SMS Policy

INTEGRATED SAFETY MANAGEMENT SYSTEM Section: 01
Version: 1-00
Issued: 01.03.2019
POLICY MANUAL
MARVIN SHIPPING SERVICES

INTEGRATED MANAGEMENT
SYSTEM
POLICY MANUAL
MARVIN SHIPPING SERVICES INC. Page 1 of 3 IMO: 5984091

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Issued: 01.03.2019
POLICY MANUAL
POLICY INDEX
Section Revision Title
1 1-00 Policy Index – Amendment Details
2 1-00 Vision & Mission Statement
3 1-00 Scope and Description of the Marvin Shipping Management System
4 1-00 Organisational Structure, Responsibilities & Accountabilities
5 1-00 Quality Policy
6 1-00 Health and Safety Policy
7 1-00 Environmental & Energy Policy
8 1-00 Drugs and Alcohol Policy
9 1-00 Security Policy
10 1-00 Social Responsibility Policy
11 1-00 Social Media Policy
12 1-00 Navigation Policy
13 1-00 Cargo Operations Policy
14 1-00 Emergency Response Policy
15 1-00 Vessel Maintenance & Inspection Policy
16 1-00 Equipment Calibration Policy
17 1-00 Recruitment, Training & Appraisal of Seafarers Policy
18 1-00 Shore Based Personnel Management Policy
19 1-00 Communications Policy
20 1-00 Purchasing Policy
21 1-00 Contract Review Policy
22 1-00 Planning of Product Realization Policy
23 1-00 Vessel Performance Monitoring Policy
24 1-00 Document Control Policy
25 1-00 Internal Audit Policy
26 1-00 NCRs, Accidents, Hazardous Occurrences & Occupational Injuries and
27 1-00 Management Review Policy
28 1-00 Company Objectives Policy
29 1-00 Customer Focus Policy
30 1-00 Business Conduct & Ethics Policy
31 1-00 Whistle blowing Policy
32 1-00 Cyber Risk Management Policy
33 1-00 Sequence & Mapping of Company Processes Policy
34 1-00 Quality Records & Filing System Policy
35 1-00 List of Procedures
36 1-00 ISM, ISO 9001 & 14001, Compliance Matrices
Effective Date Approval Signature
01/03/2019 Managing Director

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Issued: 01.03.2019
POLICY MANUAL
AMENDMENT SECTION
Section No. Date Effected Amendment Details

INTERGRATED SAFETY MANAGEMENT SYSTEM Section 2
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POLICY MANUAL Issued: 01.03.2019
VISION STATEMENT
To be a world leader in shipping services by maintaining trustworthy relationships with our
customers, employees and partners yielding safe, environmental excellence and best returns for
shipping society and the environment.
MISSION STATEMENT
“Marvin Shipping Services Inc. is committed to strictly comply with all applicable Safety,
Environmental, Health, Energy Efficiency, Quality and Security requirements and to ensure
sustainability of its business by delivering competitive and on time sea transportation services
safely and efficiently under profitable controlled business environment”
The Company considers Safety, Environmental Protection, Energy, Health, Security and Quality
excellence as the equivalent to OCIMF TMSA Stage 4 compliance.
The company has set such compliance to OCIMF TMSA Stage 4 as its prime operational target and has
officially set the following long term aspirations and goals:
➢ Zero spills or releases to the environment

➢ Zero incidents
➢ Zero PSC deficiencies
➢ Zero Customer Complaints
➢ Reduction in permitted emissions
➢ Operation at a stage of excellence (OCIMF TMSA Stage 4)
The Company aims to reach these long-term aspirations and goals through continual improvement.
Company personnel ashore and aboard should strive to achieve HQSEE excellence by adopting a Safety
culture and the concept of Safe Operations related to their assigned duties and responsibilities.
The Management is committed to actively participate in the implementation of the Marvin Shipping
Integrated Management System and to provide the necessary conditions to improve performance in the
areas of safety and environmental protection at all levels throughout the company.
The Company promotes the concepts of safety, environmental and quality excellence and expects all
employees from the top management to every seafarer serving on board to participate in the effort to
achieve and sustain long-term improvements towards a state of excellence.
The Company’s mission statement shall be reviewed annually as well as whenever changes in the
company’s operating environment require such review. The purpose of the review is to ensure that the
company’s mission statement always remains in line with the Company’s long term goals and
objectives and provides a clear message to the company’s human resources.
Mr. Thanos Kairaktidis
Date: 1st March 2019
Managing Director

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Scope and Description of the “Marvin Shipping Services Integrated Management System
MARVIN SHIPPING SERVICES INC. is Shipping Company operating Tanker Ships.

The ISMS is written in the working language which is the English language.
Our Objectives are:
 To transport oil, oil and chemical products as well as other liquid cargoes in bulk Safely,
Environment friendly and efficiently with respect to our employees and the community.
 To enhance company’s reliability in offering these service.
 To safeguard company’s consistency and optimization in performance quality and
performance reliability, whereby people, equipment, material and environment interface in a
way that their maximum potential is realized
 To create additional values such as:
 International community image
 Job pride amongst employees
 Well trained workforce
 Direct/indirect contribution to the community
The Company supports the need for a comprehensive and effective Safety, Health, Quality, Energy
efficiency and Environmental management system to ensure that the services offered by this
organization meet customer requirements and applicable statutory and regulatory requirements.
That management system is detailed in this policy manual. It is approved and issued on the authority of
the Management.
The Marvin Shipping Services Integrated Management System (MSSIMS) is designed to operate within
the requirements of ISO 9001, ISO 14001, ISM, ISPS & MLC2006 codes and high stages of the Ocimf
TMSA.
In applying the requirements of the ISO standards, any clauses that are deemed inappropriate due to the
nature of the organization’s business, are identified and excluded from the scope of this policy manual.
Such exclusions include:
a) ISO9001 Clause 8.3 Design and Development as the Company is not involved in such
operations/processes,
The purpose of this manual is to document the policies of a management system that enable the
organization to provide consistent services which meet Environmental, Energy efficiency, Safety &
Health requirements, customer’s requirements as well as continually improving customer satisfaction
through effective and efficient application of its processes.
The processes necessary for an effective and efficient operation of the Company are defined within this
integrated quality management system and are subject to continued assessment for their suitability and
use. These include processes for management activities, resource planning and allocation, product
realization and performance measurement as well as outsourcing.
The Company’s management system adopts a process approach to sustained operational improvement
(Plan – Act – Measure – Improve).
This requires the understanding of the Company’s key processes, their sequences and interactions. The
sequence and mapping of these processes is illustrated in section 33 of this Policy Manual. The

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interaction between the different processes is described in terms of references and cross-references
within the Policy Statements and/or Procedures.
Marvin Shipping Services has deterimined the following internal & external inputs to be relevant to the
purpose and strategic direction of the company and the SMS:
Internal External
Provision of Services National & International Regulations/ Standards
MSS Management/ Responsibilities/ Organization Domestic & International Legislation
Capabilities – Processes and Systems Global issues impacting service sectors
Employee Morale and View of the Company Interested Parties’ requirements
Health, Safety, Environmental, Quality & Energy Market trends
Efficiency performance
The issues stated above are reviewed during the Management Review and evaluated for relevance with
respect to the scope of the organization. Changes affecting any inputs are identified and considered as
risk or opportunities.
The review of these issues is based upon an ongoing awareness of current events impacting social,
economic and technological influences on the company.
The following interested parties are relevant to the SMS of Marvin Shipping Services Inc.
Interested Parties Need

Customers  Quality of service
 Cost
 On time delivery
 Vessel’s overall HSSE performance
Oil Majors  Compliance with industry requirements and regulations
 Vessels’ overall condition and performance
Owner/ Shareholder  Profitability
 Return on investment
 Continued growth in the market
Management  Increased growth & profitability
 Efficiency and effectiveness of processes
Employees  Suitable work environment
 Health & Safety
 Proper training
 Availability of resources to complete a required task
Suppliers  Feedback on product/ service performance
 Increased scope and volume of purchase
 Long term contractual arrangements
 Insight and information on future needs
Regulatory bodies/ government  Compliance with applicable requirements and industry
(incl. Flags, Classification standards
Societies, PSCs & USCG)  Submission of applicable documents, forms and reports
 Ensure that vessels are constructed, operated and
maintained in accordance with the applicable standards,
regulations and requirements

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Interested Parties Need

Competitors  Lead times, pricing, delivery goals
 Market knowledge
 Capital Investments
 Gaps in service offerings
Bankers / Financiers  Company’s Profitability
 Continued growth in the market
 Overall performance
Marvin Shipping Services Inc. monitors and reviews information about these interested parties and their
relevant requirements and presents any developments during Management Review.

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OFFICE PERSONNEL INTERRELATIONSHIP MATRIX
Responsible Person/ Dept. for

Process Procedure development of the system (system Other responsibilities Time sequence Remarks
ownership)
Upon Initial Issue &
Control of ASMS All Office personnel to comply with P01
P01 Marine Assurance Manager Upon Any
Documentation requirements on use of controlled Documents
Amendment
-Marine Superintendent to check
-Upon initial
implementation on board.
employment
-Crew Operator to ensure
Control of D&A P02 -Marine Assurance Manager / DPA -At any other instance
compliance during initial
that may be considered
employment
necessary
- DPA to ensure implementation
-Crew Operator screens previous
employment cards to identify
suitable seafarers with satisfactory
-Upon Initial past performance, evaluate and
Superintendents Visiting Vessels Employment confirm the RPS (manning) agent
Certification & (To check on board availability of certificates) -During ship visits by performance
- Crew Operator
Qualification of P03 To review certificates during initial boarding and Superintendents Crew Operator also checks the
- Managers
Seafarers to confirm that certificates will remain valid - During initial validity of all certification/
during the contract duration boarding and the documentation of the new joining
contract duration crew. In addition to that, the
required by the flag administration
certificates should also be
confirmed.
-General and/or Ops. Manager
(Approval For Master & Ch.Officer)
-Operations Manager
(Approval For Deck Officers)
Selection & - General and/or Technical Manager Upon Initial
engagement of P04 Crew Operator (Approval for Chief Engineer & 2nd Engineer) Employment
seafarers - Technical Manager Pre-Employment
(Approval for Engineer Officers)
- Marine Assurance Manager/DPA Screening
Master-Chief Engineer and All Officers
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MARVIN SHIPPING SERVICES INC.
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ownership)
-Department Managers & key department staff Upon Initial
Familiarization of Familiarization should be verified
P04 Marine Assurance Manager (To Ensure That Relevant Familiarization Employment Of
Senior Officers by Department Manager
Requirement Are Satisfied And Explained) Senior Officers
Crew Operator
Marine Assurance Manager -Every 6 Months
Appraisal of -Screening of Appraisal Reports and Filing. - Crew Operator To Ensure Timely
P04 (Recording Of Outstanding Training Needs And -Upon Signing Off
Seafarers Reporting of training needs to the Marine Submission Of Records.
Follow Up Action, Until Close Out) -As Necessary
Assurance Manager
-Crew Operator
(To Update Crew File As Appropriate)
Marine Assurance Manager (Implementation -Superintendents
Training Of On
P04 of on board training program, including (To Check & Verify On Board The Status Of The Continuous
Board Personnel
follow up of outstanding training needs) company‟s training requirements during their
visits on board)
- DPA to ensure compliance
Onboard Crew Operator: RPS Agent to provide seafarers copy of the On
Complaint To ensure that seafarers are aware of the On board Complaint Procedure and Form and explain
P05 Prior signing on
Procedure board Complaint Procedure and Form (either them their right to lodge a complaint for any
awareness directly recruited or through an RPS Agent) breaches related to MLC requirements.
DPA: For complaints that cannot be
reconciled on board, responsible to notify the
Handling of Relevant to the nature of the problem Department
relevant Department Manager (depending on
onboard P05 Manager to reconcile the issue/ complaint as Per Case
the nature of the problem) and request the
Complaints required.
reconciliation of the issue in accordance with
the terms and conditions of employment.
Crew Operator:
Conditions for Responsible to ensure that seafarers RPS Agent to ensure that conditions for seafarers‟
employment on P07 employed on board have fair employment employment on board are according to MLC Continuous
board agreement, adequate leave, are timely paid provisions and Company standards.
and able to be repatriated
Technical
Monitoring of the
P08 As per agreed “Interrelationship for technical
Ships, Including
& related maintenance, repair actions & follow Technical Manager & Technical Superintendent Continuous
Maintenance,
P09 up”
Repairs, Surveys,
Defects Etc.
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ownership)
Department Managers:
Equipment
Technical Manager is responsible to ensure Monitoring of Equipment Calibration Log/
Control/ P10 Per Case
that procedure is being followed. Danaos System and taking additional action
Calibration
through Office, if necessary
Marine Supt.
Drills Program/ (To check on board implementation during ship
Emergency P11 Marine Assurance Manager / DPA visits) Continuous
Preparedness DPA to verify compliance during on board
attendances
Marine Supt. (To check on board implementation
On Board Safety/
during ship visits)
Health Practices
P11 Marine Assurance Manager / DPA Emergency Response Team Continuous
& Pollution
DPA to verify compliance during on board
Prevention
attendances
Reporting &
Follow Up of
Accidents, Serious
P12 Marine Assurance Manager / DPA DPA conducting incident investigations Per Case
Illness /
Hazardous
Occurrences
Reporting of Non- Masters and Internal Auditors. All NCRs should
P14 Marine Assurance Manager / DPA Continuous
Conformities be communicated/ acknowledged by the DPA
Department Managers responsible To :
1)Ensure that corrective/ preventive action
assigned to their department is timely completed
2)Report action and completion of follow up to
Marine Assurance Manager / DPA the Marine Assurance Manager / DPA
Corrective Action/
P15 (Overall Responsible for The Implementation 3)Ensure that all verification material is collected
Preventive Action
Of The Relevant Documented Process) and presented to the Marine Assurance Manager /
DPA
4) Report to Marine Assurance Manager / DPA
any delays and inabilities to complete and verify
action agreed.
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ownership)
Personnel assigned as Internal Auditors (Execute
And Report Internal Audit Results)
Marine Assurance Manager / DPA
Internal & Internal Audits should be communicated/
P16 Marine Assurance Manager / DPA Continuous to initiate unscheduled audits when
External Audits acknowledged by the DPA.
necessary
Organize & Follow-up External Audits &
Findings.
Managing Director, General Manager,
Management
P17 Marine Assurance Manager / DPA Departmental Managers (To participate in the At Least quarterly
Review
management review meeting)
Marine Assurance Manager / DPA (Overall Department Managers:
New vessel
P19 Responsible for proper documentation Provide any additional instructions as may be Per Case
acquisition
processing and required actions monitoring). required (i.e new type of vessel)
Managing changes
Marine Assurance Manager / DPA responsible to
to operations, Department Managers:
ensure that, where necessary, procedures or other
procedures, ship‟s P20 Review and approval of each management of Per Case
reference documentation is updated in accordance
equipment or change process as necessary.
with the changes carried out
personnel
Personnel Administrator
P21
Shore Based (Keep Employees Data Records updated)
P22 H.R. Manager Continuous
Personnel Marine Assurance Manager (Familiarize new
P23
office employees to the SMS requirements)
Operations Manager / Technical Manager/
Office Risk Marine Assurance Manager / DPA: Overall Marine Assurance Manager / IT Manger or a
P24 Continuous
Assessment responsible for procedure implementation combination of them responsible per case to
initiate RA.
Marine Assurance Manager / DPA: Overall
Vessel Risk Department responsible Manager & DPA to be
P25 responsible for relevant records receipt/ Continuous
Assessment notified of potential hazards.
filing.
Ship & Office
Procurement Manager & Department
goods and Procurement Manager & Technical Department
P26 Mangers (depending of the requested service/ Continuous
services responsible for suppliers evaluation.
equipment)
requisition
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ownership)
Technical Manager responsible for:
-EnPI review
Energy Review, -Energy objectives/ targets/ action plans set,
Planning, review and update and communication to all All Company Employees: Annually
monitoring, P27 Company employees Implementation of Energy efficiency measures (Continuous measures
measurement & -Legal/ other requirements monitoring adopted by the Company, as necessary. implementation)
analysis -Inclusion of energy performance
monitoring, measurement and analysis in the
annual MRM
Marine & Operations
Cargo Operations P28 Operation Manager & Marine Ass. Manager (To check on board implementation during Ship Continuous
Visits)
Operations/ Technical To Screen
And Evaluate All Performance
Reports. If vessels performance is
outside of the acceptable limits
Performance further investigation and/or
Reporting & P30 Operation Manager Technical Manager Continuous corrective actions shall be initiated.
Monitoring All Areas of non-acceptable
performance shall be clearly
identified, and the respective reports
shall not be filed until necessary
actions have been completed.
Operations to Ensure:
1. Supply of relevant navigational Publications
Navigational Operations Manager & Marine Assurance
P31 and Charts Continuous
Policies & Process Manager
2. Checking of implementation during on board
visits
Checking of implementation during on board
visits.
Mooring Marine Assurance Manager & Technical
P32 Organize and monitoring Mooring Audits. Continuous
Operations Manager
Monitoring equipment maintenance & availability
of spare parts, ensuring perfect operation.
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RESPONSIBILITIES and ACCOUNTABILITIES
TOP MANAGEMENT
MANAGING DIRECTOR
Reporting to: Board of Directors
Responsibilities:
 Overall responsible for the Operations of the Company.
 Ensures that the Company provides the necessary resources for the implementation of the
Company‟s SMS and the ISM Code.
 Ensures that all managed vessels are properly insured for H&M and P&I.
 Communicates and takes decisions relating to specific commercial matters of the managed
vessels.
 Promotes the appropriate strategies, which ensure safe, pollution free and commercially
viable operations.
 Promotes the need for safe operations, as well as the responsibilities of the Company and
employees towards the protection of the environment.
 Chairman of the Company's "Management Review Team"
 Interviews all shore based personnel before engagement.
 Identifies the need and approve all the recruitments to be carried out in the Office‟s
personnel.
 Authorizes for use all the ISM Documentation and Company‟s Policies in co-operation with
the Marine Assurance Manager/DPA.
 Approves all charterers and charter rates presented by chartering brokers. Negotiates all
insurance contracts and approves all submitted claims.
 Approves Training Requests for the Office employees.
 Approves any major repairs planned / or unplanned by the Technical Manager.
 Contact and liaise with Financial Institutions, Banks, etc.
 Approves all payments, financial and legal actions.
 Member of the "Top Management" of the Company.
 Member of the Emergency Response Team (ERT) and Management Review Team (MRT).
The Managing Director responsibilities are taken over by the General Manager during any
significant absence from the office, except otherwise advised.
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GENERAL MANAGER
GENERAL MANAGER
Reporting to: Managing Director
Responsibilities:
 Company's Operations are in accordance with the "Marvin Shipping Integrated Management
System"
 To promote the need for safe operations, as well as the responsibilities of the Company and
employees towards the protection of the environment
 To ensure that the Company consistently and continuously meets its contractual obligations.
(Substitute All Managers).
 Supervises all the items relating to the Office establishment obligations.

