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Sr. Description NNoo.. ooff Renumeration QQuuaalliiffiiccaattiioonn
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(PL Muthu)
AAssssiissttaanntt DDiirreeccttoorr GGeenneerraall ooff SShhiippppiinnggDIRECTORATE GENERAL OF SHIPPING, MUMBAI
DG SHIPPING SECRETARIAT
F. No. DG_SEC/8/2025-O/o DGS_DGS-Part (1) (C. No. 38304) Date: 21.01.2026
TERM OF REFERENCE (TOR)
for
ENGAGEMENT OF 03 (THREE) EXECUTIVE ASSISTANTs-
[02 (TWO) AT THE DIRECTORATE GENERAL OF SHIPPING, MUMBAI AND 01 (ONE) AT
THE DELHI LIAISON OFFICE]
Introduction
The Directorate General of Shipping (DGS) is an attached office under the Ministry of Ports,
Shipping and Waterways (MoPSW), Government of India, and serves as the apex regulatory authority
for the Indian maritime sector. The Directorate is entrusted with the responsibility of implementing the
Merchant Shipping Act, 1958, and formulating policies aimed at ensuring the safety of life and ships at
sea, environmental protection, and overall growth and governance of the maritime industry in India.
The DGS oversees a wide range of functions including maritime education and training,
certification of seafarers, regulation of shipping services, promotion of Indian tonnage, welfare of Indian
seafarers, and coordination with international maritime bodies such as the IMO and ILO.
Given the multifaceted and strategic role of the Director General of Shipping, there is an
increasing demand for a dedicated, skilled, and experienced secretarial support team to manage day-to-
day administrative functions, protocol coordination, document management, official communication, and
logistical arrangements in a timely and professional manner. This initiative is aimed at institutionalizing
such support through the engagement of three qualified Executive Assistants (02 (TWO) AT THE
DIRECTORATE GENERAL OF SHIPPING, MUMBAI AND 01 (ONE) AT THE DELHI LIAISON
OFFICE) to ensure operational efficiency and facilitate seamless functioning of the DG’s office.
1Objectives and Scope of the Assignment
To provide comprehensive, high-level administrative, operational, and logistical support to the
Director General (DG) of Shipping. The Secretarial Assistant will act as the central coordinating figure of
the DG's office, ensuring seamless communication, efficient scheduling, professional conduct, and
protocol adherence in line with the standards and legacy of the Directorate General of Shipping.
Key responsibilities:
The Secretariat will provide comprehensive executive support to the Director General, Shipping,
ensuring efficient office operations, professional communication, and high standards of
hospitality and protocol. The key responsibilities include:
Executive Office Management: Maintain the DG’s chamber in a clean, organized, and
professional state at all times. Supervise daily housekeeping, monitor equipment
functionality, and ensure proper setup of daily newspapers and television channels.
Coordinate with support staff for visitor handling and maintaining a calm, interruption-
free work environment.
Calendar and Appointment Coordination: Manage the DG’s official calendar,
including scheduling internal/external meetings and travel plans. Confirm appointments,
brief visitors on protocols and documentation, and ensure all logistical arrangements such
as presentations, hospitality, and security are in place.
Communication and Correspondence Management: Act as the primary handler of the
DG’s official email account. Categorize and escalate emails appropriately (e.g., Ministry,
international bodies, public grievances, VIP correspondence). Ensure timely
acknowledgments and flag urgent matters to Junior officers.
Protocol and Tour Management: Coordinate all aspects of official tours and field visits,
including pre-event deployment of support staff, registration setup, hospitality, and VIP
protocols. Maintain a standard operating procedure (SOP) for consistent execution of
visits.
Documentation and Knowledge Management: Maintain a centralized digital filing
system for key records, circulars, and presentations. Support the preparation of
institutional knowledge materials such as induction manuals, vision documents, branch
briefs, and commemorative publications.
2 Logistics and Vehicle Coordination: Ensure DG’s assigned vehicles are well-
maintained, clean, and equipped with necessary amenities. Supervise drivers for
grooming, dress code, and compliance. Coordinate availability of standby vehicles and
maintain accurate vehicle logbooks.
IT and Equipment Support: Oversee readiness and smooth functioning of all office IT
equipment, including laptops, mobile devices, VC systems, and communication tools.
Maintain updated contact directories and ensure all staff are trained in basic software and
telecommunication protocols.
Administrative Finance Support: Aid in Maintaining and managing petty cash
transactions within prescribed limits. Coordinate procurement and bill processing in
collaboration with the Admin Division. Ensure regular submission of financial records
for review.
Professional Conduct and Protocol Compliance: Uphold the highest standards of
professional etiquette, formal dress, and respectful communication. Avoid personal
interactions in official spaces and ensure strict adherence to communication hierarchy.
