MANAGER SHIPS INSPECTION 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 Manager Ships Inspection is responsible for: i) Managing the various regulatory roles of the department listed below: Flag state surveys and inspections for domestic vessels. Port state control inspection for foreign vessel in Fiji waters. Marine casualty investigation for all maritime accident, incident and mishaps. Maritime audits of the service providers including boat builders, life raft service centers, firefighting equipment service centers, approved engineering workshops and facilities and radio service providers. ii) Developing, drafting and reviewing procedures, work instructions and guidelines for the Department to meet the requirements of the regulations and ISO requirements; iii) Ensuring strict compliance with the relevant requirements of Fiji s maritime legislation with respect to surveys, inspections, audits and investigations; iv) Ensuring ships safety standards are maintained and improved through surveys and inspections; v) Ensuring the protection of the marine environment through compliance to survey requirements of the Marine laws; vi) Ensuring that maritime accidents, incidents and mishaps are investigated in a timely manner and ensure the reduction in shipping causalities through strict compliance with Fiji Maritime Legislations; vii) Provide timely, efficient and effective flag state surveys, port state control inspections, and maritime auditing services; viii) Ensuring ships plans approval regime is established and operational; ix) Ensuring appropriate ships documentation and survey reports are compliant with the legislation and ISO requirements; x) Ensuring performance review of all staff for the Department is carried out; xi) Formulation and review of job description of all staff for the Department; xii) Training for staff of Department.
(b) Principal Objectives and End Results expected of the job List the tasks performed and results expected (list in order of importance). i) Manage the conduct of flag state surveys with BMC Software on domestic vessel to ensure that ships safety standard for these vessels are maintained; ii) Manage the conduct of Port state control inspection for foreign vessel in Fiji waters to ensure that these vessels are in compliant to the requirement of international instruments; iii) Manage the conduct of marine casualty investigation for all maritime accident, incident and mishaps occurring in Fiji waters and ensure the reduction in shipping causalities through strict compliance with Fiji Maritime Legislations; iv) Manage the conduct of maritime audits of the service providers including boat builders, life raft service centers, firefighting equipment service centers, approved engineering workshops and facilities and radio service providers to ensure service providers meet the required standards; v) Developing and reviewing procedures, work instructions and guidelines for the department to meet the requirements of the regulations and ISO requirements to ensure effective and efficient customer service; vi) Ensuring strict compliance with the relevant requirements of Fiji s maritime legislation with respect to surveys, inspections, audits and investigations which will improve the standard of service of the department; vii) Establish ships plan approval regime that will ensure that all ships plan and drawings are verified and approved by the Authority prior to any building of a ship or major alteration to a ship; viii) Conduct performance review of all staff for the department to ensure that staff contribution to the objectives and goals of MSAF is acknowledged and rewarded; ix) Formulation and review of job description of all staff for the department to ensure that job descriptions are current and relevant to the core functions of each technical departments ; x) Training for staff of department to ensure that they are appropriately qualified for such position including flag state surveyors, port state control inspectors and auditors and succession plan for the department is followed; xi) Manage the Department s financial budget and ensure that expenses are within the budgeted allocation and improved revenue collection.
(c) Job Dimensions Give details of staff and total level of costs within the organization under your overall control. Number of Staff: 14 Operating Budget: As per Annual Ships Inspection Department Budget (d) Organization Structure Please show where your position fits in the organization. If not appropriate, please leave blank. Vacant CEO Ponipate Cagi Manager Ship Inspection Senior Flag State Surveyors Senior Port State Control Inspectors Senior Marine Investigator Vacant Senior Naval Arch Surveyor Flag State Surveyors Small Craft Surveyors Port State Control Inspectors Marine Investigator Survey Clerks (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 are considered essential:
A mature person holding an Advance Diploma in Marine Engineering or Nautical Science and a Class 2 or Class 1 Certificate of Competency and at least 2 years experience as a Master or Chief Engineer OR a Bachelors in Marine Engineering or Nautical Science or equivalent field and experience in management position in a similar role; Sound knowledge of Maritime Legislations and IMO Conventions and Protocols as amended; Sound knowledge of flag state survey, port state inspection, investigation and maritime audit processes; Sound knowledge of inspections on foreign going vessels; Proven ability to perform collaboratively within a multidisciplinary management team; Proven ability to undertake research and analysis on maritime technical issues; Well-developed written and oral communication skills, interpersonal skills, and the ability to communicate effectively; Must be computer literate; The following are considered desirable: Masters in any Maritime related program; and Diploma in Marine Surveying or Marine Investigation; 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 development and review of: Flag state survey procedures, instructions, guidelines and checklist; Port state inspection procedures, instructions, guidelines and checklist; Marine investigation procedures, manuals and checklist;; Maritime audit procedures and checklist; MSAF Survey Forms and Documents; Training plan for staff in the department; Succession plan for the department; Department s financial budget; Job description for staff.