 Organizes and co-ordinates Management Review Meetings.
 Monitor and supervise all Accounting functions carried out within the Company
 To monitor and follow up all legal aspects of the Operation of the Company.
 To approve purchase orders for spares, supplies, stores and provisions
 To ensure that sufficient staff of the necessary experience and qualification, are recruited,
retained and trained where necessary in order to maintain the required operational standards
 To ensure that adequate resources are provided for the implementation of the company‟s
SMS
 Monitors all incoming and outgoing correspondence and assigns necessary actions.
 Supervises all the items relating to the vessel's obligations towards Flag Administrations and
Organizations.
 Provides assistance to the Marine Assurance Manager/DPA for the monitoring of all
accidents and near misses.
 Approves any changes into ship‟s voyage schedule suggested by the Operations Department.
The General Manager responsibilities are taken over by Departmental Managers during any
significant absence from the office, except otherwise advised.
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MARINE ASSURANCE & VETTING DEPARTMENT / DPA
MARINE ASSURANCE & VETTING MANAGER / DPA
Reporting to: Managing Director & General Manager
Responsibilities:
To act as the “Designated Person Ashore” (D.P.A) for monitoring the safe and efficient operation
of each ship with particular regard to the safety and pollution prevention aspects, provide a link
between the Company and those on board and the appropriate instructions and guidance to all
departments.
 As a Marine Assurance Manager, he is responsible to act as focal point for all maritime
regulatory compliance issues (including industry requirements) and oversee Company‟s
performance in respect to safety and protection of the environment.
 He/ she has direct access to the highest level of management and represents the company for
issues concerning safety and the environment.
 Develops and controls the proper implementation of the Marvin Shipping Integrated
Management System ashore and on-board and maintains the relevant databases, manuals and
records up to date.
 Monitor and ensure that the SMS complies with the applicable quality, safety, health and
environmental legislation and standards.
 Ensures that the requirements of the ISM Code, ISO9001 & ISO14001 are implemented and
maintained.
 To ensuring that all Controlled Documents are properly updated, approved, authorized and
distributed
 To promote the concept of safety culture and environmental excellence throughout the
company‟s organization.
 To ensure the Safe Operation of the Ships and to provide a link between the Company and
seafarers on board.
 To collect and analyse Marine and Technical Superintendent Reports and supports them in
their role for the proper implementation of SMS.
 To ensure that the Company‟s Management system is being effectively implemented
 To ensure that Non-Conformances identified are followed up and closed out timely by the
responsible personnel.
 To ensure that the Company‟s Training, Familiarization & Evaluation procedures and
programs for Seafarer‟s is effectively implemented and maintained.
 Conducting an annual Table Top Exercise to verify the functionality of emergency procedures
 To carry out investigations of accidents, serious illness and hazardous occurrences, as lead
investigator, train and supervises less senior staff on incident investigations and presents the
results to Senior Management.
 To handle crew complaints related to MLC and SMS.
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 To monitor Navigational performance of the vessels by reviewing relevant records and

adopting new or improved navigational procedures.
 To monitor HSSE aspects of ship-operations to ensure that adequate resources and shore
based support are applied.
 To measure the effectiveness and efficiency of operational practices both, on-board and
ashore, analyses operating procedures and recommends actions for their continuous
improvement.
 Control the day-to-day departmental operations including auditing, meetings, familiarisation,
and correspondence with vessels, flag and classification societies
 Be aware of all system-related problems on-board and ashore
 To draft and distribute, circulars, safety bulletins and alerts, and to initiate safety, health and
environmental campaigns
 To organise and implement the ISM/ ISPS/ MLC internal and external audit program.
 To monitor the timely implementation of drills and training programs on board and
at shore and arrange the annual ship/ shore drill exercises
 To monitor all system reporting requirements, such as Safety Meeting and UDEs, perform
post incident investigations.
 To ensure the effective implementation of the Risk Assessment and MoC procedures.
 To perform Risk Assessments and MoCs related to Marine Assurance & Vetting
department.
 To monitor the procedural compliance of “Recruitment & Placement Service Agents” and
ensure that the annual internal audits are performed and timely processed.
 To prepare the Quarterly management review meeting agenda, develops the minutes and the
action plan and monitors the proper closeout of the agreed issues.
 To regularly review and update Company‟s navigational procedures to reflect new legislation,
technology and updated industry standards.
 Organize or Conduct on board visits in order to monitor the safety standards and training,
promote a strong safety culture across the fleet and utilise any feedback obtained to improve
the company‟s safety procedures.
 Ensure that vessels are ready at all times for any 3rd party inspection
 Interact with Oil Majors
 Assist with and complete pre-fixture/ post fixture questionnaires, Q88, HVPQ from Oil majors
and terminals
 Organize and/or Carry out pre-vetting inspections
 Organize and/or Carry out internal, navigational, cargo and mooring audits
 Evaluate on board personnel during attendance and inform relevant office departments (for
senior officers)
 Maintain nautical standards on board
 Ensure that preparations and arrangements for vessels dry docking concerning deck and
accommodation maintenance issues are properly carried out, assisting Technical Manager to
prepare dry dock specification (for deck and accommodation items).
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 Periodically review and revise as appropriate vessels specific maintenance plan concerning
deck and accommodation.
 Prepare inspection report outlining observations and defects identified on board during his/
her attendance.
 Ensure that the on board living standards are at the required from the Company level & MLC
in general.
 Update and train Master and crew on new regulations, equipment requirements and
developments.
 Attend vessels as frequently as practicable, and submit full attendance reports with
photographs and outstanding list. Inspect all safety items and audit the on board SMS
procedures.
 Member of the company‟s incident investigation team.
The Marine Assurance & Vetting Manager / DPA is substituted by the Deputy D.P.A. and
Operations Manager during any significant absence from the office.
Position Minimum Qualifications:

 Meet the minimum requirements as set by IMO in MSC-MEPC.7/Circ.6 “Guidance on
the Qualifications, Training & Experience necessary for undertaking the Role of the DPA
under the Provisions of the International Safety Management “ISM” Code.
 At least five (5) years sea going experience at senior deck rank and/or
 Minimum five (5) years‟ experience as a HQSEE / DPA in shipping company
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DEPUTY DESIGNATED PERSON ASHORE / DDPA

Reporting to: Marine Assurance & Vetting Manager / DPA
Responsibilities:
 To act as the “Deputy Designated Person Ashore” (D.D.P.A) for monitoring the safe and
efficient operation of each ship with particular regard to the safety and pollution prevention
aspects, provide a link between the Company and those on board and the appropriate
instructions and guidance to all departments, during any significance absence of the DPA.
 Assists DPA for the effective implementation of SMS and ISM Code requirements.
 Coordinates with other office staff for the completion of tasks required.
 Ensures that the internal auditors have received proper training/familiarization before carrying
out any internal audit.
 Must be aware of all the safety problems identified in relation to the operation of the ships.
 Monitors the incoming SMS forms and directs them to the Departmental Heads for review
 Assists during investigation(s) of all accidents / hazardous occurrences / Non Conformities
reported
 Organizes and monitors the distribution of the Company‟s SMS Manuals.
 Ensures that the office and all the vessels are supplied with all new revisions of Controlled
Documents.
 Assign and close Non Conformities during internal audits.
The Deputy DPA is substituted by the D.P.A. and/or Operations Manager during any significant
absence from the office.
 Experience in safety aspects of shipping for a period of (2) two years
 Certificate of training on ISM Code requirements and/or internal auditing
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MARINE SUPERINTENDENT
Reporting to: Marine Assurance & Vetting Manager
Responsibilities:
 Carry out pre-vetting inspections
 Carry out navigational audits
 Carry out internal audits as directed by the DPA
 Evaluating on board personnel during attendance and informing relevant office department
(for the senior officers)
 Check and verify on-board the status of the company's training requirements during his visits
on board
 Check the implementation of navigational policies during his on board visits
 Ensure that all marine shipboard safety and environmental policies are carried out in
accordance with international regulations and company's procedures
 Ensures that D/A test and onboard alcohol test carried out according company's requirements
 Assists the master during third party inspections (Vetting, Flag, PSC, P&I Inspections) when
necessary
 Screen and assist with the purchase of spare parts & deck stores required by the vessels,
performing the initial assessment for the purchasing need and provide the professional
evaluation wherever required.
 Ensure that Safe Cargo Operations are established on board
 Monitor all Port State Control inspections and update relevant list
 Attend vessels as frequently as practicable, and submit full attendance reports with
photographs and outstanding list. Inspect / test personally all safety items and audit the on
board SMS procedures.
 Responsible to perform a Bunkers Survey and to report it to Office during his attendance on
board.
 Member of the Company's "Emergency Response Team" (refer to "Emergency Response
Plan").
 To provide consultation/ feedback to the office in regards to the development of instructions
and procedures covering office and vessel operations.
The Marine Superintendent is substituted by the Marine Assurance Manager and/or Operations
Manager during any significant absence from the office.

 Minimum experience in marine aspects of shipping for a period of (5) years and/or
 At least five (5) years sea going experience at senior deck rank and
 One (1) year experience as a Marine Super/nt in shipping company
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MARINE ASSURANCE & VETTING DEPARTMENT CO-ORDINATOR

Reporting to: Marine Assurance & Vetting Manager / DPA.
Responsibilities:
 Keep the Departmental Filing
 Keep the correspondence of all Controlled Documentation with the vessels
 Monitoring vessel‟s reporting with respect to Safety & Marine Assurance related reports
 Keep a list of Port State Control & Flag inspections and the relevant deficiencies
 Keep a list of Vetting & CDI inspections and the relevant deficiencies
 Provide secretarial up for the Marine Department
 Follow up the supply of all items falling within the responsibility of the Marine Department
 Arranging unannounced drug and alcohol test on board on annual basis by subcontractor and
follow up results
 Check that alcohol test carried out on board on monthly basis and keep relevant records
 Carry out tasks delegated by the Marine Assurance & Vetting Manager / DPA.
 Prepare and execute the department‟s outgoing Mail as well as receive the incoming.
The Marine Assurance & Vetting Co-ordinator responsibilities shall be taken over by the Marine
Assurance & Vetting Manager / DPA in case of any significant absence from the Office.

 Experience in safety aspects of shipping for a period of (1) one year
 Certificate of training on ISM Code requirements and/or internal auditing
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SECURITY DEPARTMENT
COMPANY SECURITY OFFICER “CSO”
Responsibilities:
 Ensures that the ships‟ Security Plans are effectively implemented and maintained.
 Ensures that the requirements of the “ISPS Code" are implemented and maintained.
 Monitors all incoming and outgoing correspondence and assigns actions, if necessary.
 Main Duties and Responsibilities as stated in each vessel‟s Security Plan.
 Advises in the recruitment of the Master and other Senior Officers (regarding Security
awareness and training)
The Company Security Officer responsibilities shall be taken over by the Deputy Company
Security Officer in case of any significant absence from the Office.

 Experience in shipping Security aspects for a period of (1) one year
 ISPS Training Certificate (CSO) and Internal Auditor Certificate
DEPUTY COMPANY SECURITY OFFICER “DCSO”
Reporting to: The Company Security Officer “CSO”
Responsibilities:
 Ensures that the ships‟ Security Plans are effectively implemented and maintained.
 Ensures that the requirements of the “ISPS Code" are implemented and maintained.
 Monitors all incoming and outgoing correspondence and assigns actions, if necessary.
 Main Duties and Responsibilities as stated in each vessel‟s Security Plan.
The Deputy Company Security Officer responsibilities shall be taken over by the Company
Security Officer or DPA in case of any significant absence from the Office.

