Admin Clerk: Certification

KEY PERFORMANCE AREAS

• Processing, Issuing and reissuing of Certificates and statutory documents;
• Processing, issuing, revalidation or reissue of Certificate of Competency/proficiency, small vessel certificates of competency, certificates of equivalency and endorsements thereof, Compass adjuster certificates, seaman’s record and certificates of discharge books, in accordance with the relevant statutes and quality standards systems.
• Perform verification of the above mentioned Certificates, statutory documents for compliance this in accordance with the quality standard systems i.e. Multilateral/ unilateral/ bilateral agreements that South Africa has with other administration Authorities which give effect to STCW Convention, Reg. 1/10 agreements etc.
• Escalate any suspicion of fraudulently issued Certificates upon verification to the Deputy Registrar of Seafarers
• Quality Assurance & continuous improvement;
• Implement quality control checks using predefined procedures and methods to ensure certificates and statutory documents and services comply with statutory provisions.
• Provide recommendations on continuous improvement of standard operation procedures, quality standard systems, including internal audits.
• Ensure that all applications are received, verified for correctness with checklists attached, processed and dispatched timeously.
• Effectively manage non-conformities, identify them promptly, record them accurately, determine root causes, implement corrective actions, and monitor their effectiveness to prevent recurrence and wasteful expenditure.
• Interpretation of legislation, Marine notices, Marine information notices, and marine Circulars as Amended/promulgated;
• Advise stakeholders on the latest Marine notices, Marine information notices and Marine Circulars.
• Review, provide inputs and recommendation on Marine Circulars.
• Administrative duties;
• Update electronic data base and consolidate statistics for reporting purposes.
• Prepare different statistics on all the Certificates and statutory documents.
• Verify accreditation status of Examiners, Training Institutions & Medical Practitioners;
• Assist candidates with accredited Training institutions, medical practitioners, and appointed examiners in accordance with the latest marine notices.
• Training and Mentoring;
• Assist the Deputy Registrar of Seafarers in Training and coaching of new Admin Clerk to perform their tasks in accordance with the standard operations procedures.
• Stakeholder engagement;
• Update stakeholders on the status of their applications and certificates.
• Notify the Deputy Registrar of Seafarers with any delays that could impact on stakeholder services.
• Communicate with internal and external stakeholders and respond to any queries or complaints.
• Document handling and financial processing;
• Ensure secured document tracking processes are in place and monitored by the responsible Admin Clerk.
• Ensure that all documents received for processing are accurately invoiced, issued, and directed to the client as prescribed in the Fees Regulations.
• Ensure client’s information is kept confidential and filed appropriately.
• Ensure timeous administration and make input on the forms that are used for operational purposes.