Dennis Paigan Cubillas

PORT AGENCY SERVICES:
• Oversee daily operations at the Abu Dhabi branch, managing vessel movements (ATLP) and AD Ports activities, including tugboat and barge accommodations for ADNOC Offshore projects, while ensuring operational efficiency and regulatory compliance.
• Proactively recommend business process improvements to management and serve as the primary point of contact for client requests and inquiries.
• Coordinate ADNOC Offshore training for crew members in alignment with the ADNOC crew matrix, ensuring effective scheduling and timely onboarding for offshore deployment.
• Arrange Crew Mission Visas (3 months), Shorepass/Seaman Visas (7 days), and Transit Visas (96 hours) for on-joiners and off-signers.
• Schedule appointments and coordinate KSA Letters of Invitation (LOIs) for crew assigned to Saudi Aramco vessel projects, ensuring timely visa issuance and compliance with Saudi maritime regulations.
• Facilitate UAE navigation licenses for foreign vessels via MOEI portals, oversee the issuance of UAE Seaman Cards and vessel NOCs, and manage CICPA card processing to support ADNOC operations.
• Arrange and issue PDAs, ensuring operational efficiency, regulatory compliance, and effective stakeholder communication across port activities.
• Coordinate activities and transportation with the PRO team and drivers to meet client requirements.
• Liaise with clients regarding vessel movements and operational updates.
• Manage hotel bookings and respond to client accommodation requests.
• Assist with transportation logistics and monitor driver activities, ensuring all supporting documentation is in place.
• Prepare monthly FDAs and compile relevant supporting documentation.
• Collaborate with the company PRO and drivers during crew changes and accommodation arrangements.
• Maintain a comprehensive understanding of port and regulatory compliance requirements.

PORT AGENCY SERVICES:
• Well-versed in the process of establishing a Port Agency at Abu Dhabi Sea Ports for the operation of both commercial and private / pleasure yachts.
• Coordinate and plan the pre-arrival requirements for pleasure, private, and commercial yachts with CICPA, API, Customs, Immigration, and the AD Ports Authority, including pilotage, towage, berthing, mooring, and other port services. Additionally, liaise with local authorities to arrange port clearance and manage inward or outward immigration clearance and formalities.
• Act as the primary liaison between the vessel, Coastguard, Customs, Immigration port authorities, and other stakeholders.

VESSEL LOGISTICS:
• Coordinate berthing, docking, and mooring arrangements at UAE ports and marinas.
• Arrange and liaise with the MOEI/FTA for the application of cruising permits, navigation permits for foreign ships, and the 21-day extension for foreign ship visitor permits.
• Handle yacht transport logistics if needed (for example, moving the yacht between ports).
• Ensuring compliance with UAE maritime laws, customs, and immigration procedures.

OPERATIONAL MANAGEMENT:
• Oversee the day-to-day operations of yachts, including maintenance, charters, and crew management.
• Coordinate logistics for voyages, including route planning, fuel management, and docking arrangements.
• Ensure the availability of necessary supplies, equipment, and spare parts.
• Develop and implement standard operating procedures (SOPs) to optimize efficiency.
• Ensure that all services required by the yacht are met according to the owner's or charter requirements.
• Ensuring the delivery of high-end services to meet or exceed client expectations.
• Address customer feedback and resolve any service-related issues.

CREW & PASSENGER MANAGEMENT:
• Assist with crew documentation, including visas and permits for crew members.
• Manage guest arrivals and departures, ensuring a smooth transition between yacht and port facilities.
• Coordinate port services such as tender boats, transport for crew, and passengers (e.g., taxis, limousines).

LOGISTICS & SUPPLIES:
• Arrange for provisioning (food, beverages, equipment) and fuel supplies for yachts.
• Coordinate repairs and maintenance services, including technical support for machinery and yacht components.
• Ensure that all safety equipment is up to date and compliant with regulations.
• Oversee waste management (disposal of garbage, sewage, etc.) and ensure compliance with environmental guidelines.

COMPLIANCE & SAFETY:
• Ensure compliance with UAE maritime laws and international maritime regulations (SOLAS, MARPOL, ISM, ISPS and MLC).
• Conduct regular safety inspections and audits of vessels.
• Oversee the certification and registration of yachts.
• Implement safety management systems (SMS) and ensure crew training on emergency protocols.