 ISPS Training Certificate (CSO).
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OPERATIONS DEPARTMENT
OPERATIONS & CREW MANAGER
Responsibilities:
 Promote and establish an awareness of safety and the need to protect the environment,
amongst all fleet operating staff.
 To conduct on board visits in order to monitor the safety standards and training, promote a
strong safety culture across the fleet and to utilise any feedback obtained to improve the
company‟s safety procedures.
 Ensure that Safe Cargo Operations are established on board (by issuing necessary instructions
and procedures as necessary)
 Ensure that the company‟s Cargo related Procedures are effectively implemented on board.
 Ensure that management objectives are met.
 Dealing with Non-conformities covered ship and shore operations.
 Investigate accidents reports regarding safety and insurance.
 Appraise and appoint the local agents according the past performance or third-party
recommendations.
 Monitor day to day operational aspects of each ship and issue instructions to the ships where
necessary.
 Monitor the vessel performance against charter party & SEEMP requirements in co-ordination
with the Chartering Department and intervene where necessary.
 Follow up voyage at all stages and ensure that vessel's performance is in accordance with c/p
terms, Company's standards and no delays are incurred.
 Ensure that all essential cargo documents are received promptly. Provide necessary
instructions to the Master/Agents for proper endorsement.
 To communicate and co-operate with the other departments with the aim to organise with the
best results and money value all transactions (Crew changes, Supplies, Repairs, Spares
deliveries) avoiding the vessels delays.
 To send voyage instructions to the Master, as appropriate.
 To arrange for the bunkering of the vessels.
 To monitor potable water analysis and evaluate the results, providing relevant guidance to the
vessels.
 To provide Company‟s DPA with any new statutory regulations and other applicable
requirements that come into force and affecting the SMS, related to his department, with the
purpose to update the Company‟s SMS.
 Accountable for achieving the Health, Quality, Safety, Environmental & Energy objectives
and measurable targets set for the department.
board.
 Responsible to provide data for the MRV reporting
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 Ensure the implementation of Company's policies and procedures regarding crewing and
navigation operations.
 Initiates further investigation(s) and / or corrective action(s) in case where the performance of
any of the vessels is outside acceptable limits.
 Provides the latest editions of all Nautical Publications on board the Company's managed
vessels, in accordance with the Company‟s procedures and maintains Nautical Standards.
 Ensure that flag administration matters are identified and dealt with.
 Supervise crewing matters and supplies effected, so that vessels operate cost effectively,
efficiently and safely in accordance with statutory and Company requirements.
 Assists in the recruitment of the Master and other Senior Deck Officers and crew and approve
the employment, when requirements are fulfilled.
 Co-ordinate with Chartering Agent by giving instructions and guidelines to fix the vessel and
negotiate Charter Party terms and details, in accordance with the company‟s principles
/policy.
 Appoint and instruct vessel Agents and arrange for remittance of funds to cover port expenses.
 Instruct the Master and Agents for proper endorsement of cargo documents.
 Issue and send to the Master voyage instructions.
 Review all performance reports of vessels upon their arrival in the Office.
 Keep contact with International Transport Workers Federation and other unions.
 Member of the company‟s incident investigation team.
The Operations Manager is substituted by the General Manager and Operations Coordinator in
case of any significant absence from the Office.

 Minimum experience in operational aspects of shipping for a period of 10 years and/or
 At least five (5) years sea going experience at senior deck rank and
 One (1) year experience with operation maters at shipping company
In case that the position is temporarily covered by a person not covering the above qualifications,
then all decisions / instructions to fleet must be discussed and approved by the Managing
Director or the General Manager or the DPA
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OPERATIONS CO-ORDINATOR
Reporting to: Operations & Crew Manager
Responsibilities:
 To monitor all chartering operations and freight collection of the company.
 To send proper voyage instructions to the Master and ensure that the Master is aware and
familiar with all C/P terms and important details under instructions & supervision of the
Operations Manager.
 To appoint and instruct Port Agents as necessary and arrange for remittance of funds to cover
port expenses.
 Evaluation & review of all D/As & invoices related to operations department
 Review of Bill of Lading(s) and provided LOI(s), and advise Operations Manager accordingly
 Prepare the position list daily.
 Keep the Departmental filing system
 Update Voyage Record
 Record movements of vessels
 Record performance data of vessels
 Gather details concerning countable objectives of department
 Carry out tasks delegated by the Operations Department
 Prepare and execute the department‟s outgoing Mail
 Keep the vessels & office library list updated with respect to latest revisions
 Provides the latest editions of all Charts & Nautical Publications on board the Company's
managed vessels, in accordance with the Company‟s procedures and maintains Nautical
Standards.
The Operations Coordinator is substituted by the Operations Manager and Marine Coordinator in
case of any significant absence from the Office.

 Experience in shipping operations department for a period of (2) two years
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TECHNICAL DEPARTMENT
TECHNICAL MANAGER
Responsibilities:
 Maintains a close personal knowledge of maintenance, condition and operation of the vessels
and advises / co-operates, with on board personnel, in order to ensure that the vessels are
operating efficiently.
 Monitor and evaluates the technical performance of the ships and initiates corrective actions,
when such performance does not meet with the Company's standards.
 Ensure that all ships are maintained and repaired in a good and sound condition satisfying all
classification, statutory and Company requirements.
 To ensure that the Company's Technical Procedures and instructions are followed up both in
the office and on board.
 To delegate tasks and responsibilities to the department staff.
 Ensure that preparations and arrangements for vessel's dry-docking are properly carried out,
prepare dry- dock budget (in consultation with the Marine Manager for Deck & Acc/tion
items) and ensure that all ships‟ major Dry-docks, repairs surveys are attended.
 Ensure that the Company's vessels are frequently inspected by the Company's representatives
and evaluate all feedback received from such inspections.
 Plan and follow up renewal/updating of major classification and statutory certificates and
personally attend critical surveys if deemed necessary.
 Periodically review and revise, as appropriate, each vessel‟s maintenance plan related with
machinery and equipment.
 Verify, evaluate & approve vessel‟s requirements that need purchasing / supply action with
regard to spare parts, engine stores, equipment and chemicals in conjunction with the
respective budgeted expenses.
 Provide Purchasing Department with the Technical evaluation and relevant approval
concerning technical suitability and “fit for purpose” assessment in the context of any
tendering procedures i.e. Purchasing Orders, agreement, contracts.
 Checking and approves orders for lubs and repair services as well as expenditures for these
items within their budgets.
 Provide necessary Technical back up to the ship when necessary.
 Ensure that Technical defects reported to the office are followed up evaluated against remedial
actions and concluded.
 To act as Management Representative for Energy efficiency issues and report on energy performance.
 To promote awareness of the energy policy & objectives at all levels of the Company.
 To analyse and investigate any accident or dangerous occurrences reported by the ships in co-
ordination with the Health, Quality, Safety & Environmental & Department.
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 To be aware of all Safety-related problems in the office and aboard all ships managed by the
Company.
 Monitor changes of chief engineers on vessels and review their performance report.
Participate in the hiring of new chief engineers.
 To conduct on-board visits in order to monitor the safety standards and training, promote a
strong safety culture across the fleet and to utilise any feedback obtained to improve the
company‟s safety procedures.
Requirements that come into force and affecting the SMS, related to his department, with the
board.
 Follow up navigation, radio and bridge equipment performance of all ships.
 Be responsible for repairs and maintenance of navigation, radio, bridge equipment of all ships.
 Supply of navigation, radio and bridge equipment spare parts.
and measurable targets set for the department.
 Member of the Company's "Management Review Team".
Plan").
The Technical Manager is substituted by the Managing Director and the Superintendent Engineer
in case of any significant absence from the Office.

 Experience in technical aspects of shipping for a period of ten (10) years and/or
 First Class Engineer‟s certificate of competency and two (2) years shore based shipping
experience or
 Engineering degree with five (5) years‟ experience as Superintendent Engineer
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TECHNICAL SUPERINTENDENT
Reporting to: The Technical Manager
Responsibilities:
 Maintains a close personal knowledge of maintenance, condition and operation of the vessels
and advises / co-operates, with on board personnel, in order to ensure that the vessels are
operating efficiently.
 Maintain a close personal knowledge of maintenance, condition and operation of the vessel(s)
and advice / cooperate with on board personnel to ensure that vessel is operated efficiently
and in accordance with Class and Statutory requirements, as well as Company's instructions,
especially in matters regarding safety and environment protection.
 Monitor vessel performance and maintenance activities and screen all maintenance reports
received from the vessels.
 Be aware of all Classification Society and Flag Administration survey requirements.
 Follow up of all defects and repair requirements for all Safety, Life Saving Appliances, and
other delegated items.
 Attend and assist vessels for any renewal/periodical/annual Classification and/or Flag surveys
or as otherwise directed by the Technical Manager.
 Inspect frequently all ships with the objective to:
- Check and evaluate maintenance progress of vessels.
- Monitor the vessels condition.
- Issue further instructions on repair and maintenance activities.
 Screening and evaluate Lub oils analysis and provide instructions to vessels as required.
 Collect all necessary information, timely compile Dry Docking and major repair specification
list, obtain quotations from yards and attend all such repairs.
 Follow up of all defects and repair requirements for all load line items, hull & structural
items, machineries, mooring arrangements, main propulsion, steering gear, piping & valves,
cargo pumps etc.
 Screen and assist with the purchase of spare parts, engine stores, lubs and chemicals required
by the vessels, performing the initial assessment for the purchasing need and provide the
technical evaluation wherever required.
board.
 Gathering, Analyse & Evaluate performance reports obtained from vessels i.e. the “Details of
Main Engine Indicator Cards” and present findings to Superintendent Engineers / Technical
Manager, making suggestions for further actions in case of finding abnormalities.
 Review Technical reports and monitor scheduled overhauls / inspections
 Make the necessary arrangements for the renewal of company‟s contract for the Bunker &
L.O analysis, in cooperation with the Technical Manager, taking care for the supply of
company‟s vessels with F.O. / L.O. sample bottles / containers upon request.
 Keep updated Computer Data Base Systems “Lub Analysis” with consumption evaluation.
 Collect industry Technical Information.
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 Be responsible for keep updated company‟s “Planned Maintenance System” (new entries,
corrections, changes, modifications) and shall have to prepare each vessel‟s list of equipment
in P.M.S.
 Follow-up the execution of all required jobs described in the monthly
“Inspection/Maintenance/ Overhaul” report, update accordingly the responsible
Superintendent Engineers and forward to vessel the quarterly P.M.S. reports including the
jobs that should be completed by crew in the coming quarter.
 Assists Technical Manager to keep the I.S.M. records of Technical Department (Internal
/Third Party Audits) and follow up the proper correction / closing of the non-conformities
which are relevant to vessels‟ and Office Technical Department.
 Processing and verifying all technical related maintenance/repairs and Classifications
Societies Fees & Invoices in cooperation with Class coordinator.
 Prepare & control Job quotations comparisons gathering relevant discounts and present
outcome to Technical Manager for evaluation and decision making.
 Follow-up Status of Invoice processing, and maintaining filling of all relevant invoice
transactions.
 Providing Technical Manager with information regarding Costs and Budgets Estimations.
 Responsible for the weekly updated Status showing all Surveys and Certificates expiring dates.
 Follow-up all Regulations and International Conventions i.e SOLAS, MARPOL, I.M.O etc
and their amendments, arranging such surveys and giving appropriate instructions in order
that vessels comply with above regulations.
 Up-keeping the files with all Class records, reports, Certificates (or their copies) and
attestations from the Classification Societies and Flag States.
 Follow up Class Surveys and Certificates expiring dates. Deletion of outstanding Class
recommendation.
 Checking Surveyor‟s availability and arranging surveys schedule according vessel‟s cargo
commitments and trading area in order vessels always maintain their Class with valid
Certificates.
 Arranging and forwarding on board all Certificates, reports and other documents concerning
Classification
 Follow up navigation, radio and bridge equipment performance of all ships.
 Be responsible for repairs and maintenance of navigation, radio, bridge equipment of all
ships.
 Monitoring the supply of navigation, radio and bridge equipment spare parts.
 Member of the Company‟s “Emergency Response Team” (refer to “Emergency Response
Plan”).
A Superintendent Engineer is substituted during his absence by the Technical Manager
 Engineering degree.
 Experience in technical aspects of shipping for a period of (5) five years
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TECHNICAL CO-ORDINATOR
Reporting to: The Technical Manager & Technical Superintendent
Responsibilities:
 Monitor vessel performance and maintenance activities and screen all maintenance reports
received from the vessels.
 Be aware of all Classification Society and Flag Administration survey requirements.
 Monitor and/or follow up of all defects and repair requirements for all Safety, Life Saving
Appliances, and other delegated items.
 Screening and evaluate Lub oils analysis and provide instructions to vessels as required,
under consultation of the Technical Superintendent.
 Assist Technical Superintendent to collect all necessary information, for Dry Docking and
major repair specification list.
 Monitor and/or follow up of all defects and repair requirements for all load line items, hull &
structural items, machineries, mooring arrangements, main propulsion, steering gear, piping
& valves, cargo pumps etc.
 Screen and assist with the purchase of spare parts, engine stores, lubs and chemicals required
by the vessels, performing the initial assessment for the purchasing need and provide the
technical evaluation wherever required.
 Make the necessary arrangements for the renewal of company‟s contract for the Bunker &
L.O analysis, in cooperation with the Technical Super/nt and Manager, taking care for the
supply of company‟s vessels with F.O. / L.O. sample bottles / containers upon request.
 Keep updated Computer Data Base Systems “Lub Analysis” with consumption evaluation.
 Collect industry Technical Information.
 Be responsible for keep updated company‟s “Planned Maintenance System” (new entries,
corrections, changes, modifications) and shall have to prepare each vessel‟s list of equipment
in P.M.S.
 Monitoring the execution of all required jobs described in the monthly
“Inspection/Maintenance / Overhaul” report, update accordingly the responsible
Superintendent Engineers and forward to vessel the quarterly P.M.S. reports including the
jobs that should be completed by crew in the coming quarter.
 Assists Technical Super/nt to keep the I.S.M. records of Technical Department (Internal
/Third Party Audits) and follow up the proper correction / closing of the non-conformities
which are relevant to vessels‟ and Office Technical Department.
 Follow-up Status of Invoice processing, and maintaining filling of all relevant invoice
transactions.
 Responsible for the weekly updated Status showing all Surveys and Certificates expiring
dates.
 Follow-up all Regulations and International Conventions i.e SOLAS, MARPOL, I.M.O etc
and their amendments, arranging such surveys and giving appropriate instructions in order
that vessels comply with above regulations.
 Up-keeping the files with all Class records, reports, Certificates (or their copies) and
attestations from the Classification Societies and Flag States.
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 Follow up Class Surveys and Certificates expiring dates. Deletion of outstanding Class
recommendation.
 Checking Surveyor‟s availability and arranging surveys schedule according vessel‟s cargo
commitments and trading area in order vessels always maintain their Class with valid
Certificates.
 Arranging and forwarding on board all Certificates, reports and other documents concerning
Classification
 Arranging repairs and maintenance of navigation, radio, bridge equipment of all ships, as per
instructions received from Technical Super/nt and/or Technical Manager.
 Monitoring the supply of navigation, radio and bridge equipment spare parts.
The Technical Co-ordinator is substituted during his absence by the Technical Superintendent.
 Engineering degree.
 Previous Experience in technical aspects of shipping.
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CREW DEPARTMENT
CREW OPERATOR
Reporting to: Operations & Crew Manager and/or to the General Manager
Responsibilities:
 Promote and establish an awareness of health, safety and the need to protect the environment,
amongst fleet staff.
 Identify Manning needs and plan the deployment of seafarers well in advance.
 Screen Application forms and accuracy of data provided (including references) and
recommend recruitment of seafarers.
 Ensure that the Company's procedure for recruitment of seafarers is effectively implemented.
 Ensure implementation of the MLC 2006 requirements.
 Monitor that the Company's procedure for familiarisation, training and appraisal of seafarers
is effectively implemented in co-ordination with the Marine Assurance Manager.
 Screen seafarer‟s appraisals and identify Training needs, where necessary, of Seafarers
employed.
 Ensure that the Company's requirements are satisfied by the Recruitment & Placement
Service agents (Appraisal and verification of compliance with the MLC 2006 of RPS
Agents).
 Accountable for achieving the Health, Quality, Safety, Environmental objectives and
measurable targets set for the department.
Requirements that come into force and affecting the SMS, related to his/her department, with
the purpose to update the Company‟s SMS.
 Keep Crew Department filing system
 Ensure that the records/certificates required by the Crew related procedures are kept
 Carry out tasks delegated by the Crew Manager
 Prepare and execute the department‟s outgoing Mail
 Monitoring vessel‟s reporting with respect to Crew related reports and keep updated the
relevant Crew database
 Member of the Company's “Management Review Team”.
 Member of the Company's “Emergency Response Team” (refer to "Emergency Response
Plan”).
The Crew Coordinator is substituted by the Crew & Operations Manager and the Marine
Coordinator during his absence.
 Experience in shipping similar position for a period of (2) two years
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CHARTERING DEPARTMENT
CHARTERING MANAGER
Responsibilities:
 Securing employment for the fleet in order to maximise the earnings from the freight market.
 Following closely the freight market in terms of supply and demand for tonnage, both in short
term and long-term view.
 Marketing and fixing the ships through a network of international ship brokers worldwide and
through direct contact with charterers / cargo owners on a spot basis. Period time-charters are
subject to approval by the Managing Director prior fixing.
 Analysing / negotiating / reviewing all charter parties prior to fixing to ensure the company
has received all possible benefits and protection, and to ensure compliance with P&I club
rules, and approved forms of contract.
 Liaising with Marine & Operations departments for availability / suitability of vessels and for
subsequent post-fixture activity.
 Keep Chartering Department incoming/outgoing messages and filing system
 Ensure that the records required within the department are properly kept
Plan”)
The Chartering Manager responsibilities shall be taken over by the Managing Director during
any significant absence from the Office.

