Liaison Assistant

The Liaison Assistant provides key operational and administrative support to the Liaison Supervisor in processing, filing, and tracking vessel certificates, licenses, permits, and statutory compliance requirements across relevant government agencies (including MARINA, NTC, PCG-MEPU, BOQ, and DOT). The role ensures all fleet documentation remains valid, fully updated, and aligned with Philippine maritime regulatory standards.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

1. Regulatory Compliance & Government Agency Liaison

• MARINA (Maritime Industry Authority): Assist in preparing, filing, and following up on Certificate of Public Convenience (CPC) / Special Permit (SP) requirements, vessel certificates, licenses, annual statutory reports (due on or before June 30), Certificates of Accreditation, Certificates of Ownership/Philippine Registry re-issuances, deletions, and tonnage fee payments.
• NTC (National Telecommunications Commission): Prepare, file, and track applications for Ship Station Licenses, Radio Network Licenses, Restricted Radiotelephone Operator Certificates (Land Mobile), and registration of VHF/SSB logbooks.
• PCG-MEPU (Philippine Coast Guard - Marine Environmental Protection Unit): Facilitate document preparation, submission, and follow-up for Oil Record Book registration, Oil Pollution Prevention Certificates, Oily Water Separator Accreditations, Shipboard Oil Pollution Emergency Plans (SOPEP), and Garbage Management Plans.
• BOQ (Bureau of Quarantine): Prepare, process, and file applications for Ship Sanitation Control Certificates (SSCC).
• DOT (Department of Tourism): Handle applications and renewals for vessel accreditation and accompany inspectors during physical vessel inspections.
• Marine Protests: Assist in preparing and filing Marine Protests with the PCG and MARINA as necessary.

2. Inspection & Audit Support

• Accompany government inspectors (MARINA, NTC, PCG-MEPU, DOT) during vessel inspections to verify compliance with relevant MARINA Circulars and national regulations, stepping in on behalf of the Liaison Supervisor when absent.
• Coordinate directly with government authorities, the Designated Person Ashore (DPA), and the Marine Superintendent regarding fleet statutory compliance.

3. Documentation, Tracking & Records Management

• Maintain and update the Fleet Certificate Monitoring Tool to ensure proactive tracking of expiration dates.
• Ensure all statutory certificates are properly filed, updated, and secured with certified true copies (CTC).
• Prepare and submit regular status reports detailing the current standing of all maritime statutory documents.

4. Administrative & Operational Support

• Assist the Liaison Supervisor with financial processing, including requests for check preparation (RCP) and cash advance liquidations.
• Support management initiatives, operational thrusts, and special projects as required.

KEY PERFORMANCE INDICATORS (KPIs)

• Zero Lapses in Vessel Compliance: 100% timely renewal of all vessel certificates, licenses, and statutory permits prior to expiration.
• Accuracy of Tracking: Real-time accuracy of the Fleet Certificate Monitoring Tool and document repository.
• Timely Submissions: Submission of annual MARINA reports and statutory fees on or before required deadlines.

QUALIFICATIONS and REQUIREMENTS
Education & Experience

• Education: Bachelor’s degree in Custom Administration, Business Administration, Maritime Studies, Marine Transportation, Office Administration, or a related field.
• Experience: Minimum of 6 months–1 year of experience in administrative, corporate liaison, or vessel documentation roles within the maritime, shipping, or logistics industry (entry-level candidates with strong internships in maritime agencies may be considered).

Key Competencies & Soft Skills

• Organizational Skills: High attention to detail with strong record-keeping skills to manage multiple certificate expiration dates without oversight.
• Communication Skills: Excellent verbal and written communication skills for interfacing with government inspectors, internal officers (DPA, Marine Superintendents), and external parties.
• Adaptability & Mobility: Willingness to travel locally to field offices, government agencies, and ports/vessels for inspections and document processing.
• Financial Integrity: Basic capability in handling cash advances, liquidations, and check requests with accuracy and transparency.

Pay: Php15,132.00 - Php18,000.00 per month

Benefits:

• Health insurance
• Life insurance
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee
• Staff meals provided

Work Location: In person