FINANCIAL MANAGEMENT:
• Manage budgets and monitor expenses for port-related services, such as docking fees, customs charges, and provisioning costs, etc.
• Handle billing for services provided to the yacht and ensure timely payments.

LOGISTICS OPERATIONS:
• Coordinate and provide shipping instructions to local and overseas suppliers for export, import, Transit-in/out and temporary in/out shipments for the Organization. Ensuring that the process improves and delivers operational excellence leading to increased efficiency, reduced costs, and improved customer satisfaction.
• Carry out comprehensive inspections and accuracy on the shipping documents as per UAE customs standard mandatory requirements for shipment clearance purposes prior to shipping.
• Coordinate and process the Bill of Entry through DHABI/ATLP (Abu Dhabi) Customs Portal.
• Responsible and coordinate the entire shipment process for the Organization like Customs Clearance, Customs inspection, Certificate of Origin (COO), legalization, approvals (if any) for Import / Export shipments.
• Arrange and liaise with the UAE Government Agencies related to shipment approvals mandatory requirements for clearance purposes of shipments (FANR, MOIET, TDRA, MOHAP, etc).
• Coordinate with shipping lines / airlines ensuring the timely issuance of delivery order, clearance, and delivery of shipments as per schedules.
• Provide optimal customer services to all clients and maintain status reports for all shipments.
• Coordinate with transporters and warehouse in-charge for effective deliveries and space allocations.
• Prepare quotations for local delivery requirements.
• Responsible for monthly billing / invoicing the Clients.

MARITIME MANAGEMENT / OPERATIONS:
• Responsible for the renewal of UAE Seaman Card, Endorsements of Captains, officers, Chief Engineer, Ratings, at UAE Ministry of Energy & Infrastructure (MOEI/FTA).
• Responsible for monitoring and renewal of the Foreign Flag Vessels UAE Cruising Permits and, UAE Vessels Navigation license, Minimum Safe manning at UAE Ministry of Energy & Infrastructure (MOEI/FTA).
• Responsible for the renewal of vessels Ship Radio Station License Certificate at UAE Telecommunication Authority (TRA).
• Responsible for the preparation and submissions of Customs, inward and outward clearance formalities at the Port Control Tower, Port Authorities, UAE Coast Guard and UAE Customs.
• Coordinates with agents, vessels, Coastguard, Flag State Authorities and Port Authorities to ensure smooth operations and vessels movements in the UAE waters.
• Arrange Inbound and Outbound Seaports clearance for Vessels and Crews at UAE immigration.
• Arrange and Liaise vessels port calls in any part of UAE Seaports for Bunkering Permit, hot/cold work request, Port pass for Vessel Crew and Supplier delivering supplies etc.
• Arrange and liaise for vessels movements request at Maqta Portals within Abu Dhabi Waters.
• Responsible for the Registration, Renewal of Marine Vessels as per Flag State requirements and international law, ensuring safety and security of the ship towards the protection and preservation of the marine environment.