 Experience in Shipping Chartering Aspects for a period of (5) five years, in Managerial level.
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HUMAN RESOURCES DEPARTMENT
HUMAN RESOURCES MANAGER
Responsibilities:
 Work with Top Management to set long-term staffing goals and strategies.
 Establish corporate HR policies that seek to increase retention rates and foster employee job
satisfaction and high morale.
 Develop staff training & orientation programs in accordance with relevant HR procedures
and job position.
 Oversee maintenance of accurate and complete personnel records. Ensures that rules
concerning confidentiality and retention are followed.
 Coordinate & supervise all new recruitments
 Ensure implementation of the recruitment process
 Coordinate & supervise annual appraisals for all employers
 Coordinate & supervise the implementation of the Company‟s induction plan
 Monitor the implementation of the company‟s training program for shore-based staff
 Maintain the list of outstanding training needs.
 Keep all Office Personnel records (Employee Data Records, Training records,
Familiarization records)
Requirements that come into force and affecting the SMS, related to his department, with the
 To monitor and follow up the Health and Safety programs related to the office personnel.
 To communicate to the office subcontractors the Company‟s HQSEE policy and monitor the
implementation relevant requirements
 Accountable for achieving the Health, Quality, Safety, Environmental & Energy
objectives and measurable targets set for the department.
The Human Resources Manager is substituted by the General Manager during any significant
absence from the office.

 Experience in similar position for a period of (1) one year
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PROCUREMENT DEPARTMENT
PROCUREMENT DEPARTMENT MANAGER
Reporting to: General Manager
Responsibilities:
 Assists in ensuring the implementation of the Company's policies and procedures regarding
purchasing.
 Monitors the domestic and international market terms, the availability of products in the
market, their quality standards, the reputation and reliability of the various suppliers, the
market prices, alternative sources of supplies etc.
 Prepares request for quotations and purchase orders Manual or through DANAOS platform
and places orders (in accordance with approval) for the purchase of:
a) Spare parts required for preventive and corrective maintenance and support fixed
(permanently installed) and movable onboard machinery equipment,
 b) Supplies per group, as follows: food provisions, bonded stores, cabin stores, cabin
equipment, galley and laundry equipment, accommodation and lavatory equipment, crew
entertainment, deck stores, stores for repairs, ropes & wires, nautical equipment, stationery,
engine stores, chemicals, gases, paints, safety & security equipment.
 Interviews vendors and evaluate their products and capabilities as a supplier.
 Researches product lines, prices, product sources, and other relevant purchasing information.
 Evaluates quotations and propose to the General Manager the most advantageous offer in the
context of supplier selection process after having received technical evaluation and approval
by the involved Dept Head.
 Resolves inquiries and complaints from other Depts and customers (ships).
 Organizes, updates and retains product information files and purchase order records.
 Serves as a liaison between vendors and department personnel.
 Responds to request for emergency purchases.
 Draw up the annual budget for his/her section and propose to the General Manager for
screening and approval.
 Monitors Section‟s Budget Monthly Execution and propose to the General Manager for
review and necessary actions, if appropriate.
 Processes in a timely manner, bill of materials/list of items received by the Technical Dept
(and/or other involved Departments) in order for the required PMS and scheduled dry-docking
program to be performed as originally planned.
 Plans the most efficient transport scheme according to given parameters e.g. mode of
transportation, transport cost, shorter lead-time, etc.
 Follows up order‟s shipping concerning any administrative operation for transportation (e.g.
shipping from-arrival at, customs clearance, etc).
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 Acknowledges intended delivery schedule to all Depts and coordinate with freight forwarder
for „interdepartmental‟ consolidated shipments, if any.
 Clarifies and resolve (order) discrepancies
 Verifies shipments with order documents
 Verifies for accuracy, prepare the required paperwork and obtain approval from the requesting
Department Manager or Superintendent and the General Manager respectively, so that vendor
invoices are processed for payment by accounting
 Approves requisitions to vendors.
 Follows up until order‟s close out
 Monitors and screens all relating activities with ships‟ inventories and acts in accordance with
the existing policies, instructions and measures. Proposes to General Manager appropriate
actions so that inventory costs are minimized and availability rate is optimized
 Conduct staff training and familiarization/induction tour of crew officers.
 Keeps full records of transactions concluded in the past.
 Arrange vessels supply with Log books, Garbage books and flag specific log books.
and measurable targets set for the Department.
Plan”)
The Procurement Manager responsibilities shall be taken over by procurement co-ordinator

during any significant absence from the Office.

 Experience in purchasing aspects of shipping for a period of (1) one year
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PROCUREMENT DEPARTMENT CO-RDINATOR
Reporting to: Procurement Manager and to General Manager
Responsibilities:
 To monitor all procurement department messages and keep advised the Procurement Manager.
 Prepares request for quotations and purchase orders Manual or through DANAOS platform
and places orders (in accordance with approval) for the purchase of:
a) Spare parts required for preventive and corrective maintenance and support fixed
(permanently installed) and movable onboard machinery equipment,
 b) Supplies per group, as follows: food provisions, bonded stores, cabin stores, cabin
equipment, galley and laundry equipment, accommodation and lavatory equipment, crew
entertainment, deck stores, stores for repairs, ropes & wires, nautical equipment, stationery,
engine stores, chemicals, gases, paints, safety & security equipment.
 Evaluates quotations and propose to the Procurement Manager the most advantageous offer in
the context of supplier selection process after having received technical evaluation and
approval by the involved Dept Head.
 Organizes, updates and retains product information files and purchase order records.
 Follows up order‟s shipping concerning any administrative operation for transportation (e.g.
shipping from-arrival at, customs clearance, etc).
 Acknowledges intended delivery schedule to all Depts and coordinate with freight forwarder
for „interdepartmental‟ consolidated shipments, if any.
 Clarifies and resolve (order) discrepancies
 Verifies shipments with order documents
 Verifies for accuracy, prepare the required paperwork and obtain approval from the requesting
Department Manager or Superintendent and the General Manager respectively, so that vendor
invoices are processed for payment by accounting
 Follows up until order‟s close out
 Conduct staff training and familiarization/induction tour of crew officers.
 Keeps full records of transactions concluded in the past.
 Arrange vessels supply with Log books, Garbage books and flag specific log books.
The Procurement Co-ordinator responsibilities shall be taken over by the Procurement Manager
during any significant absence from the Office.

 University degree Diploma & good knowledge of computers use (Windows, Word, Excel,
etc.). Four months previous working experience at any position is preferable.
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IT DEPARTMENT
I.T. MANAGER
Responsibilities:
The Head of Information Technology‟s primary responsibility is to oversee the streamlined

operation of the IT department and to ensure it aligns with the mission business objectives of the
organization. This individual‟s principal goals are to develop and manage application portfolios
for each department and to attain all IT service level agreements for the user community within
the organization.
The Manager of IT will plan, coordinate, direct, and design all operational activities of the IT
department, as well as provide direction and support for IT solutions that enhance mission-
critical business operations. The Manager of IT will work closely with decision makers in other
departments to identify, recommend, develop, implement, and support cost-effective technology
solutions for all Marvin Shipping Services aspects.
 Where necessary, re-engineer applications support to ensure it aligns with business
processes, tactical planning, and strategic vision.
 Define and communicate project milestones, service level agreements, and resource
allocation to executive team, department leads, support staff, and end users.
 Develop and review budgets for and from IT department divisions and ensure they comply
with stated goals, guidelines, and objectives.
 Review performance of IT systems to determine operating costs, productivity levels, and
upgrade requirements. Benchmark, analyze report on, and make recommendations for the
improvement of the IT infrastructure and IT systems.
 Develop bid requirements for all hardware and software upgrades, reviews submitted bids
for compliance with stated requirements, and makes the appropriate award.
 Authorize and oversee the deployment, monitoring, maintenance, development, and support
of all hardware and software based on department needs.
 Develop business case justifications and cost/benefit analyses for IT spending and initiatives.
 Direct research on potential technology solutions and implementations in support of new
initiatives, opportunities, and procurement efforts.
 Oversee provision of end-user services, including help desk and technical support services.
 Develop and implement all IT policies and procedures, including those for architecture,
security, disaster recovery, standards, purchasing, and service provision.
 Oversee negotiation and administration of vendor, outsourcer, and service agreements.
 Manage IT staffing, including recruitment, supervision, scheduling, development,
evaluation, and disciplinary actions.
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 Establish and maintain regular written and in-person communications with the
organization‟s executives, department heads, and end users regarding pertinent IT activities.
 Define the principles, policies and procedures necessary to support or reconstitute essential
business functions after a catastrophic event;
 Develop programs of business impact assessment, compliance, training, testing and
exercising, technical assessment and plan development;
 Implement regular data backups; secure data archival; backup restoration; secure on- and
off-site storage of backup media; provision of alternative IT processing facilities, networks
etc.;
 Evaluate the overall IT program and state of readiness of IT
 Design, plan/schedule and coordinate IT Manage the resources required for tests and
exercises;
 Member of the Company's “Emergency Response Team” (refer to "Emergency Response
Plan”).
The IT Manager substituted by Danaos personnel during any significant absence from the Office.

 Experience as IT Manager for a period of four (4) years.
 Two (2) years‟ experience in Microsoft Server environments.
 Very good knowledge of English Language.
 Two (2) years‟ experience in communication technology
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ADMINISTRATION DEPARTMENT
SECRETARY
Reporting to: Managing Director, General Manager & Office Managers
Responsibilities:
 Carrying out tasks as delegated by the Department Managers.

 Filing of all incoming & outgoing communication data.
 Registering & Recording of Company's Mail.
 Answering and directing incoming telephone calls.
 Participates in the Emergency Response Team (ERT) as delegated by The Managing
Director.
The Secretary is substituted by other Company‟s Secretary or Co-ordinator during any significant
absence from the Office.

 Experience in similar position for a period of (2) two years
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SHIPS
MASTER
Reporting to: Managing Director, General Manager, DPA, Marine Assurance & Vetting
Manager, Operations Manager, Technical Manager, Crew Manager and the Company Security
Officer.
Responsibilities:
 Implement on board the Company‟s Management System (Marvin Shipping Services
Integrated Management System) with emphasis on the Company‟s Health, Safety &
Environmental Protection Policy.
 Motivate the crew in the observation of that system (Marvin Shipping Services Integrated
Management System) and the Company's Health, Safety & Environment Protection Policy.
 Issue appropriate orders and instructions in a clear and simple manner.
 Verify that specified requirements are observed
 Review the Company‟s Management System and report its deficiencies to the shore-based
management.
The Master has the overriding authority and responsibility to make decisions with respect
to health, safety and pollution prevention and to request the Company’s assistance as may
be necessary.
Detailed responsibilities of the Master and other crew on board are defined in Chapter A of the
Fleet Instructions Manual. Furthermore, all security responsibilities of ship‟s staff are detailed in
the Ship Security Plan.
Ship Security Officer

Directly reporting to the Company Security Officer.
Responsibilities:
The Ship Security Officer (SSO) is responsible for the implementation of the Ship
Security Plan on board. (Details of his responsibilities are indicated in the Ship Security
Plan).
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QUALITY POLICY
The Company is committed to providing quality services, which consistently & continuously
meets the requirements of its customers whilst protecting assets under its care, its employees
and the environment in general.
This is achieved by establishing & discharging managerial & operational processes, which
have emerged from the combination of sound managerial principles and long lasted experience
in the Shipping Industry.
The Company aims to remain a quality service provider by:
 Meeting customer requirements as defined in the relevant Ship Management Agreements

and Charter Parties and adopting a proactive approach concerning their needs;
 Perusing continual improvements in operational responsiveness;
 Ensuring that the risks and opportunities that can affect conformity of services are
determined, addressed and effectively dealt with;
 Ensure that quality policy and quality objectives are established for the SMS and are
compatible with the context and strategic direction of the company. Quality Objectives
have been set and are maintained as part of the SMS internal auditing, monitoring and
management review process in order to enhance customer satisfaction;
 Promote the use of a process approach and risk based thinking;
 Complying with the requirements of ISO 9001, ISO 14001, ISM Code and MLC2006 as
well as continually improving its Management System;
 Complying with applicable statutory requirements, international legislation and
classification society requirements related to the services provided
 Operating vessels without accident(s) or incident(s) that could endanger Company’s
employees, the environment or assets under the company’s care,
 Ensure that the resources needed for the effective SMS implementation are available;
developing employee skills and increasing their contribution through effective training;
 Engage, direct and support employees to contribute to the effectiveness of the SMS;
 Communicating the importance of effective SMS and of conforming with SMS
requirements
This policy will be communicated to all employees and interested parties via the company’s
website. Employees and organizations working for or on our behalf are expected to cooperate
and assist in the implementation of this policy.
This policy will be reviewed annually by the top management and amended / revised where
deemed necessary.
Managing Director

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HEALTH & SAFETY POLICY
It is the Company's Policy to promote and enhance

 Health and Safety at Sea,
 Prevention of Human Injury or loss of life and welfare of employees.
The Company’s objectives regarding Safety Management are:

