Taking over as a Chief Mate: Responsibilities & Duties

As a chief mate, you play a crucial role in the successful operation of a vessel. This comprehensive guide will walk you through the essential steps and responsibilities of taking over as a chief mate, ensuring a smooth transition and efficient management of your duties.

Initial Steps Upon Joining the Vessel

When you first board the ship as the new chief mate, follow these important steps:

• Report to the Master
• Submit your appointment letter, Certificate of Competency (COC), Continuous Discharge Certificate (CDC), and other relevant certificates
• Sign the Articles of Agreement
• Meet with the outgoing chief mate
• Review the handover notes thoroughly

Familiarization with the Vessel

As the chief mate, you must quickly become acquainted with various aspects of the ship

Safety and Emergency Procedures

• Understand emergency stations and duties
• Familiarize yourself with Life-Saving Appliances (LSA) and Fire-Fighting Appliances (FFA) plans

Ship Specifications and Operations

• Learn the ship’s dimensions, layout, and particulars
• Study normal loading and discharging procedures
• Review the stability booklet and hydro static data
• Understand the damage stability booklet

Navigation and Bridge Equipment

• Familiarize yourself with bridge and navigation equipment
• Learn emergency steering procedures

 Cargo Management and Documentation

The chief mate is responsible for overseeing cargo operations. Ensure you have access to:

• Cargo securing manual
• Stowage plan
• Capacity plan
• Register of cargo handling and lifting appliances
• Rigging Plan
• Docking Plan
• Shell Expansion Plan
• LSA,FFA Plan

Maintenance and Inventory Management

As the chief mate, you’ll oversee maintenance activities:

• Review the planned maintenance schedule (both computer-based and paper)
• Assess the current state of maintenance
• Check the status of deck stores and equipment
• Conduct inventories of various deck stores and lashing gear
• Review any pending requisitions
• Identify any overdue maintenance
• Study the last dry-docking report
• Review the repair list for the next dry-dock

Safety Equipment and Documentation

Ensure all safety-related documents and equipment are in order:

• Verify records and status of LSA.
• Check certificates of LSA.
• Review the maintenance file and designated person.

Environmental Protection

As chief mate, you’re responsible for adhering to environmental regulations:

• Confirm the presence of a certified Shipboard Oil Pollution Emergency Plan (SOPEP) copy.
• Verify the inventory of SOPEP equipment as per regulations.
• Check the status of SOPEP equipment.
• Review the Garbage Management Plan.
• Inspect Oil Record Book entries.
• Check Garbage Record Book entries.

Chief Mate’s Record Keeping

 Maintain accurate records of various ship operations:

• Crew rest and work hours.
• Tank inspections.
• Pump room entry checklists.
• Enclosed space entry checklists.
• Risk assessments.
• Hot work/cold work permits.
• Water ingress alarm tests.
• Pump room bilge and gas alarm tests.
• Crew work schedules.

 Documents to Receive from the Outgoing Chief Mate

 During the handover, expect to receive the following documents:

Stability Documentation

• All stability criteria
• Dead weight scale
• Cross curves
• Dynamical stability curve
• Tank disposition and capacities
• Statement of minimum bow height
• Damage stability information
• Ship’s general particulars

Cargo Details

• Cargo Plan
• Cargo manifest
• Mate’s receipts
• Example loading plans
• Loadicator or computer software
• Bills of lading
• Cargo Securing Manual
• Document of Compliance for Hazardous Cargoes

Certificates

• Safety Equipment Certificate
• Load line Certificate
• De-Rat Certificate or De-Rat Exemption
• Safety Ship Construction Certificate
• Tonnage Certificates
• Safety Radio Certificate
• Safe Manning Certificate
• Safety Management Certificate
• Document of Compliance (ISM)

Additional Information

• Planned Maintenance Schedule
• Ship’s keyboard
• Firefighting arrangement plans
• Dry Dock Plan
• Rigging Plan
• General arrangement plans
• Shell expansion plan

By following this comprehensive guide, you’ll be well-prepared to take on the responsibilities of a chief mate and ensure the smooth operation of your vessel. Remember, as the ship’s working manager, your role is crucial in maintaining stability, managing cargo operations, and overseeing ship maintenance.