MARITIME MANAGEMENT / OPERATIONS:
• Responsible for providing support to Kanoo Marine management, ensuring the smooth operation of vessels, including cargo ships and boats. Coordinate with Captains and crew members to ensure that all operational activities are carried out safely, effectively, and efficiently on those vessels that operate in the UAE and Overseas.
• Responsible for managing vessel crewing operations, including hiring, training, and scheduling crew members, and addressing performance or personnel issues as they arise.
• Responsible for Marine Vessels compliance, Classification inspections and surveys by the Class society and flag / Port State controls and authorities. Preparing vessels for various Marine Class Surveys inspections (lifting gear & mechanical equipment’s, load line, ISM audit, safety equipment (IOPP & IAPP) and Office Audit as per Flag State standard requirements and international law, ensuring safety and security of the ship towards the protection and preservation of the marine environment.
• Ensuring that regular maintenance and repairs are conducted on vessels to keep them in good working condition. Ensuring proper methods of maintenance / improvements are carried out to achieve optimum operating capability in the shortest downtime period. Working closely with mechanics and engineers to address any mechanical or technical issues promptly.
• Responsible for the monitoring of dry-docking operations stage, handling facilities and shipyard repair activities. Coordinate with the shipyard and supervise vessels dry-docking stage, ensuring each vessel defects and repair lists carried out properly incompliance with the repair specifications and in accordance with the Classification Society’s rules regulations and standard requirements.
• Supports Kanoo Marine management ensuring all vessels are well maintained in operational readiness with the ultimate goal of reducing down time (not operating state due to maintenance / breakdown / improvements) to a minimum level.
• Coordinate the logistics of vessel operations, including route planning, scheduling, and cargo management. Optimizing transportation routes and schedules for maximum efficiency.
• Maintaining effective communication between different departments, including Captains, Crew members, mechanics, and suppliers. Ensuring that everyone is aware of their responsibilities and can address any issues that arise.
• Responsible for the overall management of Kanoo Marine Warehouse ensuring accurate, updated, and complete inventory of spares. Manage the waterfront facility and warehouse which involves overseeing the storage facilities and distribution of cargo, equipment, spare parts, and supplies.
• Carry out required activities that contribute to the achievement of Kanoo Marine’s Key Performance Indicators and budget targets. Attends monthly reviews/meeting and effectively carries out corrective actions as instructed by management. Developing and managing budgets for vessel operations, maintenance, and facility management. Includes monitoring expenses and finding cost effective solutions.
• Participating in long term planning for fleet expansion, and modernization. Collaborating with senior management to develop strategies and enhance the organization overall maritime operations and performs other related duties as assigned by the Marine Manager or as needed.
PROCUREMENT:
• Responsible for Management and procurement of spares parts, bunkering, provisions, repairs on ship for Supply Vessels. Identification of spares, supply chain of spares parts and Procurement of spares parts, prioritizing, planning and cost reduction.
• Supports Kanoo Marine management in ensuring that optimum quality spare parts and other vessels requirements (e.g. required documentation, crew, fuel, etc.) are made available to the vessels in a cost-effective manner within the shortest procurement time possible.
• Responsible for handling Kanoo Marine’s procurement documentation requirements and coordinating with Kanoo Group internal suppliers or third-party suppliers/contractors to ensure standard specifications are met and items delivered on time.
• Responsible for maintaining all procurement records for future reference of compliance to management directives (e.g. 3 Quotation Rule), accounting, claims, performance review (e.g. invoice timeliness, expense, etc.) in a manner as required by procedure and or management.
• Ensuring the availability of approved suppliers (as per procedure) to provide requirements in a cost-effective manner.
• Monitors suppliers to ensure Kanoo Shipping Operational / Quality / HSSE / Accounting requirements are strictly complied at all times.
• Carry out supplier evaluation/approval and performance re-evaluation.

HEATLH, SAFETY & ENVIRONMENT (QHSE COORDINATOR):
• Acting as Kanoo Shipping and Kanoo Marine HSE Coordinator in Fujairah, UAE and ensuring that all vessels and operations adhere to safety regulations and industry standards. Implementing safety protocols, conducting regular safety drills, and staying up-to-date with maritime regulations.
• Comply with the relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with the International Standards, best practices, Organization Code of Practices.
• Provide monthly QHSE training to the Captains, Officers, Chief Officers, and Rating related to STCW Occupational Health Awareness.
• Responsible for preparing the monthly Incident, Accident & Near Miss Reports to the QHSE Manager and proper authorities.
• Responsible for preparing and maintaining operational and QHSSE reports required by Kanoo Marine and Shipping Management ensuring up to date contents and submission to concerned persons on the frequency specified / as required (e.g. KPIs – Downtime, QHSSE, Invoice Timeliness, etc.).
• Responsible for inspecting all third-party vessels used by Kanoo Shipping operations to ensure safety requirements of Kanoo Shipping are comply including maintaining records of approved vessels and providing updated list to operations / concerned parties as required.
• Responsible for developing, implementing, and improving Operational / Quality / HSSE Procedures and Policies in Kanoo Marine operations.
• Responsible for the effective implementation / compliance of Management Requirements as per Kanoo Shipping Operational / Quality / HSSE Procedures and Policies in Kanoo Marine operations.
• Investigates customer complaints, procedure / safety related issues and ensuring effective corrective actions are implemented with submission of formal report to Marine Manager, Shipping Manager - UAE and Regional Operations Manager.

PUBLIC RELATIONS:
• Responsible for the renewal of UAE Seaman Card, Endorsements for Captains, officers, Chief Engineer, Ratings, Navigation license, Minimum Safe manning at UAE Ministry of Energy & Infrastructure (MOEI/FTA).
• Responsible for the renewal of vessels Ship Radio Station License Certificate at UAE Telecommunication Authority (TRDA).
• Responsible for the preparation and submissions of Customs, inward and outward clearance formalities at the Sea Port Control Towers, Sea Ports Authorities, UAE Coast Guard and UAE Customs for smooth entry/exit of vessels.
• Coordinates with agents, vessels, Coastguard, Flag State Authorities and Port Authorities to ensure smooth operations of vessels movements in the UAE ports.

Marine Crewing Coordinator
(3 Years & 7 Months) April 17, 2011 - September 30, 2014
Royal Oyster Group LLC.
P.O Box: 42711 Sharjah Hamriyah Free Zone, Sharjah, UAE

Duties and Responsibilities
• Responsible for planning, organizing, directing, and controlling all activities related to the recruitment and personnel functions for the oil tanker vessels.
• Responsible for managing and coordinating with manning agents for recruitment and selection of officers and ranks ratings and ensure timely delivery of qualified applicants through pro-active, strategic, and effective processing of recruitment.
• Responsible for liaising with manning agents and Marine Operations Manager for marine crew change arrangement.
• Responsible for handling of new marine crew needs and logistics (health and safety, services, compensation, benefits, personnel, accommodation, etc).
• Responsible of Manpower planning and handle contractual matters.
• Responsible of Planning, organizing and managing the day-to-day crewing personnel functions in compliance with HR policies and procedures.
• Responsible for Direct checking (includes onboard ships/vessel) on a regular basis for implementation of procedures and policies.
• Responsible of Managing the process of personnel mobilization and demobilization (travel arrangement, visa, hotel accommodation, etc).
• Responsible for marine crew change for vessels assigned, including marine crew planning and ensuring the correct numbers and suitable and qualified personnel arrive on time.
• Ensure company policies and procedures are disseminated and complied by all employees.

• Manage smooth logistic arrangements for incoming and outgoing Marine Crews.
• Coordinate directly with operation & HR for personnel, Government and logistic matters, medical claims, repatriation of marine crew, etc.
• Assisting the operation manager in the planning and implementation of Crewing goals and functional objectives.
• Responsible in monitoring the documents and licenses validity for officers and ranks.
• Validate completeness and validity of marine crew documents against company requirement and regulations.
• Perform other duties as may be assigned

Duties and Responsibilities
• Provided high-level administrative and technical support to the Assistant General Manager and Contracts Manager, including dictation, transcription, and drafting of formal correspondence, reports, and contractual documentation.
• Managed the filing, classification, and retrieval of tender and contract documents, ensuring systematic record-keeping aligned with audit and compliance standards.
• Coordinated with consultants for the timely delivery and submission of tender documents, maintaining strict confidentiality and accuracy throughout the process.
• Assisted in the preparation of technical and commercial tender packages, ensuring completeness and compliance prior to submission.
• Disseminated tender addenda, contract agreements, and related documentation to relevant stakeholders, ensuring timely delivery and secure handling.
• Prepared and maintained weekly and monthly tender status reports for management review and strategic planning.
• Oversee the full lifecycle of operational and regulatory documents, including creation, revision, approval, controlled distribution, and secure archiving.
• Oversaw the preparation, submission, and follow-up of tender documents submitted to consultants for approval, ensuring alignment with project timelines and specifications.
• Recorded and tracked all incoming and outgoing correspondence, commercial offers, technical specifications, drawings, and bidding invitations for future reference and audit readiness.
• Developed and enforced document control procedures to ensure consistency, traceability, and compliance with internal standards and external regulations.
• Ensured all documentation adhered to legal, regulatory, and organizational requirements, supporting audits and inspections with complete and accurate records.
• Conducted periodic audits and quality checks to identify discrepancies, implement corrective actions, and uphold data integrity.
• Performed additional duties as assigned, demonstrating flexibility and commitment to operational continuity.