 To provide for safe practices in ship operation and a safe and healthy working environment.
 To prevent damage to the ship and her cargo.
 To prevent loss of human life and personal injury as well as ill health.
 To continuously improve Safety Management skills of personnel ashore and aboard ships,
including preparing for emergencies related to Safety and Health.
 To ensure that seafarers’ work environment on board ships promotes occupational safety and
health.
In order to effectively implement its Health and Safety Policy the Company:
 Has appointed dedicated personnel with the responsibility to maintain an overview of Health and
Safety matters.
 Promotes Health and Safety excellence.
 Consistently follows all national and international rules and regulations governing the Marine
Industry.
 Takes into account applicable guidelines, standards, codes and publications which are issued by
maritime organizations and are directed towards creating a safe environment.
 Implements a Shipboard Occupational Health and Safety Program (SOHSP)
 Continuously monitors all safety and occupational health aspects of the vessels.
 Complies with applicable legal and other requirements to which the Company subscribes which
relate to its Occupational Health & Safety hazards.
 Frequently inspects and audits the vessels and carries out necessary maintenance and repairs.
 Continuously improves its management system by taking corrective & preventive action for
identified problem areas.
 Provides adequate information and resources to effectively implement this management system and
achieve objectives and targets.
 Provides a framework for setting & reviewing OH&S & other objectives and targets.
 Makes every effort to provide a safe and healthy workplace and considers working safely a condition
of employment.
 Provides necessary resources to implement the occupational health and safety program.
 Recognizes that no task is so important for an employee to put himself at risk of injury or illness in
order to get it done.
 Protects the Health of seafarers and provides prompt access to Medical Care on board and ashore
when needed.
A structured framework for setting & reviewing Company objectives is described in section 28 of the
Policy Manual.
All Company employees, shore based and sea going are responsible for implementing the Company’s
Health & Safety Policy & are required to comply with the ships occupational safety and health program.
The Company's Management is responsible for monitoring and reviewing this Policy at regular
intervals in order to ensure that it remains relevant and effective.
st
Date: 1 March 2019
Managing Director

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ENVIRONMENTAL & ENERGY POLICY
Marvin Shipping Services Inc. (M.S.S.) is a shipping Company specializing in the safe,
reliable, cost effective and efficient water borne transportation of oil & liquid cargoes.
The Company is committed to the protection of the environment and shall strive for continual
performance improvement to every aspect, including pollution prevention. The Company’s
EMS emphasizes source reduction, including funding and human resources necessary to
effectively maintain and repair the systems, equipment and components found in machinery
spaces of the vessels.
M.S.S. is fully committed to a ZERO TOLERANCE policy ensuring that the environment
(water & atmosphere) on which its ships operate are protected from pollution and continuously
strive to identify and correct any conditions perceived to be unsafe and hazardous to the
environment.
M.S.S. shall communicate effectively and cooperate with our charterers, vessels, and
regulatory bodies; between departments; and with all crew and shore-based personnel.
All personnel of M.S.S. implement and maintain the EMS in order to continuously improve the
Company’s performance with respect to the environment. The company implements
Environmental programs and appropriate protective measures to control risks.
All M.S.S. personnel and Senior Officers, whether ashore supporting our ships or at sea
working onboard, will actively work to prevent unsafe acts and damage to the environment and
they should lead by example complying with environmental practices and procedures.
M.S.S. management recognizes that all shore based and shipboard activities have some impact
on the environment. As part of the management system, we set objectives and targets for
environmental improvements on a continuous basis, and we implement best available
technology/best environmental practice where technically and economically feasible.
We also conduct training to improve environmental awareness and we improve operational
procedures to ensure our targets are met. Fleet-wide environmental objectives and targets are
set annually and programs are initiated to meet the targets set. In addition to fleet-wide
environmental targets, all our vessels are subject to annual reviews of environmental impacts
and on this basis, we set vessel specific targets for environmental improvements.
Examples of such targets and achievements include fuel savings, controlled use of ecofriendly
chemicals, garbage segregation, waste minimization, environmental awareness, recycling
programs and energy reduction initiatives.
M.S.S’s environmental and Energy policy includes:
a) Energy Conservation with a comprehensive Shipboard Energy Efficiency Management
Plan (SEEMP)
b) Pollution Prevention with a comprehensive Environmental Compliance Program (ECP)
c) Waste Reduction (SEEMP)
d) Minimize sources usage (SEEMP)

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e) Anonymous Incident Reporting to: whistleblower@marvinshipping.com or

contacting the Emergency & Whistleblowing Hotline on: +30 210 4587610
(Voice), +30 6956291230 (Voice or SMS text)
In all our activities and operations, we will:
 Promote Environmental excellence.
 Comply fully with all maritime environmental requirements established under
applicable international, flag state, and port state law and all applicable federal and state
statutes and regulations;
 Implement an environmental management system on all ships and in the office;
 Review our Environmental and Energy Aspects and objectives on a regular basis;
 Provide for the continuous improvement in environmental performance;
 Promote environmental awareness through the training and education of our
employees; communicate our environmental aspects and subsequent environmental
management program and targets to all Office employees and ensure that they have
clear understanding of those.
 Provide a framework for managing waste in accordance with the applicable legislative
and regulatory requirements.
 Support the purchase of energy efficient products and services, and where applicable
supports design energy efficiency improvements.
 Set the framework for familiarizing all company personnel with this policy
 Promote environmental-friendly technologies, materials, goods and services within the
company and towards our stakeholders.
 Make efforts to minimize the effect of shipping-related incidents and accidents and
reduce the environmental risks;
 Respond quickly and effectively to environmental incidents resulting from its
operations, in co-operation with industry organizations and authorized government
agencies;
 Consider Environment as a top priority in our business decisions; All operations will be
properly supervised and environmental protection will be an integral part of all
planning and procedures. Management will respond positively to recommendations
from both shore and sea staffs that identify the changes in policy, practices or
equipment necessary to improve standards;
 When considering new business or work methods, undertake a full assessment of all
environmental aspects and targets, to ensure that the standards required by this Policy
are maintained or surpassed;
 Manage our business with the goal of preventing environmental incidents and of
controlling emissions and waste streams;
 Take appropriate action, including immediate dismissal when appropriate, against any
employee who obstructs, hinders or presents false information or makes false
statements during any inspection, monitoring, or auditing of Company policies;
 Prohibit any incentive or bonus programs based on minimizing operational costs
associated with the operation, maintenance or repair of machinery space systems,
equipment and components, including pollution prevention equipment, to ensure that
employees do not seek to avoid such costs and thereby sacrifice environmental
compliance.
 Communicate this Environmental and Energy Policy to the public and share
information on environmental performance with subcontractors, contractors and
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The Company is committed to providing all necessary resources required to achieve the goals
set forth in this Environmental and Energy Policy Statement.
The personal effort of each individual to achieve the goals of this Policy Statement is an
integral part of his or her expected work Environmental performance.
Company’s personnel ashore and onboard who fail to comply with this Policy shall be subject
to disciplinary action up to and including termination of services.
All Company’s personnel, both shore-side and aboard, shall NOT retaliate against, or in any
way employ adverse treatment of, a subordinate, co-worker, employee or crew member for
their reporting of any violation of this Environmental and Energy Policy.
Failure to notify the Company of a violation of the EMS, or other environmental protection
policy, law or requirement is grounds for discipline and/or dismissal.
Marvin Shipping Services Inc. has a strong core belief in sustainable shipping in the future, and
is actively taking steps towards reducing emissions and pollutions today. We are constantly
looking into improving the ship operations and thus minimizing the environmental foot print.
The Company is ISO 14001 compliant, providing all necessary resources (e.g. technical,
financial and human resources) to ensure all environmental objectives are achieved. The
Company also makes every effort to ensure its contractors employ the standards and
procedures necessary to comply with this Environmental and Energy Policy.
This policy is
(a) subject to annual review during Management meeting and in view of changing legal
requirements, stakeholder’s expectations and company’s operations, and
(b) is to be displayed on all vessels managed by Marvin Shipping Services Inc. and in the
Company's headquarters.
Managing Director

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DRUGS & ALCOHOL POLICY
The company is fully committed to maintain a safe and healthy working environment, free from alcohol
and unauthorized use of drugs. Illegal or unauthorized possession, consumption, distribution or sale of
drugs or alcohol by any shipboard personnel of the company shall lead to instant dismissal and will
render the person liable to legal proceedings.
As a condition of continued employment all shipboard personnel are required to submit to drug and
alcohol testing. Refusal to consent to the testing, falsification of a test or positive test results will result
in the termination of employment.
All shore based and shipboard personnel of the company are strictly required to adhere to this policy by
fully complying with the company's procedures and all applicable national and international
regulations.
Company’s vessels are dry from alcohol according to "EXXON-MOBIL" guidance.
The Company has defined as alcohol impairment a blood alcohol content of 0.25mg/lt or more or
0.05% blood alcohol level (BAC).
On no account shall a person under the influence of drugs or alcohol, be allowed to stand watch or
perform any other duty, involving the safety of the vessel, her crew or cargo, and the public.
In order to enforce this policy:
1) The Company implements very strict rules and procedures in alcohol distribution and consumption.
2) The possession, use, trafficking of any kind of illegal drugs and for any reason on board the ship is
prohibited.
3) Company will take all disciplinary action, including dismissal, against anybody consuming alcohol,
while ashore, for at least 4 hrs prior scheduled watch keeping duties or work period
4) The Company implements procedures in alcohol distribution and consumption, which meet or
exceed the relevant ICS/OCIMF guidelines and enforces a strict blood/breath and/or urine test schedule
involving:
 mandatory pre-joining tests for all seafarers
 periodical random testing/screening on board vessels
 regular breathalyzer tests on board, either as a control procedure, or during the case of an
investigative process
Seafarers found to be in violation of this Policy shall be immediately released from duty and dismissal /
disciplinary action will be taken.
Adherence to this Policy is considered as a term of employment.
Managing Director

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SECURITY POLICY
It is the Company’s Policy to establish and implement a “Security Management System” in

order to meet the following security requirements:
a) To develop, implement and maintain a Ship Security Plan for each vessel in accordance
with the requirements of the ISPS code Part A & Part B and the U.S. Coast Guard
NVIC 10-02.
b) To detect security threats and take preventive measures against potential security
incidents on board and ashore
c) To designate appropriate senior staff with overall responsibility for security within the
company and individual ships.
d) To cooperate with the responsible authorities and to act on advice from them.
e) To promote security awareness amongst all employees.
f) To establish a reporting & recording system for incidents.
g) To establish, implement and verify specific security measures on board and ashore
The company is committed in providing the appropriate security guidance, advice,

documentation and necessary resources in order to meet its security objectives and fully
comply with the requirements of the ISPS code and any additional requirements that may be
stipulated by the relevant competent Contracting Governments.
In particular, the Company is committed to ensure that the Company Security Officer, the
Master and the Ship Security Officer are given the necessary support to fulfil their duties and
responsibilities in accordance with chapter XI-2 and this part of the code. Furthermore, the
company shall consistently and systematically review its security policy and relevant security
measures in order to ensure that they remain effective.
Managing Director

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SOCIAL RESPONSIBILITY POLICY
The Company incorporates social and environmental considerations in its strategic planning
and regular daily operations with the objective to minimize the negative impact of its activities
on society and the environment as well as to operate with respect to the human rights and their
universality.
The Company integrates its social responsibility throughout its processes and organizational
culture by establishing and implementing policies and procedures for its activities that may
have an impact to the society, the environment and the interested parties.
In order to effectively implement this policy the Company:
 Incorporates appropriate safeguards in the Marvin Shipping Services Integrated
Management System to control the impact of its operations to the society and the
environment and promotes transparency throughout its processes and organizational levels.
 Undertakes an obligation to society, in the form of commitment to local, national and
international regulations, attention to health, safety and environmental issues and adoption
of a risk management policy.
 Provides equal opportunities for employment and career development irrespectively of
gender, nationality and religion.
 Provides equal remuneration for work of equal value without discrimination based upon
race, colour, sex, religion, political opinion, national extraction or social origin.
 Analyses occupational health and safety risks involved in its activities and implements a
Shipboard Occupational Health and Safety Program (SOHSP) to control these risks.
 Implements an integrated Environmental Management System to control/ reduce the
environmental impact of its operations.
 Promotes ethical behaviour to its employees and other interested parties through the
communication and implementation of its documented policies and procedures.
The Company monitors its effective performance on social responsibility by reviewing,
evaluating and improving when necessary its actions and operating practices.
Related Procedure
Recruitment & Placement P03
Health, Safety Management & Environmental Protection Procedure P11
Management Analysis & Review Procedure P17
Shore-Based Personnel Recruitment Procedure P21
Shore-Based Personnel Training & Appraisal Procedure P22 & P23
Office Risk Assessment Procedure P24
Managing Director

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SOCIAL MEDIA POLICY
The use of social media increases opportunities for Company employees to remain engaged
with
the world beyond their immediate work environment. It also allows employees to generate
content from anywhere in the world. Therefore, as communication opportunities increase so do
responsibilities for Company employees. This policy outlines the necessary principles that
users of social media shall observe, the conditions in which Internet activity will be monitored
and actions to be taken upon violation of an established policy.
This policy deals with the use and misuse of social media platforms and other websites
including
but not limited to:
 Social networking websites such as Facebook, CrewToo, MySpace, Bebo, LinkedIn,
Yahoo! Groups, QQ.com, VK.com, etc.
 Micromedia/Microblogging websites such as Twitter
 Multimedia websites such as YouTube, Instagram and Flickr
 Wikis such as Wikipedia
 Blogs
 News sites where content and comments can be posted such as CNN iReport
 Any other website where user-generated content can be posted for wider viewing and
sharing.
Company expects all individuals to comply with this policy at all times to protect the company
Brand and reputation.
This policy applies to all individuals working at all levels in the Company both ashore and at
sea
and covers the use of social media during work and non-work hours, on personal and Company
supplied equipment such as laptop computers and cellular/smart phones. Company
management
and Masters / Chief Engineers are responsible for ensuring that the standards set forth by this
policy are communicated to their staff and that their own conduct sets a good example in this
respect.
Company’s employee rules relating to the use of social media
The Company recognizes the value of social media and expects all staff to use these tools
responsibly, protecting the Company’s reputation, as they would in traditional media. The
following basic principles should be observed:
 Be responsible. As an employee, any user-generated content could have an impact on
the Company’s reputation, so give careful thought before sharing photographs or video
of the Company’s assets, particularly our ships, facilities or people in uniform.
Photographs and/ or videos taken during an incident that could potentially be harmful to
an investigation is prohibited.
 Be accurate and honest. In any circumstance in which you are in doubt, or are uncertain
about how to respond to a post, contact the DPA or Legal department for guidance;

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 Don't make posts or comments that may be considered obscene, threatening, harassing
or embarrassing to others;
 If you post photographs of other people, get their permission first;
 Never use someone else’s copyrights, copyrighted material, trademarks, service marks
or other intellectual property;
 If you see comments relating to the Company that you think should be addressed,
contact the DPA or Legal Department for guidance;
 Do not use the Company’s logo (in any form) on any personal social media platform.
Use of any company logo must be approved by the General Manager;
 Respect others in any online social interaction. Do not use social media or any similar
form of communication to attack or insult the Company’s fellow employees, customers,
vendors, contractors, suppliers, competitors or others.
 Employees are referred to Company’s policies on cultural awareness, ethics and gender
equality which extend to all forms of communications, including the use of social
networks and other new media.
 Do not disclose any confidential, proprietary or sensitive information about the
Company, our employees, customers, vendors, contractors, suppliers, competitors or
others.
 Do not comment on the Company’s related legal matters, financial performance,
competitors, strategy or rumors.
 If any member of the media (social or traditional) contacts you about your user-
generated content (i.e., blog post, comment, video), a colleague’s or another party’s do
not engage in a dialogue rather refer them to DPA or Legal Department.
Violations
Please be aware that violation of this policy may be grounds for disciplinary action up to and
including termination of employment.
Social Media Guidelines

