Samsa Vacancies
Admin Clerk x2: Certification (Pretoria)
Description
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 abovementioned 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.
Requirements
QUALIFICATIONS
- Matric Certificate (NQF 4)
- National Certification in Administation that is equivalent to (NQF 5) is essential
- National Diploma in Administration (NQF 6) would be an added advantage
KNOWLEDGE AND EXPERIENCE
- 3 years Administrative experience is essential
- Experience in or knowledge of the maritime industry would be an added advantage
- Microsoft Office Suite proficiency (Word, Excel, Power Point and Outlook)
As we are committed to Employment Equity in our employment practices, it is our intention to appoint individuals with the aim of meeting our Equity objectives. Preference will be given to African Males, White Females and persons living with disability to achieve the objectives of Employment Equity.
CLOSING DATE: 22 FEBRUARY 2026
For any related queries regarding this position, please contact Ms Zanele Zwane at 012 366 2600.
Work Level
Junior
Job Type
Permanent
Salary
Market Related
EE Position
Yes
Location
Pretoria
Receptionist (Certification) (Pretoria)
Description
KEY PERFORMANCE AREAS
Cleanliness of reception area
- Coordinate with cleaning staff to ensure regular cleaning of the reception area.
- Maintain a tidy and presentable environment.
Call Management
- Answer incoming calls promptly, adhering to SAMSA’s telephone protocol.
- Redirect calls or inquire about redirection and take messages when required.
- Ensure that any missed calls are promptly followed up on, providing timely responses to any inquiries.
Client liaison / welcoming of visitors
- Schedule/diarise appointments with clients on behalf of the Certification Department.
- Greet visitors warmly, invite them to wait in the designated area, and ensure that they are attended to in a timely manner.
- Redirect queries and emails to the appropriate individuals based on the type of certificate or service that is required.
Administrative support
- Assist with ensuring that office resources, such as printers and other equipment, are fully operational and maintained.
- Assist with procurement of statutory books and stationery order, making sure that dispatching of those orders to different offices is done efficiently i.e. Capturing the requisition on the system, managing the inventory for audit purposes etc.
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Courier and postal services
- Receive hand-delivered documents and parcels, ensuring all details are accurately recorded in a register.
- Check and confirm that waybills are completed accurately.
- Check and confirm that consignments are properly wrapped, appropriately labelled with the correct waybill stickers, and are dispatched to their intended destination in a timely manner.
- Check and confirm that all dispatch processes, both local and international, are followed meticulously to guarantee safe and timely delivery.
Requirements
QUALIFICATIONS
- Matric Certificate (NQF 4)
- National Certification in that is equivalent to (NQF 5)
- National Diploma (NQF 6) would be an added advantage
EXPERIENCE AND KNOWLEDGE
- 3 years Receptionist experience.
- Experience in or knowledge of the maritime industry will be an added advantage
- Microsoft Office Suite proficiency (Word, Excel, Power Point and Outlook)
- Communication and interpersonal skills
- Professional telephone etiquette and the ability to handle multiple inquiries simultaneously.
- Minute taking and report writing skills
- Organisational skills and attention to details
Work Level
Junior
Job Type
Permanent
Salary
Market Related
EE Position
Yes
Location
Pretoria
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