RECORDS OFFICER
JOB DESCRIPTION
(a) Prime Function/Purpose of Job
State briefly in one or two sentences, the principal function of the job and what it is expected to
achieve.
The Records Officer is responsible for:
Processing all applications and certification of sea fearers, survey & manning vessel registration.
Ensuring records on files are updated daily, serve customers at the counter in a timely manner.
i) Ship registration and Seafarer’s registration and providing advice to seafarers on their CoC.
ii) Handling survey bookings, calculating fees, safe manning, coasting permit and coasting
trading licenses.
iii) Receipting upon the cashiers not being present and providing customer service via phone
and counter.
(b)
Principal Objectives and End Results expected of the job
List the tasks performed and results expected (list in order of importance).
i) Seafarer’s application to be assessed and send it to Suva office for processing of CoC or oral
approvals
ii) Ship registration to be vetted and passed to surveyor to be surveyed and registration or survey
certificate to be issued.
iii) Receiving CTL, CTP, safe manning, Hire & Drive licenses and vetting them for processing to be
done in Suva office.
iv) Customer Service at counter, via phone & emails sorting out their grievances
(c)
Job Dimensions
Give details of staff and total level of costs within the organization under your overall control.
Number of Staff:
Operating Budget:
(d)
N/A
As per annual departmental budget
Organization Structure
Please show where your position fits in the organization. If not appropriate, please leave blank.
CEO
Manager Qualifications
& Licensing
Records officer
(e)
Knowledge, Experience, Skills and Attributes Required
Specify the level and kind of knowledge, training, qualifications and experience required to
competently perform the job. Also indicate any specialized skills or attributes required.
The following qualifications are preferred:
5-10 years’ experience in vessel and mariner certification, with relevant knowledge of Maritime
certification.
Must be computer literate.
The following qualifications are desirable:
Diploma or Degree in Information Technology (IT) or Information System (IS) or Office Administration or
Management or Accounting with 1-2 years of experience in a similar role.
Holds a valid driver’s license.
(f)
Span of Control
Indicate the level of responsibility for section, branch, division, organization, group etc; functions
controlled, and involvement in implementing, recommending or setting organization policies.
i) Organizational wide.
ii) Responsible for the design, development and review of:
 Project being provided by the government to the our public to do proper monitoring so that
our public make the best use of the funds being provided to make their live hood a
successful one.
(g)
MSAF Levels and Freedom of Action
Tick the appropriate boxes to indicate the level of MSAF exercised.
i) N/A
Indicate any other significant constraints imposed on the job-holder’s freedom to act and briefly
describe those matters, which you must refer to your superior for approval before you, take action.
Providing the correct information/advice to stakeholders. Decision has to come from superiors
because it is dependent on their CoC or registration of their vessels.
(h)
(i)
Problem Solving
Indicate the type and complexity of problems encountered in the job, which you are required to solve
by yourself or by reference to others, other than you, supervisor, and to what extent detailed
research, analysis and investigation is required to arrive at solutions.
i)
Processing of CoC’s and ships registration are delayed from Suva and seafarers are to be
advised of the delay.
ii)
Shortage of staff especially when there is a need to conduct orals.
Contacts
List the positions other than your subordinates/immediate superior with whom you have regular
contact and indicate the nature and purpose of that contact. Also indicate the range, nature and
frequency of contacts you have with people outside the organization in carrying out your job.
Positions
DO
Range and Nature
: Government Projects
DOYS
: Youth Projects from Ministry of Youth
EO
: Ministry of Education
MF
:
Ministry of Fisheries
Frequency
Once a month
Twice a
month
Twice a
month
Twice a
month
:
:
j)
Challenges and Impact on Organization Results
Briefly indicate the main challenges encountered and the nature of impact the job has on the
organization’s success/results.
i) The Vision of MSAF is to be a dynamic, internationally respected regulator, provider and
promoter of maritime safety, security and protection of the marine environment.
ii) The challenges faced by the Records Officer is:

Providing the best customer service to maintain our stakeholders as they do more in terms
of investment in the marine industry.

Educating the general public and youths on the new legislation changes.
(k)
Additional Information Relevant to the Position
List any further details which you feel are significant and which have not been covered elsewhere in
the form, i.e. statutory constraints, special areas of contribution, special projects undertaken etc.
i) To monitor the projects being handed by the government on quarterly basis, to see it is
functioning effectively.
ii) Delegation of powers to be given to senior staff in the regional office to make smooth
running and processing to be done faster.
iii) Review of fees to be done so that it becomes bit realizable and economical so that it can
cover up the cost of salaries being paid out to staffs, so that they also being paid out well
to maintain our experiences staff in future for better productive