The Company respects the desire of all its employees to participate in online social media,
however the emergence of social networking forums such as You Tube, Facebook, Twitter,
Wikipedia etc, has blurred the traditional expectations of what types of speech are regarded as
public and what are private. Information published on social media forums is now almost
always considered to be public information and can subsequently be used by others online,
including journalists. The below guidelines are designed to outline a sensible philosophy
towards employee use of social media.
Be Aware– Social media exists between the public and private spheres. Your views and
actions
online can impact company reputation. Be aware of this and the consequences it can involve.
Be Accurate – Never publish inaccurate information regarding the Company online. If you are
unsure of the accuracy of what you are writing, check with Corporate Communications who
are
always there to help.
Be Yourself – Social media is a forum for you to represent your own views and ideas. Always

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ensure that if you are talking about the Company online that you have made it clear any
statements are your own and do not represent the views or values of the organization.
Be Respectful – avoid violating the privacy of your co-workers, clients and competitors etc.
Be Accountable – A general rule of thumb would be not to post online what you wouldn’t be
comfortable saying to people in person or in public. Would you be comfortable if your
comments were seen by your Mother, friends, colleagues or employer?
Be Considerate - Never use social media as a platform to harm, insult, threaten, defame or
embarrass others.
Be Conscientious – If you find hurtful or defamatory commentary about the company on
social
media forums, help us combat such negativity by informing Corporate Communications who
can respond appropriately.
Help us Maintain the Company and Your Own Positive Reputation Online!
Managing Director

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NAVIGATION POLICY
It is “Marvin Shipping Services” policy to promote and establish sound and efficient Bridge
Organization and Passage Planning with the objective that vessels carry out their voyages
safely, efficiently and with utmost dispatch.
Safety of the personnel, vessel, cargo and prevention of pollution must be given primary
importance while navigating Company vessels.
The primary responsibility of the Master is safe navigation of his assigned vessel. Part of this
responsibility is extended to officers and crew members onboard, who must always be alert
and prepared to take proper action in order to safeguard onboard personnel, vessel, cargo and
environment.
The Company vessels must be navigated with strict compliance with COLREG, SOLAS,
STCW, BPG, ICS, BTM and the applicable governmental and trading area routing
requirements, by which the Master and the Navigating Officers should be familiar with.
No navigation officer shall be assigned independent duty unless properly familiarized with the
bridge equipment and bridge procedures. The Master shall ensure that the newly joined deck
officers are provided proper familiarization training with Bridge Equipment, prior to assigning
duty.
In order to achieve these objectives:
 Current charts (Electronic or paper) and navigational publications will be provided for all
vessels by sub-contracted Chart Agents and constantly updated by a designated officer on
board.
 Passage planning utilizing all available information will be prepared prior to each vessel's
sailing.
 All Officers are to be thoroughly familiar with all navigational equipment which is to be
maintained in good operational condition at all times.
 The Officers must also be aware of the vessel's maneuvering capabilities and of their
duties when on watch
All vessels shall carry out their voyages within the boundaries set by international laws and
regulations and operate under the guidelines given by international maritime instructions.
Related Procedure
Navigation Procedure P31
Managing Director

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CARGO OPERATIONS POLICY
It is Company’s policy to endeavour to protect cargo under the vessels’ care and to ensure that:
 Cargo delivered is of the same quantity, specification and condition as when it was
received.
 Cargo is handled, transported and delivered in a safe, environmentally friendly, quick and
cost effective way.
This is to be achieved by:
 the thorough preparation of cargo spaces for the receipt and carriage of cargo.
 compliance with any special requirements of specific cargoes.
 the planning and implementation of all loading/discharging operations in accordance
with all Company and statutory rules and regulations.
 the correct and safe stowage of the cargo in accordance with the prepared loading plan.
 the continuous monitoring and care of cargo throughout the voyage.
 ensuring any cargo problems are properly dealt with and promptly reported to interested
parties.
 promoting an effective team management approach to cargo, ballast, tank cleaning and
bunker handling through onboard training and mentoring.
Related Procedure
Cargo Operations Procedure P28

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EMERGENCY RESPONSE POLICY
It is the policy of Marvin Shipping Services Inc. to ensure that the Company's organization can
respond at any time to hazards, accidents and emergency situations involving contracted ships.
The Company, in order to identify potential emergency situations and prepare itself for
promptly and efficiently responding to such situations:
 Ensures that each ship is equipped with all necessary Life-Saving and Fire-Fighting
appliances and arrangements required by SOLAS / Flag State.
 Has developed and implements a Safety Drills Program.
 Has developed:
a) "Emergency Response Plan” providing instructions, guidelines and communication
details for Emergency response purposes to both Shore Based personnel and Sea Going
personnel.
b) "Shipboard Oil/Marine Pollution Emergency Plan (SOPEP/SMPEP)" for each vessel,
regarding onboard mobilization in case of emergency (not only pollution) outside
U.S.A. waters.
c) Vessel Response Plans for each vessel regarding vessel response in case of oil pollution,
in U.S.A. waters.
 Ensures that the above Emergency Plans developed are drilled and exercised.
The Master has the final and overriding authority and responsibility for the health and
safety of his crew, the vessel, the cargo and the environment.
He must always endeavor to consult the Designated Person Ashore in emergency situations,
however this should in no way affect, delay or override the Master's authority.
In case of an emergency, the Master must decide as a matter of urgency whether assistance,
including salvage assistance, is needed or if the situation can be handled using the ship’s own
resources.
The Master should take whatever action is possible to remedy the situation. Once the Master
has decided that assistance is necessary, he should act promptly to request it from any available
source using the most expeditious means at his disposal and keep the official advised of his
actions.
Where salvage assistance is required for the ship under his command, the master shall contact
the operations manager or other office personnel in order to receive necessary instructions. In
case where contact is not possible and the criticality of the incident requires immediate action
the master has the authority to engage salvers on the terms of no cure no pay basis Lloyd's
open form 2000.
Related Documents
Emergency Response Manual (ERM)
Shipboard Oil Pollution or Marine Pollution Emergency Plan (S.O.P.E.P.) or (S.M.P.E.P.)

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VESSEL MAINTENANCE & INSPECTION POLICY
It is the Company's Policy to maintain, repair and inspect vessels and equipment so that:
 They always comply with Flag State, Classification Society, P&I, Underwriters,
Charterers, International Rules & Regulations, Shipping Industry and Company Standards.
 Their seaworthiness is not compromised.
In order to achieve the above the Company:
1) Has developed and implements a Maintenance system based on Planned Activities, for all
areas of the vessel including Engine Room, Deck, Mooring, Safety Equipment, Hull etc.
2) Frequently and periodically conducts inspections aboard vessels by Ship's staff and
Company Superintendents, at least 2 times annually, against standard guidelines/terms of
reference.
3) Where necessary provides for additional Maintenance, Repair and other corrective action
based on the reported condition of the vessel.
4) Maintains adequate records of the above activities.
5) Provide all the necessary recourses and perform all required actions in time to ensure that
the Fleet vessels are always maintained ready for inspections.
By establishing and following these systems, the company endeavours to assure the safe and
proper operation of the vessels whilst enhancing their reliability so that availability for trading
is maximized.
Furthermore the Company has identified equipment & technical systems, which are considered
critical for the Safety of the vessel and has taken specific measures in order to enhance their
reliability.
Related Procedures
Maintenance and Vessel Inspection Procedure P08

Dry-Docks & Major Repairs Procedure P09

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EQUIPMENT CALIBRATION POLICY
It is the Company's Policy to maintain the necessary equipment calibrated as follows:
 Identify inspection, measuring or test equipment, the accuracy of which is critical to the safe
and effective functioning of the vessel.
 Check all primary equipment used to inspect, test and calibrate other equipment to ensure
their adequacy, accuracy and fitness for purpose.
 Arrange appropriate calibration/service, with approved methods by competent personnel.
 Ensure that where reference standards are used in calibration/service, these shall be traceable
to National/International Standards.
 Uniquely identify all relevant measuring & test equipment through a calibration record sheet
and the equipment register, to evidence calibration history.
An attached number uniquely identifies each item of equipment.
 Maintain records of calibration / service.
 Take appropriate action when equipment is found to be outside acceptable limits of

accuracy.
Calibration shall be applied at least to the following categories of equipment:
 Critical Navigational Equipment

 Atmosphere Measuring Equipment
 Cargo Measuring Related Equipment
 Pollution Prevention Related Material
Related Procedure
Equipment Calibration & Testing Procedure P10

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RECRUITMENT, TRAINING & APPRAISAL OF SEAFARERS POLICY
It is the Company's policy to establish effective and safe manning levels on board and recruit
seafarers who are certified, qualified and medically fit in accordance with the Flag State, the
Insurance Bodies and Company requirements and who can efficiently and safely carry out their
duties.
Regarding the recruitment and placement process the Company shall ensure that this process
(either conducted directly by the Company or through recruitment and placement service
agents) complies with the requirements and provisions of the ILO MLC 2006.
In order to achieve this, the Company:
 Applies strict procedures for the selection and engagement of all seafarers.
 Requires that all seafarers employed by the Company:
 Are able to communicate in English for the execution of their duties
 Have an adequate understanding of relevant rules, regulations, codes and guidelines in
accordance with their ranks and duties.
 Are properly certificated in accordance with the requirements of the S.T.C.W and the
Flag Administration requirements.
 Are medically fit to perform their duties at sea seafarers in accordance with national
and international requirements
 Adhere to the minimum rest periods as defined in the S.T.C.W. Code.
 Are not below the minimum age of 18 years old.
 Are provided with decent working and living conditions on board.
 Are provided with conditions of employment that meet the MLC 2006 requirements
and have a fair employment agreement.
 Are protected from the financial consequences of sickness, injury or death occurring
in connection with their employment.
Particular emphasis is given in the selection of Masters and other senior Officers
who must be evaluated and approved for selection prior to their engagement in
order to ensure that they are properly qualified and competent to carry out their
duties.
 Forwards to all vessels all required information for the seafarers to effectively carry out
their duties.
 Ensures that all newly joining seafarers receive appropriate familiarization to critical Health,
Quality, Safety & Environmental protection aspects prior to assuming their duties on board.
Particular emphasis is given to Senior Officers’ the familiarization to the Marvin Shipping
Services Integrated Management System.

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 Has established procedures for the identification of training needs, elements and levels of
competence of staff to be achieved to perform their tasks, in support of the "Marvin
Shipping Services Integrated Management System" and the implementation of any such
training required.
 Implements a specific Training program for seafarers employed in excess of the minimum
STCW requirements. The results of the training are recorded for every seafarer.
 Continuously and consistently evaluates the performance of all seafarers. Internal Audits
and Performance Appraisals are carried out to ensure that training remains effective, and to
identify needs for re-training.
 Maintains updated Records of Performance for all seafarers employed.
 Consistently and continuously evaluates Manning representatives contracted and carries out
audit at their premises on an annual basis.
 Provides career developments for junior officers and endeavour to recruit senior officers
from within the company.
 Monitors retention rates for differing ranks and nationalities.
 Ensures that any recruitment services provided by recruitment and placement agents that are
based in countries or territories in which the MLC 2006 does not apply, conform to the
requirements set out in the MLC 2006.
 Ensures that all seafarers employed by the Company are protected from the financial
consequences of sickness, injury or death occurring in connection with their employment by
the placement of an appropriate P&I insurance policy for all ships.
Related Procedures
Recruitment & Placement Procedure P03

Seafarers Training, Appraisal and Familiarization Procedure P04

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SHORE BASED PERSONNEL MANAGEMENT POLICY
It is Company Policy to always employ adequate shore Based Personnel committed to a high
standard of ship performance and health, quality, safety, security and environmental objectives.
In order to establish the effective implementation of the Marvin Shipping Services Integrated
Management System the company is committed:
 To employ personnel of adequate academic background and experience for the designated
position.
 To promote staff continuity, with an emphasis on retaining and developing people in key
roles and on developing career opportunities for all personnel.
 To verify that the people employed are competent to carry out their duties
 To request all new employees (or personnel transferred to new assignments) to pass a
familiarization and induction, process before undertaking their duties.
This allows them to become aware of the relevance and importance of their activities and
how these contribute to the achievement of company’s objectives.
 To encourage personal advancement, qualification and education.
 To maintain adequate records of personnel details including staff qualifications,

experience and training
 To set up an appraisal system and relate it to the promotion and development system
 To keep in touch with industrial trends with regard to operational, health, safety and
environmental functions undertaken by personnel.
 To identify follow up training requirements and levels of competence to be achieved and

to arrange for appropriate training.
Related Procedure
Shore-Based Personnel Recruitment procedure P21

Shore-Based Personnel Training procedure P22
Shore-Based Personnel Appraisal procedure P23

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COMMUNICATIONS POLICY
It is the Company's Policy to ensure that the right information arrives at the right place, at the
right time.
In order to achieve this and establish an effective communication between Head Office, ships
and other third parties, the Company has documented and implemented a communications
system with specific requirements for the transmission of communication data.
 All communication data will be approved prior to transmission.
 All internal / external communication data will be timely processed.
 Traceability of communication data will be established.
The Company's official language of communication and documentation is English.
All shipboard personnel shall be able to communicate in English for the execution of their
routine and emergency response duties.
Company has decided to communicate externally its significant health, quality, safety, energy
efficiency and environmental aspects.
Related Procedure
Communications Procedure P29

Health, Safety Management and Environmental Protection Procedure P11

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PURCHASING POLICY
Purchases carried out, for goods or services considered critical for the quality of service
provided by the Company, shall conform to specified requirements.
 A clear specification of the goods or services required shall be defined prior to the order.
Specifically regarding purchasing of stores IMPA code shall be used.
 For the sake of good order, requisitions should be prioritized/ classed as Top Urgent,
Urgent or Normal. Any requisition relevant to critical equipment should be treated as Top
Urgent.
 The decision to purchase and the level of control to be exercised shall be related to the
criticality of the goods or service, their value and knowledge that the Company has of the
particular market. Furthermore the Company supports the purchase of quality,
environmental friendly and energy-efficient products and services.
 To mitigate the risk or perceived risk of a conflict of interest, purchasing / contracting

authority is totally separated as a function from the requisitioned (either vessel or
department) as well as from the financial (i.e. account payables), respectively.
 The element of competitive bidding shall prevail throughout the purchasing process, with
the exception of proprietary items or emergency situations. The criteria which the
Company shall employ in selecting the successful supplier on the basis of the most
advantageous offer will be a combination with the terms and conditions in force at the
time, delivery terms, and price/life cycle cost.
 For repetitive and high volume buying’s as well as for logistics services, the Company
shall procure thereof on a competitive solicitation basis applying international competitive
bidding rules ‘best practices’.
 Where efficient and effective, the Company shall enter into long-term contracts /ordering
agreements with suppliers to meet repetitive and volume buying’s as well as transport and
logistics arrangements
 Suppliers’ performance shall be monitored and evaluated.
 Delivery of purchased products or services shall be verified by competent personnel.
Related Procedure
Procurement & Assessment Procedure P26

