CÂU HỎI PHỎNG VẤN CHO sỹ QUAN QUẢN LÝ HÀNG HẢI

Anh ngữ dùng cho phỏng vấn tuyển dụng

sĩ quan quản lý
1. Can you tell me about your educational background and working
experience?
2. Can you tell me the responsibilities of the Chief Officer?
Answer (A): Under the leadership of the Master, the C/O shall carry out the daily
management of the deck department, and C/O is also responsible for cargo handling.
The specific duties include:
a. Safety of the ship work place, safety equipment;
b. Daily safety and sanitary inspection;
c. Store and spare parts inventory management;
d. Maintenance in the deck;
e. Stowage plan making and supervising of the loading and unloading process;
f. Take care of the cargo on board.
3. Can you talk about the previous vessels (last vessels) you worked on board?
4. What types of cargo have ever been carried on board your last vessel?
Example: Rice in bags, coal in bulk, Clinker in bulk, Cement in bags, Fertilizer in
bulk(in bags), Maize in bulk,…
5. Where was your last vessel’s trading (plying, sailing) area?
Example: Japan, Korea, Chinese, philippines, Singapore, Malaysia, India,…
6. Did you have the experience of working with foreign crews? What were their
nationalities?
Yes, I did. They are Taiwan, India, Korea,…
7. Can you tell me about the cargo operation procedures and stowage plan?
A: Based on the capacity of the hold and the stowage factors (SF), I shall calculate
the volume of the cargo that is to be put into different holds. Then calculate the draft
of the vessel and trimming, shearing force, bending moment to meet the requirements
of the ship. At last, stowage plan is made based on these factors.

8. What does a stowage factor of bulk cargo carrier include?
A: The stowage factor(SF) of any cargo is the figure which expresses the number of
cubic units of measure needed to accommodate one unit of weight (how many square
meters is needed to stow one metric ton of certain goods). Stowage factors should
include allowance for dunnage, irregular size of certain goods, pallets, and something
else. It should be reminded that the stowage factor couldn’t cover any details in
loading.
9. If there happens stevedore damage to cargo, equipments or ship’s structures,
what should you do?
A: If damage happens, I must record it first and then report it in an appropriate
written form to the Master and other Parties concerned. The report must be signed by
the liable parties admitting they have (or have not) responsibility for the damage. The
damage report shall be carefully worded and shall be supported with photos. The
damage report should also include the following contents: ship's name, voyage
number, date, geographical location, name of the person who tool the photos and his
signature, location where the photo was taken, and what am I intended to show.
10. What precautions do you have to take before cargo operation is carried out?
A: To check the precargo operation check lists to make sure that no missing of any
items. The following procedures are to be followed:
(1) the C/O shall make a cargo operation plan. In the plan, the following factors shall
be considered: the cargo must be stowed in such way that the stability, trim, shearing
forces and bending moments are within the limits as laid down by the stability
manual; excessive weight on tank tops, between decks and hatch covers must be
avoided; and cargo must be stowed and secured on such way as to avoid damage
which can result in possible loss of life of property.
(2) Pre operation conference with all ship's personnel other officers and crew that are
to be involved in the cargo operation is held to discuss such matters as cargo
disposition, numbers of gangs and working hours, usual and special safety
requirements, ballasting and deballasting information, special requirements regarding
cargo operation, damage prevention and control, personal organization, cargo watch

etc. The C/O must ensure that all relevant personnel have fully understood the
intended cargo and all usual and special safety and operational requirements.
11. What will you do if the cargo damage is found or suspected before
loading/during loading?
A: I shall report to the Master first and foremost. The Master should decide
whether to replace the damaged cargo. For the fullset machines and highvalued
products, I must ask for the replacement in the loading port if damages are found. If
the damaged cargoes cannot be replaced, then the Chief mate shall make remarks on
the Chief mate’s receipt. If disputes happen on the quantity and quality of the


cargoes, I shall, at the discretion of the Master, ask the cargo surveyor to do the
surveying. If necessary, under the endorsement of the ship owner, I shall write a
Letter of Protest (based on the format provided by the company) to illustrate the
innocence(Vô tội) of the seamen on board. During the voyage, when a very small
amount of cargo damages, with the permission of the Master, throw away into the
sea to avoid any disputes with any third party.
12. What are the differences between the B/L and the Mate’s Receipt?
A:Tally Sheet is the basis of the Mate’s Receipt. Mate’s receipt is the basis of the
B/L.
The condition of the cargo is clearly shown on the Mate’s Receipt. It is very
important to make sure that the cargo condition on the bill of lading and that on the
Mate’s receipt is the same.
If the consignee wants the Master to issue clean B/L on the basis of unclean Mate’s
Receipt, then the Master firstly must ask for permission from the Company. If the
company agrees, then the consignee must issue reliable Letter of Indemnity (LOI)
or Letter of Guarantee.
13. If the draft survey proves a shortage of cargo after loading is completed,
what will you do except to report to the Master? Will you make any remarks
on the Mate’s Receipt? And what kinds of remarks will you make on the

Mate’s Receipt?
A: In this case, I shall report the problem to the Master first. With the permission of
the Master, I shall ask the third party surveyor to do the survey. If the survey shows
there is shortage or damage of the cargo, then I shall write remarks on the Mate’s
receipt showing the loss or damage or shortage. The third party is to be invited to
make the objective(Khách quan) report on the real quantity of the volume of the
cargo. If the cargo is proved to be in shortage, then I shall write remarks on the
Mate’s receipt.
15. What do you know about the ISM code?
A: ISM code is the International Safety Management code. It is a compulsory rule
and regulation on the safety management of the vessel and prevention of sea
pollution. Each shipping company and the vessel should have their own ISM and
SMS (safety management system) manuals.
16. Have you experienced any onboard internal audit procedures before?
A: The onboard internal audit is carried out at the discretion of the Designated
Person(DP) of the ship owner. When the auditors come on board, the seamen should
provide full support to their jobs. If observation or non-conformity items are found
in the audit, these items should be treated with due diligence and rectified on time.


17. What is Garbage Management Plan?
A: According to MARPOL 73/78, the plan shall include the procedures for the
garbage disposal, and the records that need to be done. The C/O should be
responsible for the making of garbage disposal plan for the ship.
18. Is there any circumstance in which it is legal(Được phép) to dispose(Vứt bỏ)
of plastic overboard?
Only in the extreme circumstance for the purpose of securing the safety of the
ship and those on board and the circumstances must be recorded in the Garbage
Record Book.
19. How do you carry out the deck machinery maintenance?

A: Yes, on board the last vessel, I often asked the bosun to organize the ABs and
other ordinary sailors to make maintenance for such equipment as windlass steering
engine, chipping the rust, greasing, derrick, crane, wires, meters and winch (起货机).
All the maintenance plans for the machines in the deck department shall be made
by the C/O. But the repair of the machines should be made by the engine
department.
20. As the Chief Officer, what precautions do you have to take to prepare for
the PSC (port state control) inspection?
A: The C/O should arrange the checks for the following items: All on deck safety
equipment, life- saving equipment, fire-fighting equipment, sanitary situation on
board, especially in the deck room, cabin room, the kitchen, cargo operation safety,
documents to be checked. Besides, under the empowerment the C/O should organize
the emergency drills.
21. What precautions do you have to take before entry into an enclosed work
place is permitted?
A: According to checklist, I shall prepare for the standby personnel, ventilation,
breathing tool, connecting signals, oxygen, air and poisonous gases testing
equipment, portable extinguisher, and other necessary equipments, and last must be
permitted from Master.
22. What checks have to be made before any hot work is permitted?
A. I must make sure that: Must be permitted from Master.
There is no gas leakage on cargo deck or pump room area;
The nearby places shall be free of inflammable materials or gases;
The area where the hot work is done is not spilled with solvents of any kind,
including diesel oil, kerosene, paint cleaners and thinners.


Gas testing is also important to make sure there is no flammable or toxic gas is
present at the work site and that the oxygen content is 21% by volume.
Ventilation condition should also be checked before hot work.

23. On board your previous vessels, how often did you conduct a fire-fighting
drill?
A: The fire fighting drill is carried out on evry monthly basis and when crew on
board changed over 25% of all crew. When we did the fire-fighting drill, we just did
it as if the real fire disaster had happened: Training to all crew how to use firefighting equipments, and how to fire-fighting by the real fire disaster example. After
that make reports, save(keep) in files and enter records in the log book.
24. What is the C/O responsibility with regards to cargo operation?
A: The chief officer is in charge of safe handling of all cargo operation. However he
must submit all cargo plans to the Master for approval, as well as discuss any
critical stage of cargo operation with the Master, before such stage being
undertaken. He is also responsible for proper completion of cargo records, time
sheets, performance logs and other paperwork related to cargo operation.
25. What is the C/O’s responsibility with regard to deck maintenance?
A: The chief officer should prepare the deck maintenance schedule both the
longterm and shortterm and discuss the schedule with the Master. He will be in
charge of the deck department personnel and overseeing their duty work when they
do the maintenance work.
26. The charted depth of anchorage is 40 meters, usually how do you drop the
anchor?
A: Before dropping the anchor, we should make sure that the windlass and the
brakes are in good condition, study the weather and water depth and sea condition.
To make sure whether there is good holding ground. Take into account the duration
of the anchorage action.
During the anchorage, lower the anchor until it touches ground, then disengage
(xông tời ra) and slack the chain cable until the length is paid out. Use main engine
to move it to stretch the cable. Do not use excessive weight for the cable. The length
of the cable must be decided by the Master in advance. If the anchorage depth is
more than 50 meters, to add additional shackle after 15 meters. No matter how deep
the water is, at least two shackles should be remained on board.
27. If water depth is more than 80 meters, is it possible for you to drop the

anchor?


A: Except in emergency situation, dropping anchor in this depth of water is very
dangerous. So if it is very important to drop the anchor, then the geographical
condition (sea bed and adjacent(sát nhau) area), weather condition must be carefully
studied before dropping. Besides, it is very important to have a pre-discussion(thảo
luận) or meeting with relevant seamen before the work is done.
28. How to keep the proper ventilation during the voyage? For example, your
ship loaded the steel coil at Constansta on December and the discharging port
will be in Singapore.
A: In order to prevent rust formation on the surface of the steel, I must make sure
the temperature in holds is higher than the dew point at any times. Ventilation is to
be made on the condition of dew point and try to lower the dew point.
29. How do you maintain the minimum under keel clearance (UKC) when the
vessel during passage/in fairways/inside ports?
A: In different places, the UKC may vary a little bit. But, generally, during passage,
the UKC should be 20% of the load draft; in fairways, 10% of the load draft; and
inside the port, 10% of the load draft. The reference data are subject to the
regulations of the port authority.
30. In case of cargo damage (for example, before the vessel arrive at the
discharging port, when opening the hatch, you find the quality of the surface
cargo had changed) how would you handle it?
A: Well, I have to the quantity of the cargo whose quality has changed. If the cargo
is in small quantity, then I shall dispose it myself. If it is in large quantity, I shall ask
for decision from the master.
31. What is the sensitive cargo? And which cargo was defined as the sensitive
cargo by P & I?
A: The cargo is particularly susceptible to moisture damage and special attention
shall be required in taking care of this type of cargo during voyage. Cement, grain,

and sugar are usually defined as sensitive cargoes. In operating the sensitive
cargoes, great care should be taken. (Dễ bị hỏng)
32. How do you know whether the cargo holds are fitted for loading?
A: According to the requirements of the charterer party’s requirements, I shall check
it to see whether it meets the charter’s demands. Then, I will make my own
judgment. If the holds are not suitable for loading any type of cargo, I shall report
this to the master and ask him to decide on this.
33. Briefly explain general requirements of grain cargo carriage.
A:1) Preparation for the space where the grain is going to be put.


The hold into which the grain is to be loaded is to be very clean and free from scale
and bad smell. Any open bilge shall be clean and dry. The tank top should be clean,
having no stain and dry. Any timber boards must be in good condition and covered
with tarpaulin. The rear sides of the brackets and beams, piping etc shall be
completely washed and cleaned of all cargo residue and dust. All residues (Phần còn
lại) from the previous cargo shall be removed. And if the ship was used in carrying
grain in the previous voyages, and if insects are found in the hold, then the holds
shall be fumigated with insecticide. (Thuốc trừ sâu)
2) Ventilation Grain is a kind of cargo that can self heat and condense (Làm ngưng
lại) and can absorb moisture (Hút hơi ẩm). Without good ventilation, the cargo can
easily deteriorate. With bulk grain, air is to be blown to the surface of the grain
continuously on daily basis in order to remove the remitted air from the cargo. The
temperature of the cargo shall be tested by thermometer on daily basis and be
recorded in the log book.
For detailed answer, please refer to the IMO Grain Rule. (IMO Resolution A 714)
3) CODE OF SAFE PRACTICE FOR CARGO STOWAGE AND SECURING.
34. How to conduct ventilation for hygroscopic cargo from warm to cold area
voyage, and from cold to warm voyage? How about the nonhygroscopic
cargo？

A: For the hygroscopic cargo: From warm to cold voyage, ventilation is very
critical. Ventilation should be as strong as possible in the beginning, eventually the
outside dew point will be too low. This is a very difficult voyage situation in which
to arrange satisfactory ventilation. From cold to warm voyage, the ventilation is not
necessary.
For the nonhygroscopic cargo: from cold to warm voyage, no ventilation is needed,
and cargo sweat would occur on the surface of the stow if relativel7 warmer
moisture laden air was admitted. From the warm to the cold voyage, no ventilation
is needed because ship sweat is inevitable but cargo will be unaffected unless
condensation drips back on the stow.
35. How to prevent cargo damage caused by rain or seawater?
A: Before the voyage, to check whether the hatch cover is closed properly, and
make sure that tight water condition is in good order. To make sure suction boxes
and man holes are properly closed; to check the bulkhead of adjacent ballast tank.
36. When you are ready for pilot, what preparation should you make?
A: Firstly, contact the pilotage station to arrange for the pilot to come on board;
Secondly, contact the coming pilot and discuss with him on the vessel’s heading
position and speed at the time of his boarding;


Thirdly, deck watch duty officer shall supervise the embarkation and
disembarkation of the pilot to ensure his identity and his safety.
Fourthly, the pilot ladder must meet the US Coast Guard and IMO’s standards.
Fifthly, prepare the ladder well and hoist the Golf flag.
Sixthly, give a good reception to the pilot by the officer and master.
Lastly, when the pilot is on board, H flag should be hoisted.
37. When you pass by the Panama Canal, what should you pay attention to?
Why?
A: The turn of bilge radius should be made known to the pilot. According to the
regulations there, the turn of bilge radius of the vessel cannot be over 12.04 meters

in the fresh water area. No bilge water is allowed to be remitted. As a precaution, we
should check with the MR Notice and apply for correction if on time. ETA 7 days
before we pass by the Canal, we should report to the Canal authority on the vessel
condition.
38. How often did the superintendent come on board to check? If the
superintendents and the P&I people do not come on board for checking, if
cargo damage happens, what should you do to deal with the situation?
A: On my last ship, the superintendent came on board whenever the vessel came to
large ports. If the superintendent does come on board the ship, we will just report
the accidents to the ship owner and ask for their proposals. But of course, master
and I will solve some minor problems.
39. What materials and information do you need when you make the passage
plan?
A: The passage plan shall contain all the charts required and shall locate all the
information concerning area of intended area. The information needed for the
passage plan shall be found from the Sailing Direction, List of Lights, Tide Tables,
tidal Stream Table, Guide to port Entry, Deep Draft Vessel Planning Guide, The
INO Ship Route Guide, Guide to Tanker Port, various ports’ information booklets,
government and port regulations, Navigational Warnings, pilot Charts, Notice to
Mariners, Weather Information, and so on.
40. Do you often change the ballasting water? In maintaining the ballasting
water, what particular attention should you have to pay to?
A: Not often, except that in some countries’ seacoast where the PSC requires the
change of ballasting water in certain area to prevent the sea pollution.


Pumping in and out the ballasting water on time is very important to keep the stress
of the vessel in good condition. Under heavy weather condition, it is necessary to
test the ballasting and bilge water more often to make sure the stability of the vessel.
41. What should you pay attention to when you the vessel load coal?

A: Trimming is very important to make sure that the cargo is even loaded. The coal
is liable to get fire so you have to be very careful in fire ignition and firefighting
equipment should be ready.
Air in the cargo space should be regularly checked. Bilge water should be tested
systematically to see whether there is any water leakage.
During the voyage, the ventilation is very important. No ventilation is a good idea.
The oxygen’s entering is very important factor that can make the fire disaster.
Also, you have to measure the temperature often; and if the temperature is too high,
spray water to lower the temperature.
21. What are the functions of the B/L? What is clean B/L and what is unclean
B/L?
A: B/L has the three very important functions: It contains evidence of the terms of
the contract of carriage-a promise to carry and deliver the cargo. It contains the
apparent order, condition, and quantity or weight of goods at the time of shipment. It
is also a document of title (property) of the cargo. Clean B/L is the one on which
there is not any remark of cargo loss, shortage or damage. Unclean B/L is also
called claused B/L, which carries some remarks of cargo damage, quantity shortage
and so on.
43. What is back dated or antidated B/L? What is advanced B/L?
A: Back date B/L refers to the B/L whose issuing date is earlier than the virtual
loading completion date. Advanced B/L refers to the B/L that is signed and issued
by the carrier before the completion of loading. Both back date and advanced B/L
will bring some dangers and liability to the ship owner and charterer.
44. In order to prevent stowaway, what precautions should you take before the
vessel is sailing from a port?
A: Before departure from any port, crew check has to be made and any ship has to
be checked and searched for stowaway. The following spaces shall be searched
thoroughly: void space, chain lockers, funnel, and other places where the stowaways
can be found. If stowaways are discovered before the ship sails: Arrange for his
disembarkation using services of the local agent; notify the company, take necessary

steps to prevent any further reoccurrence.
45. Who should not be allowed to have the shore leave at the same time?


A: In view of the jobs on board, the following positions and ranks can not be
allowed to have shore leave at the same time: Master and C/O; C/E and first
engineer; C/E and electrician; Bosun and Pumpman (in tankers); chief cook and
second (or mass boy); C/O and pumpman (in tankers).
Every member who wants leave the ship must check with the department head for
permission and return back to the vessel on time.
46. What is the maximum blood alcohol concentration (BAC) rate on board?
A: According to the ISM, the BAC shall not be more than 0.04% by weight any
time when being tested. But watch keepers is not allowed to drink any alcoholic
beverage 4 hours before their watch.
47. How to operate incinerator? What kind of garbage can not be thrown into
incinerator?
A: Fist, check the oil level in the oil tank; open residue cook and discharge oily
water; heating the bilge oil in the tank to 70 to 80 centigrade; start the incinerator. In
the beginning, combustion bilge oil with light oil, and after the water content in
bilge oil is comparatively low, stop supplying light oil and use bilge oil only.
Attention: the temperature in combustion cannot be higher than the stipulated
figures of the incinerator (usually not more than 500 degree in centigrade.). The
following garbage can not be thrown into the incinerator: Any containers which
have contained gases under pressure, or aerosol cans into the incinerator. The
materials that may produce harmful gases or ashes; The materials that may produce
high temperature and prolonged incineration of such materials that may cause
damage to the incinerator.
48. What should a Muster List include? What kind of Muster Lists did you
have on the last vessel?
A: The Muster List should include the following:

(1) Details of emergency alarm signal; (2) How shipabandon will be given; (3)
Officer responsible for the maintenance of fire fighting equipment and life saving
appliances, which should always in good condition and ready for immediate use. (4)
Substitutes for the key personnel who may become disabled; (5) Specify the boat to
which each person belongs and duties to be performed by abandon ship situation;
(6) The specific group to which person belongs and general duties during various
emergencies; (7) Any additional or specific duties; (8) Specific assembly point of
each group. The muster list must be ready before the ship sails.
We had the following Muster Lists on board the last vessel: General emergency, fire
fighting, fire in the engine, emergency steering, abandonship, man overboard, oil
pollution prevention station, and so on.


49. What is heavy weather condition? Under the heavy weather conditions,
what preparation should you make in sailing? During sailing, what should you
be careful about? After the heavy weather, what should you check?
A: Heavy weather, in principle, refers to the navigation under weather conditions of
wind force of 6 or above on the Beaufort scale and wave height of greater than 5
meters. During the heavy weather conditions, the master shall make the following
preparations:
(1) Select a route that avoid that heavy weather area, if this is possible;
(2) Inform the crew of the predicted heavy and issuing warning. Make sure that the
warning is known to all the seamen on board.
(3) Instruct the C/O to check the hull strength based on stowage calculations, cargo
loading and stability documents. If the ship is not carrying cargo, the master shall
ballast the ship to increase the draught and take action to prevent propeller racing,
reduce oscillations and slamming of the ship.
(4) Make sure the following holes are closed: hatches, cargo hold, bosun’s store,
manhole; accesses to accommodation spaces and steering gear room; tank air pipes,
sounding caps; all water tight doors and water tight openings on the ship;

(5) Ensure that the C/O adopts measures to prevent movement of cargo and other
objects on various parts of the ship;
(6) Ensures that the lashes cargo gears such as derricks, cranes and life boat;
(7) Ensure that C/O check the conditions of the stowage of anchors and anchor
chains;
(8) Critical checklists are kept in the plastic folder on bridge and to be used as
reference.
50. Under heavy weather conditions, what preparation should you make before
sailing?
A: If navigating in heavy weather, the following should be paid attention to:
(1) Adopt measures to prevent slamming and pounding of the ship, considering the
frequency of encounters with swells and change speed or course if necessary;
(2) The watch keeping officer shall change over to parallel operation of the steering
gear, if possible;
(3) If possible, change the auto pilot to “rough sea mode” or change over to manual
mode;


(4) Master shall frequently check the weather and sea conditions, observe future
changes and judge of there is a problem with the present course and speed;
(5) Report the weather to the nearest port authority or the ships in the vicinity or the
bad weather and ask them to be careful and warm them.
(6) The master shall check the abnormalities whenever possible to make the ship in
good condition. After the heavy weather, the master shall carry out the following
checks; the hull and cargoes; if abnormalities are found, report to the company as
soon as possible.
51. If the stevedore workers damage part or the whole of the crane, derrick or
any other equipment on board, what should you do?
A: Firstly, I shall ask the duty officer have a careful supervision when the stevedore
workers are loading and unloading cargo and ask the duty officers to report to me

any incident or any damage the workers have done to the vessel equipment. If
equipment damages occur, usually, I will see how serious the damage is. If the
damage is serious, I shall report to the master immediately. If the damage is not very
serious, I shall ask the stevedore company to make repair and correction. At least, I
shall ask the stevedore the a acknowledgement of liability. But anyway, I shall not
allow the stevedore workers to leave the vessel until the damage problem is settled
properly.
52. Before dry docking for the vessel, what should a C/O do?
A: The C/O shall prepare a detailed repair list for the approval of the master and the
company. The C/O should also make out a safety procedure before drydocking. If
empowered by the master, the C/O may make an arrangement plan for the
assignments for the deck officers and ordinary seamen during drydocking When the
repair work is being done, the C/O should have a good supervision on the jobs and
ensure the safety of workers and the seamen.
53. How do you balance the interests of the shipowner and those of the
charterer?
A: I think both interests are very important to me. The shipowner pay me but salary
is from the charter. In order to make both sides happy. I shall take good care of the
cargo and at the same time, I shall implement my duty at the order of the shipowner
and try to safeguard the interests of the shipowners.
54. What do you know about BC Code?
A: BC code refers to IMO’s Bulk Cargo Code. In this code, bulk cargo operation
procedures are stated. This is a very important manual and the chief officer must
study it with care and follow the instructions in the code in practical work,
especially when he makes the stowage plan.


55. How long must a Garbage Record Book be retained onboard?
For two years from the date of the last entry.
56. How should I dispose of batteries from a ship?

Used batteries should be segregated and stored on board for return to the supplier,
battery recycler or approved reception facility.(Cô lập)