ADMIN CLERK: CERTIFICATION – 2026
Reference: SAMSA-PTA-2025-031
Location: Pretoria
Position Type: Permanent
Level: Junior
EE Position: Yes
Salary: Market-related
Closing Date: 22 February 2026
Admin Clerk: Certification – Pretoria
South African Maritime Safety Authority (SAMSA) is inviting applications for a permanent Admin Clerk: Certification role within its Pretoria office. This position plays a critical support function in the Certification Unit, ensuring the accurate processing and control of maritime certification in line with national legislation and international conventions.
The successful candidate will contribute to regulatory compliance, quality assurance, and efficient service delivery to seafarers and maritime stakeholders.
Role Purpose
The Admin Clerk: Certification is responsible for the administration, issuing, verification, revalidation, and secure handling of maritime certificates and statutory documents. The role supports compliance with South African maritime laws, international maritime conventions, and SAMSA’s quality management systems.
Key Responsibilities
1. Certificate Administration
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Process, issue, and reissue maritime certificates and statutory documents in accordance with regulatory requirements.
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Handle Certificates of Competency (CoC), Certificates of Proficiency (CoP), small vessel competency certificates, endorsements, equivalency certificates, Compass Adjuster Certificates, Seaman’s Record Books, and Discharge Books.
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Ensure compliance with applicable legislation and conventions such as STCW.
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Accurately revalidate certificates according to established procedures.
2. Compliance & Verification
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Verify the validity and authenticity of certificates under multilateral, bilateral, and unilateral maritime agreements.
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Ensure compliance with STCW Convention Regulation I/10 and related frameworks.
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Detect and escalate fraudulent or suspicious documentation to the Deputy Registrar of Seafarers.
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Maintain adherence to quality standards and regulatory requirements.
3. Quality Assurance
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Conduct quality checks using prescribed tools and procedures.
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Record and investigate non-conformities, contributing to corrective actions.
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Recommend improvements to standard operating procedures and systems.
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Assist with internal audits where required.
4. Legislative Interpretation
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Remain informed of maritime legislation, Marine Notices, Circulars, and updates.
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Advise stakeholders on regulatory changes and procedural amendments.
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Review and provide input on amended or newly drafted Marine Circulars.
5. Administrative & Reporting Duties
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Maintain and update electronic certification databases.
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Compile and submit monthly, quarterly, and annual certification reports.
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Ensure secure and accurate digital and physical record-keeping.
6. Accreditation Verification
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Confirm accreditation status of maritime training institutions, examiners, and medical practitioners.
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Guide applicants regarding accredited bodies in line with current Marine Notices.
7. Training Support
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Assist in onboarding and mentoring newly appointed Admin Clerks.
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Provide guidance on certification procedures and quality processes.
8. Stakeholder Engagement
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Provide timely updates to applicants and stakeholders.
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Address queries and resolve complaints professionally.
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Escalate service delivery concerns where necessary.
9. Secure Documentation & Financial Processing
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Ensure secure handling and tracking of all statutory documents.
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Process invoicing in accordance with applicable fee regulations.
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Maintain confidentiality and update administrative documentation when required.
Minimum Requirements
Essential
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Matric / Grade 12 (NQF Level 4)
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National Certificate in Administration (NQF Level 5 equivalent)
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At least 3 years’ administrative experience
Advantageous
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National Diploma in Administration (NQF Level 6)
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Experience or knowledge within the maritime industry
Required Competencies
Technical Skills:
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Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
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Experience in regulated or compliance-driven environments
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Strong document management and legislative interpretation ability
Behavioural Skills:
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High attention to detail and organisational ability
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Strong written and verbal communication
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Ability to maintain confidentiality
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Capability to work under pressure and meet deadlines
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Customer-focused with strong stakeholder engagement skills
Employment Equity
SAMSA supports Employment Equity and will give preference to:
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African Males
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White Females
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Persons living with disabilities
All suitably qualified candidates are encouraged to apply.
Enquiries
For further information, contact:
Ms. Zanele Zwane
Tel: 012 366 2600
Applicants are encouraged to submit their applications well before the closing date of 22 February 2026 to avoid disqualification.
HOW TO APPLY