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CONTRACT REVIEW POLICY
It is Company’s policy to ensure that all contracts shall be reviewed prior to the company
committing itself to them.
The process shall apply to Ship Management Agreements and Charter Parties.
The contract review process seeks to standardize a framework for the negotiation, approval and
post-agreement procedures for all contracts and contractually related correspondence.
The object of the review is:
 To ensure that all contract terms and conditions are adequately defined and acceptable to
the Company's Management.
 To ensure that the Company shall be capable of fulfilling the contract terms and
conditions.
During the contract review process, the customer’s requirements are reviewed in a systematic
manner to ensure clarity, understanding and feasibility prior to the contract being finalized and
accepted. Documented procedures are maintained to ensure that:
 the customer’s requirements are unambiguous, clearly understood and well documented
 the contract reflects any initial enquiry and quotation considerations
 any differences between the customer’s verbal and written instructions and quotations are
resolved fully, prior to any order acknowledgement or acceptance
 to ensure that any statutory and regulatory requirements are identified and satisfied.
When these requirements are defined, they are reviewed to ensure that the company has the current
capability to satisfy those requirements, or to identify any other resources required to fulfil the
customer’s needs.
Methods are in place, which ensures that amendments to contracts are reviewed, controlled and
fully implemented throughout the company and relevant personnel are made aware of the
change requirements.
To ensure adequate understanding of the contract requirements and effective translation of

these requirements throughout the company, a communication process is established between
the customer and the company.
Related Procedure
Contract Review Procedure P13

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PLANING OF PRODUCT REALIZATION POLICY
The Management recognizes that staff can only function effectively if supplied with suitable
controlled processes and resources to perform their tasks. Therefore, in planning for product
realization, all key processes and resources to be applied are identified and appropriately
documented.
The Company's planning policy applies to both normal operational plans and to plans dealing
with emergency situations.
The Company shall develop a plan for every foreseeable situation, as far as possible, to ensure
maximum efficiency from both shore based and seagoing staff at all times.
The Planning activities will cover:
 understanding and communicating Company's objectives at all operational levels
 identification of key aspects of both shore and marine operations
 preparation of suitable, comprehensive procedures regarding those operations in advance,
such procedures to be communicated to all personnel involved
 identification and acquisition of all materials necessary for the achievement of such
procedures
 anticipation of operational problems and preparation of emergency plans to ensure an
effective and efficient response if necessary
 ensuring the existence of proper documentation, such as procedures, flowcharts,
instructions as well as quality records.
 ensuring that supervision of key shipboard operations are assigned to qualified and
properly trained personnel.
Furthermore, the Company has developed plans for dealing with any emergency involving
contracted vessel(s) in a prompt coordinated and disciplined way, on a 24 hours 7 days per
week basis throughout the year.
The process for discharging Company's emergency plans is described in the Emergency
Response Plan and the vessel's individual Shipboard Oil/Marine Pollution Emergency Plan
(S.O.P.E.P./S.M.P.E.P & V.R.P.).
Product realization processes and activities shall be verified and adequately recorded in order
to ensure that the resulting service meets specified requirements.
Related Procedures/Plans
Navigation Procedure P31
Cargo Operations Procedure P28
Maintenance and Vessel Inspection Procedure P08
Dry-Docks & Major Repairs Procedure P09
Emergency Response Manual
S.O.P.E.P./S.M.P.E.P. & V.R.P.

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VESSEL PERFORMANCE MONITORING POLICY
The Company is dedicated to ensuring that all vessels comply with both Charter Party
requirements and Company's own standards of performance.
This is achieved by ensuring a constant flow of standard coded communication from the vessel
to the office in accordance with relevant procedures.
This data is constantly monitored and if necessary investigated by the relevant departments.
A computer and manual analysis is provided on completion of each voyage leg and/or at any
moment as necessary.
For sustained control processes, statistical techniques are applied in operations where they
contribute to process control and quality improvements.
Any incidents, which may adversely affect the vessel's performance, seaworthiness and/or
standard of service, are to be reported and dealt with accordingly.
Related Procedure
Vessel Performance Reporting & Monitoring Procedure P30

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DOCUMENT CONTROL POLICY
The Company has documented its Management System. Documents defining or relating to the
Marvin Shipping Services Integrated Management System (Controlled Documents) are
approved and / or authorized prior to their issue and after every review. They are also
subjected to a number of controls (including their periodic and systematic review) in order to
ensure they remain effective and that all company's employees have access to the right
document at the right time and revision.
In order to provide clarity and meet the set objectives the Company’s SMS defines in its
various sections the responsibility, authority and interrelation of personnel concerned with the
SMS.
Instructions and procedures covering shore and vessel operations are developed in consultation
with those who will have to implement them. Personnel are involved in developing instructions
and procedures jointly in order to achieve effective guidelines. The development of procedures
is included in the respective personnel job description. Furthermore, the Company promotes
the involvement of vessel personnel with projects related to new legislation and equipment.
The Company's Controlled Documentation comprises of:
1st Level of Documentation

 Policy Manual
2nd Level of Documentation

 Procedures Manual
3rd Level of Documentation

 Emergency Response Plan
 Fleet Instructions Manual
 Forms and Quality Records
 Shipboard Oil/ Marine Pollution Emergency Plan
Any additional documents, other than the above that may be included in the company's
controlled documentation, will be described in the relevant procedure.
All controlled documentation is the company's property and shall not be removed from the
company's premises, including documentation on board managed vessels, without prior
consent of the management.
Related Procedure
Document Control Procedure P01

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INTERNAL AUDIT POLICY
It is Company's policy to internally audit each separate area of its management system at least
once per year (not exceeding 12 months period) in the office and onboard each vessel. In
exceptional circumstances this interval may be exceeded by not more than three (3) months
properly documented and supported.
Each system area will be audited with the objective of:
 Ensuring that Company's activities and their results comply with documented instructions
and set objectives.
 Determining the effectiveness of the system area within the overall Company Management
System
 Identifying and rectifying any problems within the system area
 Ensuring compliance with the requirements of ISO 9001, ISO 14001 & ISM Code.
Each audit will be carried out by trained personnel independent of the system area being
audited. The results of the audits shall be recorded and conveyed to the Management and the
person(s) having responsibility in the audited area and where necessary corrective and
preventive action will be taken. Staff is required to take timely action to address any non-
conformance identified by the fault.
Related Procedure
Internal Audits Procedure P16

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NON-CONFORMITIES, ACCIDENTS, HAZARDOUS OCCURRENCES &

OCCUPATIONAL INJURIES / DISEASES REPORTING ANALYSIS & CONTINUAL
IMPROVEMENT POLICY
It is Company’s policy to identify, record and evaluate problems within its management system
as quickly and as efficiently as possible.
The purpose of this policy is not to seek to attach blame upon employees but rather to collect
the necessary evidence that will enable the identification and rectification of root causes and
improve Safety & Health conditions on board. The Company encourages detailed reporting
from the ships, especially of near misses, accidents, serious illness and incidents.
Problems will automatically be deemed to arise upon:

 Instances where the management system is found not to have been complied with.
 Failure to satisfy contractual requirements emerging from Ship Management
Agreements and Charter Parties, including customer complaints.
 Detentions or safety related deficiencies issued by third parties regulatory bodies such
as Port State Control
 Accidents or incidents that adversely affect the safety of the vessel or the environment.
 Hazardous occurrences (near misses) that could have resulted in accidents or other
incidents under different circumstances.
 Situations which result in urgent medical attention ashore (serious illness) or cases that
have resulted in occupational diseases
All such problems upon their identification shall be consistently recorded and brought to the
attention of responsible personnel for the necessary follow up investigation process.
All reported problems within Marvin Shipping Services Integrated Management System shall
be the subject of an in-depth investigation directed towards:
 Identifying the root causes of the problem
 Determining the action needed to correct the problem and eliminate the root causes
 Avoid similar re-occurrences
 Minimise operational risk
 Improving operational safety and pollution prevention
 Improving Occupational Safety & Health conditions on board
All Corrective and Preventive action decided shall be timely implemented and verification
controls shall be applied in order to ensure that corrective and preventive action is effective.
If a company's vessel is involved in an accident involving loss of life, serious injury or material
damage to the ship, the owner or manager or master must report the accident to the Flag
Administration within 24 hrs from the arising time. Same applies for serious defects,
deficiencies or non-conformities.

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Furthermore, the Company shall apply additional preventive action for identifying potential
problem areas and initiating necessary control actions. This is primarily carried out through
the active risk management system implemented, the periodical analysis of the Marvin
Shipping Services Integrated Management System and the respective meetings, where the
performance of the MSSIMS shall be evaluated and discussed with a view to making
improvements. The company is committed to the concept of continual quality improvement
through the progressive elimination of weaknesses and the minimization of operational risks
within ALARP risk levels.
Related Procedures
Accident, Serious Illness & Hazardous Occurrence Reporting & Analysis Procedure P12
Non-Conformance Procedure P14
Corrective & Preventive Action Procedure P15

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MANAGEMENT REVIEW POLICY
The Company is committed to achieving a sustained and continual improvement of its

processes at all levels. This will be realized through the implementation, maintenance and
improvement of the company’s management system. It is Company's policy to carry out a
thorough review of its Management system with a view to:
 Evaluating the overall performance of the management system
 Assessing the performance of the management system in meeting specific objectives
 Investigating any problem areas and identify improvements which may be made
The company’s Senior management demonstrates its commitment to implementing the

MSSIMS by assessing the status of the Management System at planned intervals and ensuring
its continuing suitability, adequacy, efficiency and effectiveness. The review process is
documented and identifies the need for changes to the planned management system, the policy
and planned objectives & targets, as well as any opportunities for further improvement. These
reviews are carried out quarterly with a more comprehensive annual meeting ashore (or at
any other time when it is deemed to be necessary), and not exceed the six (6) months period on
board, by:
 the Management Review Team during the Management Review Meetings quarterly with a
more comprehensive annual meeting (or at any other time when it is deemed to be
necessary).
 the Master at least once per sea service but not more than six (6) months period on board
Intervals are subject to:

 Results of Internal Audits
 When new regulations referring to MSSIMS procedures are amended
 In case of a serious Marine Accident
 In cases of Class recommendation related to MSSIMS
Prior to Management Review meeting, an MSSIMS analysis report is prepared from data
gathered from numerous sources of information including:
 Quality policy and supporting quality objectives and targets
 Health & Safety, Security, Environmental & Energy Policies and supporting objectives
and targets
 Status of actions from previous management reviews
 Latest internal & external audit results
 Accident, Near Misses Summary Reports
 Performance of suppliers
 Status of non-conformance, corrective and preventive action
 External communication including customer feedback and complaints
 The needs and expectations of interested parties including compliance obligations
 Adequacy of resources

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The result of the management review output is a report that may include decisions or actions
leading to:
 Improved effectiveness of the MSSIMS and its processes
 Continual improvement opportunities
 Changes to MSSIMS, including resources
 Product performance in relation to customer requirements
 Setting of new Health, Quality, Safety, Security , Environmental & Energy objectives
& targets
Related Procedure

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COMPANY OBJECTIVES POLICY
The purpose of this policy is to define meaningful objectives that support improved
organizational performance. In establishing new or revised objectives, the Management may
consider information generated from sources such as market trends, customer expectations,
management reviews, internal audits, product and process performance, new environmental
and other regulations.
In order to be able to measure the Company’s performance with respect to set objectives a
number of measurable targets shall be defined by the Management.
Such targets shall be related to the Company’s objectives and shall be evaluated and reviewed
during Management Review Meetings. For the measurement & evaluation of the set targets a
number of parameters are to be used.
The Company’s objectives and relevant parameters (per each department) appear in
Company’s Objectives and Targets Form.

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CUSTOMER FOCUS POLICY
In order to ensure that the Marvin Shipping Services Integrated Management System is
suitably directed in meeting customer requirements, the company monitors information related
to customer perception as to whether the organization has met their requirements.
This is achieved by:
 The timely and in depth processing of any customer complaints

 The review of any market reports
 The identification of representative clients and their valued opinion
This information is monitored and analyzed during the prescribed Company analysis &
management review process.
Related Procedure

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BUSINESS CONDUCT & ETHICS POLICY
Marvin Shipping Services Inc. is committed to promote honest and trustworthy working
environment, both on board and ashore and to implement strictly and without deviations,
Company’s Business Conduct and Ethics Policy.
Business Ethics
Senior management of Marvin Shipping Services Inc. shall lead by example.
Employees on-board and ashore must act honestly, ethically and fairly towards the Company's
customers, suppliers, competitors and employees. No kind of harassment, manipulation, concealment,
abuse of privileged information, misrepresentation of material facts, or any other unfair-dealing practice
should take place. The Company has a zero-tolerance approach towards bribery and corruption,
fraud and deception.
Compliance with Laws, Rules and Regulations

It is the Company's policy to strictly comply with all laws, rules and regulations that apply to
its business. It is the personal responsibility of each Individual to adhere to the standards and
restrictions imposed by these laws, rules and regulations and to prevent, detect and report
instances of non-compliance.
There are no circumstances where the Company will allow that any law or regulatory
requirement be disregarded in the conduct of its business.
Enforcement and Duty to Report

Employees on-board and ashore shall report any actual or suspected violation of the Code to their
manager/superior. All should organize their area of responsibility in such way that violations of the
Code can be observed and relevant reports are received and looked into. Violations may result in
reprimand, claim for damages and/or termination of employment or loss of office. The above principles
form part of the Company’s general policy.
In cases where employees are witnessing a violation and are failing to report, this will be considered as
ground for disciplinary action and/or contract termination.
Whistle-blower Policy
The Company has adopted a whistle-blower policy by means of which, employees on-board
and ashore are encouraged to report any known or suspected environmental, legal or other
violation by either filing a report in the dedicated email whistleblower@marvinshipping.com
or calling the dedicated numbers +30 210 4587610 (Voice), +30 6956291230 (Voice or SMS
text). Employees may choose to remain anonymous, but even if they identify themselves, their
identity and information provided will remain strictly confidential.

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Conflicts of Interest
A conflict of interest occurs when an Individual's private interests interfere, or appear to
interfere, with the interests of the Company as a whole. While it is not possible to describe
every situation in which a conflict of interest may arise, employees on-board and ashore must
never use or attempt to use their position with the Company or their rank on a vessel to obtain
personal benefits. Any Individual who is aware of a conflict of interest, or is concerned that
such a conflict might arise, should address the matter with his/her manager immediately.
Confidentiality and Personal Data Privacy

Confidential information includes any internal information obtained in the course of
employment, including but not limited to non-public information concerning the Company’s
business, the Company’s customers and suppliers, the Company’s contracts, agreements and
transactions and any legal proceedings commenced by or against the Company as well as any
non-public information that might, if disclosed, be harmful to the Company or its customers.
Any Individual in possession of such information, must maintain the highest degree of
confidentiality and must not disclose same, unless lawful authorization is obtained.
This obligation remains in effect during the employment of each Individual as well as
thereafter.
The consequences to the Company and the Individual/s concerned can be severe if
unauthorized disclosure of any non-public, privileged or proprietary information takes place.
Protection and Proper Use of Company Assets

The Company's assets are only to be used for legitimate business purposes and only by
authorized employees on-board and ashore. This applies both to tangible assets (such as office
equipment, telephone, copy machines, etc.) and intangible assets (such as trade secrets,
software, confidential information, etc.). Employees on-board and ashore have a responsibility
to protect the Company's assets from theft and loss and to ensure their efficient use. If an
employee on-board and ashore becomes aware of theft, waste or misuse of the Company's
assets, such Individual should report this to his/her manager/superior or to the Company’s
internal legal department immediately.
Opportunities
Employees on-board and ashore owe a duty to promote the Company’s interests and not to use
corporate property/information, their position in the Company or their rank on a vessel to
advance personal interests.

