Report To:  Manager

SPECIFIC DUTIES & RESPONSIBILITIES:

The following are specific tasks, duties, and responsibilities assigned to the

Officer Assistant position in MHR-MANCD:

1. Follow instructions from the Manager, DGM/ GM.

2. Encode the Entrance test scores of pre-selected cadets into the designated Excel sheet.

3. Ensure cadets’ pre-selection medical and psychometric reports are received from local offices and properly filed.

4. Confirm receipt of signed Scholarship Agreements and Letters of Intention from cadets via local offices, and file them in coordination with the Training Manager(s).

5. Send the NYKSM MANCD Application Form to the local offices once the number of selected candidates is confirmed.

6. Coordinate with local manning offices for cadets’ joining documents and ensure the validity of their travel documents.

7. Review the pre-joining checklist and joining contracts for errors. Enter and scan all relevant data for cadets and onboard Cadet Department personnel into SHIPMATE.

8. Coordinate with the Training Manager(s) to prepare and distribute handouts/dongles for cadets joining training ships.

9. Confirm and coordinate the production of Cadet Stars USB installations, instruction manuals, and dongles before cadets’ first vessel assignments.

10. Assist in arranging the supply of requisitions from training ships in coordination with the Manager and the Purchase Department.

11. Maintain and regularly update the “Requisition Status” spreadsheet.

12. Update the training and rest hour records of cadets and report any deviations from the training agreement to the Training Manager(s).

13. Liaise with ships to ensure cadet evaluation reports are received every two months via SEAMATE or as scanned hard copies.

14. Upload scanned evaluation reports (if not received through SHIPMATE) into SHIPMATE and update the “Cadets Overall Evaluation” Excel file.

15. Report any unsatisfactory evaluation of cadets’ performance to the Training Manager(s).

16. Arrange flights/tickets for cadets and onboard Cadet Department personnel in coordination with MANSM and local offices to ensure smooth changes.

17. Monitor the “Cadets Onboard List” to ensure timely sign-off of cadets.

18. Update and monitor the CGPA of selected cadets in coordination with local offices and institutes.

19. Submit the CGPA summary to the DGM after review by the Training Manager(s).

20. Upload Cadetstars export files to the HQ module and update cadets’ records in Excel files. Provide vessels with monthly Cadetstars Status Reports and notify the Training Manager(s) of any issues or unsatisfactory reports on tasks, sea projects, or tests.

21. Monitor and request soft copies of sea projects from ships and inform the Training Manager(s) for grading.

22. Request cadets’ training progress reports and update the system accordingly if reports are not submitted on time.

23. Report monthly Cadetstars updates to the DGM after review by the Training Manager(s).

24. Maintain stock inventory and replenish various stationery and office supplies for the department.

25. Monitor and coordinate the timely dispatch of cadets’ mail and licenses/documents to vessels.

26. Assist in cadets’ sign-on/sign-off procedures for normal ships.

27. Update ex-cadets’ overall status to prepare retention and promotion rate/ratio reports.

28. Receive, verify and upload in Shipmate all joining cadets’ Joining Data Form.

29. Carry out any other administrative or operational tasks as assigned by the Training Manager(s) or DGM.

Qualifications:

• Bachelor’s degree or equivalent required

• Fresh graduates with merit distinction are welcome to apply

• Good communication skills and proficient in MS Office Applications and other productivity tools

• Willing to work onsite at Macapagal Avenue, Pasay City

• CAN START ASAP

Please refer to job description.