PERSONAL ASSISTANT TO THE GENERAL MANAGER STANDARDS &
CONFORMANCE (GMSC)
(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 personal assistant to the General Manager Standards & Conformance provides an
efficient and responsive administrative and logistical service required in the continuous
review of the legislation and the daily operations of his roles and responsibilities.
(b) Key responsibilities and accountabilities:

Manage and maintain the GMSC diary and email account.

Filter emails; highlight urgent correspondence and print attachments.

Ensure busy diary commitments, papers, and travel arrangements are managed
effectively including producing a daily folder with diary, necessary papers, etc.

Conduct daily briefings and weekly diary meetings with the GMSC to discuss
upcoming engagements, invitations and other requests.

Schedule on behalf of the GMSC meetings between him and his direct reports
and the committees and groups to which he/ she is a member.

Coordinate all logistic requirements in connection with GMSC national, regional
and international engagements.

Filter general information, queries, phone calls and invitations to the GMSC by
redirecting or taking forward such contact as appropriate.

Manage the process of calling for briefing on behalf of the GMSC from start to
finish ensuring that he is fully prepared for all engagements.

Assist in editing/drafting and reviewing maritime legislations.

Liaise between GMSC and Legal under the Office of the CEO with regards to
review and updating of legislation.

Arrange for all consultation required by the Standard and Conformance Division
with respect to the review and updating of Maritime legislation.

Assist in the development of technical training for MSAF staff pertaining to
maritime legislation in Fiji.

Maintaining a Library for all IMO and ILO Conventions and Codes and Fiji’s
Maritime Legislations.

Maintaining and filing of proper records for the department.

Perform any other relevant duties as required by the GMSC.
Principal Objectives and End Results expected of the job
List the tasks performed and results expected (list in order of importance).
i.)
Managing GMSC daily operational activities and commitments while in office
or engaged abroad to ensure that roles and responsibilities of GMSC is
effectively and efficiently discharged.
ii.)
Scheduling and coordinating meetings and engagements and formulating
reports required by the GMSC to ensure that recommendations and
resolutions of such meetings and engagements are implemented within
allocated timeframes.
iii.)
Coordinate all logistic requirements in connection with GMSC’s national,
regional and international engagements to ensure that proper and necessary
arrangements are done.
iv.)
Assist in editing and reviewing of maritime legislations that will ensure
legislations are current.
v.)
Assist in the arrangements and be part of the consultation process to ensure
that the consultation with the stakeholders and general public is run in timely
manner and reports are submitted accordingly.
vi.)
Assist in the development of technical training for MSAF staff pertaining to
maritime legislation in Fiji to ensure that training for MSAF staff is coordinated
in an effective manner.
vii.)
Maintaining a Library for all IMO and ILO Conventions and Codes and
amendments including Fiji’s Maritime Legislations so that information these
international instruments are readily available when required by GMSC.
viii.)
Maintaining and filing of proper records for the department to ensure that
when required by GMSC records are readily available.
(c)
Job Dimensions
Give details of staff and total level of costs within the organization under your overall
control.
(d)
Number of Staff:
2
Operating Budget:
As per Annual GMSC Budget
Organization Structure
Please show where your position fits in the organization. If not appropriate, please leave
blank.
Chief Executive Officer
General Manager
Standard &
Conformance
Senior Standard &
Conformance Officer
(Master Mariner)
Personal
assistant
(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 knowledge, experience and skills are considered essential:
•
A mature person holding a
Degree in Office Administration/Business
Management/Business Administration or other related fields with at least 3-4 years of
experience in a similar role;
•
Demonstrable experience in an administration/executive assistant/PA role in a highly
pressurized environment requiring tact, judgment and discretion in handling internal and
external contacts (essential);
•
Experience of diary management/researching and booking of travel and accommodation
(essential);
•
Experience of successfully working with senior management (essential);
•
Sound knowledge of maritime legislations, IMO and ILO Conventions, Codes and
Protocols as amended (essential);
•
Proven ability to undertake research and analysis on maritime legalisations (essential);
•
Well-developed written and oral communication skills, interpersonal skills, and the ability
to communicate effectively;
•
Some experience at setting up workshops/Board meetings/Management meetings etc.
Ability to minute and present minutes of meetings (desirable);
•
Must be proficient with the keyboard and IT applications (this may be tested during the
selection process);
•
Intermediate level in the use of Word, Excel, PowerPoint and Outlook;
•
Excellent organizational skills, ability to multi-task, handling of files and record keeping;
•
Excellent oral and written communication skills and ability to professionally represent the
GMSC;
•
Ability to work under pressure and be flexible as part of a team;
•
Attention to detail and deadlines;
•
Ability to filter information and assess priorities;
•
Refined analytical skills and ability to interpret and provide the GMSC with preliminary
assessments on received documents and reports;
The following are considered desirable:
 Masters in Office Administration/Business Management/Business Administration or other
related fields with at least 1-2 years’ experience in a similar role.
Other Job Requirements



The post holder is expected to develop a good understanding of the roles and functions
of the Standard and Conformance department.
The post holder will be expected to explore and implement improvements to the way the
Standard & Conformance Department is managed. Must have pleasant, easy and friendly
personality with 100% honesty and personal integrity.
The post holder should expect that on occasions, they will be required to work flexibly
with the GMSC and on most occasions a longer than normal day. In addition the post
holder may be contacted by the GMSC out of normal office hours to deal with
unexpected events and must be presentable & well-dressed at all times. Have a Valid
Driver’s Licence & Passport.
(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.
Responsible for the following:
•
Editing and reviewing of Acts, Regulations.
•
Editing and assistance in the formulation of Standard and Conformance’s Policies and
Procedures.
•
Editing and assistance in the formulation of Standard and Conformance’s Forms and
Documents.
•
Managing GMSC daily operational activities and commitments of the Department whilst
GMSC is engaged abroad.
•
GMSC Communications, logistics, recording keeping and filing systems.
(g)
Levels and Freedom of Action
Tick the appropriate boxes to indicate the level of action exercised.
i)
Advise to GMSC on daily commitments, activities, meetings, appointments and
engagement.
ii)
Review, editing and maintaining amendments to maritime legislations as per the
IMO/ILO Conventions, Codes and Protocols amendments.
iii)
Assist in communication with regional and international bodies networking and rapport
with these organisations.
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.
Nil
(h)
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.
NIL
(i)
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
(j)
Range and Nature
Letters/Responses and correspondence with
HODs
IMO Compliance Committee
Technical Committee
HODs
:
Legal
Department
:
Interface and correspondent with Legal
All Department
:
Correspondence and reminders
CEO
Department
:
Daily correspondence
Industry
:
Consultation on amendments to legislations and
correspondences.
Frequency
Daily and as
and when
required
As and when
required
Daily and as
and when
required
As and when
required
As and when
required
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)
ii)
iii)
iv)
v)
Ensuring that department’s commitments, engagements and activities are carried out
in a timely manner. Logistics for such engagements are effectively arranged.
That consultations arrangements are effective and awareness is timely for all
stakeholders and general public
That review and amendments to Fiji’s maritime legislations are carried out in a timely
manner.
That meeting resolutions and recommendations are effectively addressed.
That networks and rapport with regional and international bodies are well
established.
(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)
The incumbent would be required to assist other departments with administrative
support when required.