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WHISTLE-BLOWING POLICY
Marvin Shipping Services Inc. is committed to conducting its business with honesty and
integrity and expect all staff, whether shore or sea-based to maintain these high standards.
All staff are required to comply with International Law as mandated by IMO conventions such
as SOLAS and MARPOL and the National Laws of the Port State the vessel is in. Non-
compliance and malpractice is unacceptable and will be taken very seriously.
If, at any time, a member of staff knows of, or suspects, any of the occurrences listed below,
they must report the matter to the Company immediately so that steps can be taken to deal with
it appropriately. Failure to notify in these circumstances is considered as grounds for
disciplinary procedures which includes up to dismissal.
The following are examples of matters which qualify as information which may be raised
under this policy:
 A crime is being, or has been, committed, is suspected, or is likely to be committed;
 Non-compliance with legislation and/or Company procedures, particularly in relation to
health and safety at work;
 The environment has been, or is likely to be, damaged;
 Dishonesty, either verbally, written or through intentionally maintaining official log
books or records inaccurately;
 Malpractice or unethical conduct;
 A breach, or likely breach, of any legal obligation or regulatory requirement;
 Miscarriages of justice; and
 The deliberate concealment of any of the above.
If a member of staff has a legitimate concern in (and holds a reasonable belief that the
information he/she has relates to) one of the above areas and he/she wishes to raise the concern
in good faith, it should be raised with the Master, the DPA or other Company representative
who may be able to agree a way of resolving the concern quickly and effectively.
If a member of staff has a legitimate concern in (and holds a reasonable belief that the
information he /she has relates to) one of the above areas which is more serious, or if he/she
prefers not to raise it with his/her management or the member of staff feels they have not
addressed the concern adequately and he/she wishes to raise the concern in good faith, he/she
should raise this concern either by:
Sending an email to: whistleblower@marvinshipping.com
Or contacting the Emergency & Whistleblowing Hotline on:
0030 210 4587610 (Voice), 0030 6956291230 (Voice or SMS text)
Emails to the above email address will be monitored on a regular basis.
Reports can be made without fear of reprisal and be anonymous. Any victimization of a
member of staff who “whistle-blows”, or any attempt to deter him/her from “whistle-blowing”,
will be regarded as a serious disciplinary offense and will result in action under the
Disciplinary Procedures.

Version: 1-00
CYBER RISK MANAGEMENT POLICY
The company takes the necessary steps to safeguard both managed vessels and shore based
offices from current and emerging threats and vulnerabilities related to digitization, integration
and automation of processes and systems.
Cyber Risk Management is considered as an inherent part of the safety and security culture
necessary for the safe and efficient operation of the vessels and is adopted by personnel
employed at all levels of the company, from senior management ashore to onboard personnel.
With the view to effectively implementing this policy and meeting regulatory and legislative
requirements, the Company:
a) Identifies the systems, assets, data and capabilities, which if disrupted, could pose risks
to the ship’s operations and safety,
b) Allocates roles and responsibilities to users and key personnel both ashore and on board,
c) Ensures continuity of shipping operations in case of a cyber event by implementing risk
control processes and measures and establishing contingency planning,
d) Develops and implements activities necessary to detect a cyber event in a timely manner,
e) Provides resilience to its activities against a cyber event and is capable of restoring the
necessary systems in the aftermath of such event by means of the plans and activities that
have been developed and are implemented for this purpose.
The company is committed in providing the appropriate guidance, advice, documentation and
necessary resources in support of this policy and to fully comply with regulatory and industry’s
requirements.
The company has established a holistic and flexible cyber risk management system that is in
continuous operation and is constantly evaluated by effective feedback mechanisms.
Related Procedure
Cyber Security Procedure P33

Office Risk Assessment Procedure P24

Version: 1-00
SEQUENCE AND MAPPING OF THE COMPANY PROCESSES
Value-adding activities
Information flow
Management
Responsibility
Resource Management
-Quality Policy
-Recruitment - Objectives
-Training -Responsibilities Improvement
-Appraisal -Communication
-Drugs & Alcohol -Planning -Corrective Action Customers
-Working Environment & -Preventive Action
Customers
Safety Management
-Emergency Response
Product Realization Satisfaction

Analysis
-Contract Review
-Navigation Measurement -Company Analysis
-Cargo Operation -Management Review
Input
-Maintenance & -Internal Audit
Requirements -Customer Focus
-Inspection
-Repairs -Non Conformities
-Calibration -Performance Monitoring
-Purchasing Output
Product /
Service

Version: 1-00
QUALITY RECORDS & FILING SYSTEM POLICY
It is the company's policy to identify and maintain all records that demonstrate conformance to
specified requirements and/or the effective operation of the "Marvin Shipping Services
Integrated Management System".
These records could be through DANAOS software and kept electronically, retained for
specified minimum periods (refer to Procedure 18 Filing System) and shall be kept by assigned
persons in such a way that they are protected from damage, deterioration and loss and shall be
readily retrievable.
Hard copy records are destroyed (i.e. shredding, sent for recycling, incineration, etc) once past
storage/ retention date (5 years retention except a claim/ legal issue is pending). Electronic
records are encrypted and achived securly.
The personal data of the MSSIMS Headquarters current personnel is being retained in a
secured manner. Same applies for the personal data of the previously employed personnel
which is being erased/ destroyed 10 years upon termination of their contract.
The applications received from prospective employees are retained for a period of 12 months.
After this period, the information will be encrypted and archived securely.
The Company implements the same policy for the sea based personnel. MSSIMS will not keep
any personal data longer than is necessary for the purpose or purposes for which they were
collected, unless there is a pending legal or insurance case.
The Company, in order to ensure the above, implements a specified "Filing System" both in the
office and aboard vessels.
Related Procedure
Filing System Procedure P18

Version: 1-00
LIST OF PROCEDURES
P00 PROCEDURES INDEX

P01 DOCUMENT CONTROL
P02 DRUGS & ALCOHOL CONTROL
P03 RECRUITMENT & PLACEMENT
P04 SEAFARERS TRAINING, APPRAISAL & FAMILIARISATION
P05 ON BOARD COMPLAINT
P06 COMPANY DISCIPLINARY PROCEDURE
P07 SEAFARERS CONDITION OF EMPLOYMENT
P08 MAINTENANCE AND VESSEL INSPECTION
P09 DRY-DOCKS & MAJOR REPAIRS
P10 EQUIPMENT CALIBRATION AND TESTING
P11 HEALTH, SAFETY MANAGEMENT AND ENV. PROTECTION
ACCIDENT, SERIOUS ILLNESS AND HAZARDOUS OCCURRENCE REPORTING &
P12
ANALYSIS
P13 CONTRACT REVIEW
P14 NON-CONFORMANCE
P15 CORRECTIVE AND PREVENTIVE ACTION
P16 INTERNAL & EXTERNAL AUDITS
P17 MANAGEMENT ANALYSIS & REVIEW
P18 FILING SYSTEM
P19 TAKING ON A NEW SHIP INTO MANAGEMENT
P20 MANAGEMENT OF CHANGE
P21 SHORE-BASED PERSONNEL RECRUITMENT
P22 SHORE-BASED PERSONNEL TRAINING
P23 SHORE-BASED PERSONNEL APPRAISAL
P24 OFFICE RISK ASSESSMENT
P25 VESSEL RISK ASSESSMENT
P26 PROCUREMENT & ASSESSMENT
P27 ENERGY MANAGEMENT
P28 CARGO OPERATIONS
P29 COMMUNICATIONS PROCEDURE
P30 VESSEL PERFORMANCE REPORTING & MONITORING
P31 NAVIGATION
P32 MOORING OPERATIONS
P33 CYBER SECURITY

Version: 1-00
ISM, ISO 9001, ISO 14001, COMPLIANCE MATRICES

POLICY COMPLIANCE WITH ISM, ISO 9001, ISO 14001
SECTION ISM ISO 9001 ISO 14001
2. Mission Statement - - -
3. Scope and Description of the Marvin Shipping Services
1 1/ 4.1 -4.4 1/ 4.1 -4.4
Integrated Management System
4. Organisational Structure, Responsibilities & Accountabilities 3.2/ 4/ 5 4/ 5.1 - 5.3 4/ 5.1 – 5.3
5. Quality Policy - 5.2 / 10.3 -
6. Health & Safety Policy 2/7 10.3 -
7. Environmental & Energy Policy 2/7 5.2
8. Drugs & Alcohol Policy 6.2 - -
9. Security Policy - - -
10. Social Responsibility Policy - - -
11. Social Media Policy 8 - -
12. Navigation Policy 7 8.1 8.1
13. Cargo Operations Policy 7 8.1 8.1
14. Emergency Response Policy 8 - 8.2
7.1.5/7.1.3/8.3
15. Vessel Maintenance & Inspection Policy 7/10 7.1
/ 8.5
16. Equipment Calibration 10.3 7.1.5.3 9.1
6.1/6.2/6.3/6.
17. Recruitment, Training & Appraisal of Seafarers Policy 7.1/ 7.2 / 7.3 7.1/ 7.2/ 7.3
4/6.5/6.6/6.7
18. Shore Based Personnel Management Policy 6.3/6.4/6.5 7.1 7.1
19. Communications Policy 6.7 7.4 7.4
20. Purchasing Policy - 8.4 8.4
5.2/7.2/8.2.1/8
21. Contract Review Policy - -
.2.3
22. Planning of Product Realization 7 6/8.1 6
23. Vessel Performance Monitoring Policy 7 9 9
24. Document Control Policy 11 7.5 7.5
12.1/12.3/
25. Internal Audit Policy 9.2 9.2
12.4/12.5
26. Non-Conformities, Accidents, Hazardous Occurrences &
Occupational Injuries and Diseases Reporting, Analysis and 9/12.6 10.1/10.2/10.3 10.1/10.2/10.3
Continual Improvement Policy
27. Management Review Policy 12.2 9.3 9.3
6.2 / 9.1 /
28. Company’s Objectives Policy - 6.2 / 9.1./ 9.3.2
9.3.2
29. Customer Focus Policy - 9.1.2 -
30. Business Conduct & Ethics Policy - - -
31. Whistle-blowing Policy - - -
32. Cyber Risk Management Policy 8 - -
33. Sequence & Mapping of Company Processes - 8.1 8.1
34. Quality Records & Filing System Policy 11 7.5 7.5
35. List of Procedures - - -
36. ISM/ ISO/ OHSAS Compliance Matrix - - -

Version: 1-00
PROCEDURES COMPLIANCE WITH ISM, ISO 9001, ISO 14001

PROCEDURE ISM ISO 9001 ISO 14001
P01 – DOCUMENT CONTROL 11 7.5 7.5
P02 - DRUGS & ALCOHOL CONTROL 6.2 - -
6.1/6.2/
P03 - RECRUITMENT & PLACEMENT 7.1/7.2/7.3 7.1/7.2/7.3
6.4/6.7
6.3/6.4/6.5/
P04 - SEAFARERS TRAINING APPRAISAL, & FAMILIARISATION 7.1/7.2/7.3 7.1/7.2/7.3
6.6/6.7
P05 - ON BOARD COMPLAINT - - -
P07 - SEAFARERS CONDITION OF EMPLOYMENT - - -
7.1.5/7.1.3/8.3/
P08 - MAINTENANCE AND VESSEL INSPECTION 7/10 7.1
8.5
7.1.5/7.1.3/8.3/
P09 - DRY-DOCKS & MAJOR REPAIRS 10.1 7.1
8.5
P10 - EQUIPMENT CALIBRATION AND TESTING 10.3 7.1.5.3 9.1
P11 – HEALTH, SAFETY MANAGEMENT & ENVIRONMENTAL
7/8 10.3 / 5.2 10.3 / 5.2
PROTECTION
P12 – ACCIDENT, SERIOUS ILLNESS AND HAZARDOUS
9 - -
OCCURRENCE REPORTING & ANALYSIS
5.2/7.2/8.2.1/8.2
P13 - CONTRACT REVIEW - -
.3
P14 - NON-CONFORMANCE 9 10.2 10.2
P15 - CORRECTIVE & PREVENTIVE ACTION 9/12.6 10.2 10.2
12.1/12.3/
P16 - INTERNAL & EXTERNAL AUDITS 9.2 9.2
12.4/12.5
P17 - MANAGEMENT ANALYSIS & REVIEW 12.2/12.5 9.1 / 9.3 9.1 / 9.3
P18 - FILING SYSTEM 11 7.5 7.5

P19 - TAKING ON A NEW SHIP INTO MANAGEMENT 7 / 11 - -
8.5.6/ 8.2.4/
P20 - MANAGEMENT OF CHANGE - 7.5.3/ 8.1/9.3
9.3.2
P21 - SHORE BASED PERSONNEL RECRUITMENT
P22 - SHORE-BASED PERSONNEL TRAINING 6.3/ 6.4/ 6.5 7.1/7.2/7.3 7.1/7.2/7.3
P23 - SHORE-BASED PERSONNEL APPRAISAL
P24 - OFFICE RISK ASSESSMENT 1.2.2 (.2) - -
P25 - VESSEL RISK ASSESSMENT 1.2.2 (.2) 6.1 6.1
P26 – PROCUREMENT & ASSESSMENT - 8.4 -
P27 – ENERGY MANAGEMENT - - -
P28 - CARGO OPERATIONS 7 8.1 8.1
P29 - COMMUNICATIONS 6.7
P30 - VESSEL PERFORMANCE REPORTING & MONITORING 7
P31 – NAVIGATION 7 8.1 8.1
P32 – MOORING OPERATIONS - - -
P33 – CYBER SECURITY - - -

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INTEGRATED SAFETY MANAGEMENT SYSTEM Section: 01

MARVIN SHIPPING SERVICES

MARVIN SHIPPING SERVICES INC. Page 1 of 3 IMO: 5984091

Effective Date Approval Signature

01/03/2019 Managing Director

MARVIN SHIPPING SERVICES INC. Page 2 of 3 IMO: 5984091

MARVIN SHIPPING SERVICES INC. Page 3 of 3 IMO: 5984091

➢ Zero spills or releases to the environment

Mr. Thanos Kairaktidis

Date: 1st March 2019

MARVIN SHIPPING SERVICES INC. Page 1 of 1 IMO: 5984091

MARVIN SHIPPING SERVICES INC. is Shipping Company operating Tanker Ships.

MARVIN SHIPPING SERVICES INC. Page 1 of 3 IMO: 5984091

Interested Parties Need

MARVIN SHIPPING SERVICES INC. Page 2 of 3 IMO: 5984091

Interested Parties Need

MARVIN SHIPPING SERVICES INC. Page 3 of 3 IMO: 5984091

OFFICE PERSONNEL INTERRELATIONSHIP MATRIX

Responsible Person/ Dept. for

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Responsible Person/ Dept. for

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Responsible Person/ Dept. for

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Responsible Person/ Dept. for

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Responsible Person/ Dept. for

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RESPONSIBILITIES and ACCOUNTABILITIES

Reporting to: Board of Directors

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Reporting to: Managing Director

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MARINE ASSURANCE & VETTING DEPARTMENT / DPA

MARINE ASSURANCE & VETTING MANAGER / DPA

Reporting to: Managing Director & General Manager

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 To monitor Navigational performance of the vessels by reviewing relevant records and

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Position Minimum Qualifications:

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DEPUTY DESIGNATED PERSON ASHORE / DDPA

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Reporting to: Marine Assurance & Vetting Manager

Position Minimum Qualifications:

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MARINE ASSURANCE & VETTING DEPARTMENT CO-ORDINATOR

Position Minimum Qualifications:

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COMPANY SECURITY OFFICER “CSO”

Reporting to: Managing Director & General Manager

Position Minimum Qualifications:

DEPUTY COMPANY SECURITY OFFICER “DCSO”

Reporting to: The Company Security Officer “CSO”

Position Minimum Qualifications:

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OPERATIONS & CREW MANAGER

Reporting to: Managing Director & General Manager

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Position Minimum Qualifications:

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Reporting to: Operations & Crew Manager

Position Minimum Qualifications: