Purpose of the Job:

To render general administration and office related duties and further ensure an efficient and effective interface with the public and to provide support to the Surveyor Support Clerk when required.

Duties and Responsibilities:

Technical Support Duties:

• Capturing and scanning of all applications onto SIOMS
• Ensuring all information is correct before releasing to Surveyor for approval
• Following up of client queries pertaining to certification and surveys
• Calculation of Sea service for seafarers
• Knowledge of Marine Notice 13 of 2011
• Knowledge of Training and Certification Regulations
• Extensive knowledge of Intranet so as to guide clients to correct documents
• Knowledge of small vessel surveys and certificates
• Knowledge of Fees Regulations pertaining to clients’ requirements
• Shadowing of SSC as to assisting Surveyors with Technical queries and support in absence of SSC
• Accompanying surveyors on survey and other jobs in order to upskill their knowledge and understanding of technical queries and support
• Typing of Statutory certificates of survey for surveyors and authorised agents
• Recording certificates typed in register for statistical purposes
• Answering of switchboard and relaying messages
• Monitor incoming faxes and assisting with photocopies.

Stakeholder Management:

• Manage front desks for all walk in of clients and candidates
• Assist clients and stakeholders daily with regards to applications (COF, COC, Radio, Seaman Books)
• Manage change of ownership of small vessels for clients
• Manage client’s sea-time information and calculation
• Assist clients in navigating the intranet and SAMSA website
• Informing Stakeholders of new requirements and regulations
• Maintain front desk with all undated checklists and application forms, TV5 articles
• Inform clients of required certification needed and institutions which conduct training
• Notifying and ensuring Statutory certificates are ready for collection when required by clients
• Ensure clients are always treated fairly and with courtesy, maintaining SAMSA D-Ethics

Auditing:

• Responsible for maintenance of the office files and archive in accordance with SAMSA system
• Manage correspondence in the files, ensure in the correct order and work has been signed off by surveyors
• Assisting Auditors with filing requirements when needed

General:

• Maintain front desk with all updated checklists and application forms, TV5 articles
• Photocopy and certify all original documents
• Discretion must be taken whether candidate qualifies for exams or not
• Ensure that all courses are valid and SAMSA approved
• Managing own performance and ensuring it meets the deadline
• Manage collection registers
• Keeping track of all incoming and outgoing Courier collections
• Any other work required to do on instruction from the Manager

Qualifications:

• Matric Certificate
• National Certificate in Administration that is equivalent to (NQF 5) is essential
• National Diploma in Administration (NQF 6) would be an added advantage

Experience:

• 3 year’s administrative experience
• Microsoft Office Suite proficiency (Word, Excel, Power Point and Outlook)
• Experience in or knowledge of the maritime industry will be an added advantage
• Preferred but not limited to: Awareness and Knowledge of SAMSA Act, Marine Notices and Training and Certification Regulations

Core Competencies:

• Stakeholder Management Skills
• Negotiation Skills
• High level of Microsoft Office Skills
• Researching and analysing new opportunities
• Client Liaison Skills
• Telephone Etiquette