iii) Responsible for annual performance evaluation for staff. (g) MSAF Levels and Freedom of Action Tick the appropriate boxes to indicate the level of MSAF exercised. i) Make informed decisions on the regulatory roles of the department; ii) Formal communication on survey issues with the stakeholders; iii) Manage issues with staff of the department and manage meetings with stakeholders with respect to service delivery of the department. 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. i) When considering the regulatory roles of the Ships Inspection department, meetings with stakeholders that is ships owners and operators and service providers to discuss various issues regarding surveys, inspections and audits taking into account the requirements of the Act and Regulations and research may be required to verify what other regulatory Authorities such as Australia, New Zealand have implemented and benchmarking against best international practice. ii) iii) When challenges are made by stakeholders or members of the public against the department s decision pertaining to its regulatory roles, it is required that investigative work be carried out to determine the technical issues and provide solutions to protect MSAF s interest. The challenge of setting up the plan approval unit and finding the right candidate for such a position taking into account the lack of specialized personnel in Fiji and therefore sourcing from abroad may be required. (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 Range and Nature Frequency Technical advice pertaining to the department s regulatory functions when required HODs : Discussion on technical issues and requirements of the Act and the Regulations Discussion on enforcement actions to be taken Technical Committee deliberations IMO Compliance Committee deliberations Discussion on departmental budget when required when required Monthly Fortnightly When required CEO : Discussion on the department technical decision Discussion on department s plans and projects Discussion on human resource issues Technical advice pertaining to department s regulatory functions As and when required All Department Technical Staff : Vetting and final endorsements for surveys, inspection, investigation and audit reports Vetting for all technical correspondence to stakeholders with respect to the roles of the department Daily and as and when required Departmental meetings Weekly CEO Department Industry : : Discuss and seek advice from legal on the requirements of the Act and Regulations Liaise with PRCO with regards to awareness programs Industry Consultation on surveys, inspections and audits Technical advice As and when required As and when required (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, and marine environment protection. ii) The challenges to Manager Ships Inspections is: In ensuring that technical staff are appropriately qualified and have the experience to discharge their duties accordingly. Therefore, training is important for this purpose. In ensuring that decentralization of surveyors occurs within the timeframes and reports from the outer stations are submitted monthly to measure the effectiveness of decentralisation. In ensuring the success of small craft survey team registration, survey and awareness process and plans. In ensuring that the standard of ships safety is maintained and improved through quality and timely survey. In ensuring that marine casualty investigation is carried out in a timely manner and decision of the technical committee is disseminate to those concerned in a timely manner. In ensuring that the number of port state control inspection is increased and quality of inspection is improved resulting in detention of ships. In ensuring that necessary training according to the training plan and succession planning according to the succession plan is implemented for the ships inspection department. In ensuring that the financial budget for ships inspection department is controlled and the drive for revenue is improved resulting in increased number of compliant vessels. (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 technical departments when required with technical support when attending meetings pertaining to its regulatory responsibilities. ii) The incumbent should have a sound knowledge in the regulatory roles of the department. iii) The incumbent would be required to have some management training and management skills. IN ADDITION
DECK- EXAMINER JOB DESCRIPTION Reports to: Manager Qualification & Licensing Job purpose: This position is responsible for carrying out examination and assessment of deck officers including deck ratings and ensuring that training and assessment are in accordance with national and international standards as outlined in the Fiji Marine (STCW Convention) Regulations 2001. The Post holder is also required to carry out quality audits of approved maritime training providers and conduct marine investigations of Fiji registered vessels or foreign vessels involved in accidents or incidents within the waters of Fiji. The post holder is required to carry out marine surveys for local vessels and port state inspections on foreign vessels visiting our prescribe ports when the need arises. Key responsibilities and accountabilities: 1. Plan, conduct & manage regular oral examination for Deck Officers and ratings and must be capable of travelling to regional offices to conduct and assess applicants when need arises. 2. Formulate bank of oral questions for approval by the Manager. 3. Regular review of bank of oral questions according to Deck syllabus 4. Plan & manage moderation and assessment of Deck exam papers 5. Review procedures for moderation and assessment of exam papers 6. Monitor compliance with STCW standards and implement changes on legislation and training regulations. 7. Plan, conduct and monitor audit of Maritime Training Providers (MTP), Maritime Service Providers (MSP), International Ships and Port Facility Security Code (ISPS) and International Ship Management System(ISM). 8. Assist in Port State and Flag State Inspection 9. Assist marine casualty investigation. 10. Recommend changes in training or syllabus 11. Maintain high level of integrity and professionalism 12. Assist in valuation survey 13. Train and mentor trainee and junior examiners.
2.0 Person profile Examiner for Masters Personality: Self-driven, self-motivated, able to get on with others and be a team-player, changeoriented, has strong attention to detail, results focused, committed to organization, good communicator, a person of integrity, capable of working after hours and during the weekends, capable of carrying out multiple activities within tight deadlines, sufficiently mobile, and flexible to travel when required. Personal Situation: Able to travel and work extended hours on occasions when required and possess a valid certificate of competency. Specific Job Skills: The candidate is required to have the following skills: excellent communication skills written and oral, oral and written English language skills and a good inter-personal skills, excellent report writing skills, planning and organization skills, time management skills, decision making skills, must be consistent, analytic skills in information gathering, have some managerial skill. Avery good understanding of the Marine Legislation and Regulations including International Maritime Conventions and International Labour Organization (ILO) Conventions relevant to the maritime industry and shipboard activities Computer skills: Must be adept in use of MS Office 2010 or later, particularly with basic knowledge in Excel, power point and Word, Internet and email skills and familiar with the Travel & Related Documents Issuance System (TARDIS). Literacy and Numeracy: Able to understand, formulate and interpret data with ease. Must be a very competent writer of internal letters, policies and work procedures. Management Ability: Though internal staff management is not initially part of the job, responsibility and opportunity could grow with the development of the organization. Some people-management skills, experience and natural ability will be useful Integrity: Agrees with and adhered to the core values and zero tolerance policy of MSAF 3.0 Minimum Qualification Required Must have the following qualification and experience; Advanced Diploma in Nautical Science with a Class 2 Master/Chief Mate Certificate of Competency with 3-4years seagoing experience as an officer. Preferably a Class 1 Master with relevant sea going experience. Experience in assessment, moderating and examining to Diploma level would be desirable.