crew travel preferences.
• Liaising with offshore personnel to provide required crew change details and information.
• Managing and requesting client-specific training for offshore personnel through the Training Department, as required.
• Working closely with the Visa Coordinator to ensure all necessary visas and work permits are applied for in line with the ROV, Survey, and Vessel rosters.
• Assisting the wider HR team with personnel movements and liaising with recruitment officers regarding new personnel.
• Participating in the on-call rota, addressing out-of-hours queries from vessels and personnel (covering Thursday to Thursday).
• Performing any other ad hoc duties as required by the Personnel Logistics Team Lead and/or HR Supervisor.
• Ensuring all activities are carried out in accordance with Saipem’s health, safety, quality, and environmental policies and procedures.

REQUIREMENTS

Required Experience and Skills:

• Proven experience in organising global travel and knowledge of visa processes.
• Experience working within a Personnel Logistics Department.
• Strong organisational skills with the ability to prioritise tasks and meet deadlines.
• High level of confidentiality with excellent interpersonal and customer service skills.
• Strong written and verbal communication skills.
• Ability to adapt to change in a busy working environment.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Desirable Experience:

• Experience in the Oil and Gas industry.
• Understanding and appreciation of offshore industry training and certification requirements.