Training and Capacity Building: Complete mandatory induction training and
participate in ongoing video-based and on-the-job learning. Contribute to the
development and revision of training modules for junior staff and future assistants
Reporting and Review
Directly reports to the Director General, Shipping (DGS), or any other official assigned by the
DGS for day-to-day supervision.
Qualification and Experience
Educational Qualification:
o Graduate degree in any discipline with min. 60% from a recognized University/ Institute.
Professional Experience:
o At least 8 years of professional experience in similar fields in a State or Central
Government office, with working proficiency in English and Hindi; knowledge of
Marathi is desirable.
3o Executive Office Management: Proven ability to manage high-profile executive offices,
ensuring cleanliness, organization, and professional ambiance. Experience in managing
equipment functionality, media setup, and visitor protocols.
o Calendar & Scheduling Administration: Hands-on experience managing calendars
using tools like Google Calendar, handling official appointment coordination, and
organizing hospitality and protocol requirements for meetings and events.
o Email & Communication Handling: Experience in handling high-volume official
correspondence, triaging emails, escalating important communications, and maintaining
clarity and discretion in professional responses.
o Event and Travel Logistics: Coordinated logistics for field visits and high-level
meetings, including advance deployments, PPT readiness, security, VIP protocol, and
venue preparedness.
o Documentation & Records Management: Skilled in maintaining soft documentation
systems for presentations, government circulars, conventions, statistics, and knowledge
repositories. Contributed to the preparation of induction manuals, vision documents, and
coffee table publications.
o Fleet & Driver Supervision: Oversight of executive transport, including cleanliness,
readiness, driver grooming, and vehicle documentation. Liaison with administrative staff
for scheduling standby vehicles.
o IT and Communication Support: Familiarity with managing laptops, mobile phones,
dongles, video conferencing systems, and telecommunication tools including EPABX
and landline systems.
o Administrative Finance: Managed petty cash accounts, ensured timely bill processing,
and coordinated procurement of supplies and official materials in compliance with
finance norms.
o Professional Conduct: Maintained high standards of protocol, discretion, and
professionalism in communication and behavior within the proximity of Junior
leadership.
o Training & Onboarding: Participated in structured training programs and supported the
development of training modules for new assistants or support staff.
4 Desirable Skills and Competencies:
o Administrative Excellence: Strong organizational and time management skills with the
ability to multitask in a dynamic, protocol-driven environment.
o Tech-Savvy Operations: Proficiency in MS Office Suite (Word, Excel, PowerPoint),
Google Workspace (Gmail, Calendar), video conferencing tools, and basic IT
troubleshooting.
o Communication Proficiency: Excellent verbal and written communication skills in
English and Hindi, with the ability to interact effectively with dignitaries, stakeholders,
and internal teams.
o Discretion and Confidentiality: High emotional intelligence, ability to handle sensitive
information with integrity and professionalism.
o Protocol Adherence: Familiarity with VIP, government, and institutional protocol,
including handling of official visits, documentation, and hospitality.
o Crisis Handling and Composure: Ability to remain calm and composed under pressure
or during high-stakes meetings and visits.
o Coordination and Teamwork: Capable of working with cross-functional departments
such as Administration, IT, Protocol, and International Cooperation Divisions.
o Continuous Learning Orientation: Willingness to undergo periodic training and
contribute to institutional knowledge development.
How to Apply
Eligible candidates are required to submit their applications in the prescribed format, clearly
mentioning the location applied for (Mumbai/Delhi), within 21 days from the date of publication of
the advertisement in the newspaper.
The application, along with all necessary supporting documents, must be sent only by email to
the contact email address specified in the advertisement. Hard copy applications will not be accepted.
A scanned copy of the duly filled application form along with all relevant documents should be
emailed to dgship.sect@gov.in
5Selection Criteria
I. Shortlisting: Candidates shortlisted on the basis of essential and desirable qualifications shall be
issued a formal hall ticket, and the test will be conducted at an appropriate venue, either at the
Directorate General of Shipping or another designated location
II. Written Test: The shortlisted candidates shall be required to appear for an offline written
examination at the designated location as mentioned in the hall ticket. The examination will
consist of 50 objective/subjective questions designed to assess the candidates’ proficiency in
Quantitative Aptitude, English and Hindi Language, Logical Reasoning, and General
Knowledge.
Candidates who have applied for the Delhi Liaison Office shall be required to appear for the
written examination in Delhi, while candidates who have applied for DGS, Mumbai shall appear
for the examination in Mumbai.
III. Computer Proficiency Test: On the same day as the written examination, candidates will be
required to undergo a Computer Proficiency Test. This test will primarily evaluate the candidate’s
efficiency in using the Microsoft Office Suite and typing skills.
IV. Interview: Candidates who qualify the written test and computer proficiency test will be notified
and invited to appear for a personal interview.
V. Selection/Merit List: The merit list shall be prepared based on the marks obtained by candidates
in the Written Test, Skill Test, and Personality Test.
Period of the Assignment/Services
The selected resource shall be engaged initially for a provisional period of (01) One Year Subject
to satisfactory performance during this period, the engagement may be continued for a total duration of up
to Two (02) Years , and may further be extended based on performance and project requirements.
6Payment Terms and Leave Eligibility
The remuneration shall be regulated in accordance with the applicable Government
Policy/Manual. The consolidated Total Compensation Package (CTP) shall be ₹1,00,000/-
(Rupees One Lakh only) per month, inclusive of Employer’s contribution towards EPF and other
statutory components, as applicable.
Selected candidates will be eligible for an annual Casual Leave of 8 (Eight) Working days,
excluding 2 (two) days of Restricted holidays. Leave of absence for more than a total of 10 (=
8+2) working days in a year shall be treated as leave without pay. Nevertheless, casual leave of
more than 5 working days at a stretch will not be granted. Additionally, paid Medical leave of a
maximum of 10 days in a year may also be granted subject to the production of medical
certificates. However, leave of absence on medical grounds beyond 10 days in a year will be
treated as leave without remuneration/ CTP.
The Consultant will have access to all the required documents, correspondence, and any other
information associated with the project assignment and as deemed necessary.
The Consultant will be provided office space with a computer for work, printer, computer/office
consumables, and internet access, as determined by the Competent Authority.
The Consultant will have to arrange his/her own conveyance facility for attending the office
whenever necessary. However, for official travel (duly approved by the Competent Authority)
Conveyance facility may be provided, as per level 8 Central Government officials.
Other Details
This is an indicative ToR only. The Competent Authority reserves the right to change, update or
modify this ToR at any stage during the recruitment process or at the time of signing of the
Contract Agreement.
The contract shall not confer any right or claim of extension/absorption in the department at any
point of time whatsoever.
The date of the interview will be informed via email to the shortlisted candidates. The department
reserves the right to cancel/postpone the appointment if so required.
7 Further, it is informed that, pursuant to the earlier advertisement for the posts of Senior Executive
Assistant and Junior Executive Assistant, a total of six (06) candidates—two (02) for the post of
Senior Executive Assistant and four (04) for the post of Junior Executive Assistant—have
qualified in the Written Examination and Skill Test and were shortlisted for the Personal
Interview / Personality Test. However, the Personal Interview / Personality Test was postponed
until further orders, as per the directions of the Competent Authority. Accordingly, the
aforementioned six (06) candidates shall be eligible to directly appear for the interview for the
post of Executive Assistant under the present advertisement.
It is further clarified that the said Six (06) candidates shall also be eligible, if they so desire, to re-
appear in the Written Examination and Skill Test being conducted pursuant to the present
advertisement. In such cases, their candidature shall be assessed afresh on the basis of their
performance in the applicable selection stages under the current recruitment process, and no claim
shall lie based on their earlier qualification in the Written Examination and Skill Test.
No TA, DA or expenses of any kind will be paid for attending the interview.
Canvassing in any form may lead to disqualification of candidature.
For any clarification, Please contact Shri Kuldeep Singh, UDC, dgship.sect@gov.in . Mobile:
7415603132
8APPLICATION FORM FOR THE POSITION OF ENGAGEMENT OF EXECUTIVE
ASSISTANT AT _ _ _ _ _ _ _
1. Full Name of the candidate (In Block Letters):
2. Father’s/Husband’s Name:
3. Mother’s Name:
Paste Recent
4. Gender: Passport Photo
5. Marital Status :
6. Nationality:
7. Permanent Postal Address (attach a copy of evidence):
8. Police Station:
9. Current Address:
10. Mobile No.:
11. Mobile No. (WhatsApp messenger):
12. Email ID:
13. Passport No. (If available): …………………..
14. Date of Birth(attach a copy of evidence)(dd/mm/yyyy):
15. Age (As on 1st January 2023): Years month(s)
16. Current Designation:
17. Current Employer’s Full Address with contact email and phone number:
18. Educational Qualification (attach copies of certificates):
Sl. Examination Subject Year of Name of College Name Class/ Percentage
Passing Board/University of marks obtained
1. Graduation
2. Post graduation
3. Others (if any)
919. Training details relevant to the position applied(attach copies of certificates):
Sl. Title of the Training program Duration of Training Training organized by
1.
2.
3.
20. Total Professional Experience: Years month(s)
21. Details of Professional Experience (Starting from latest **)(attach copies of experience
certificates):
Sl. Designation Organization From To Last net salary Summary of
(MM/YYYY) (MM/YYYY drawn (per Services provided
) annum)
22. Write a brief noted a scribing why would like to be associated with us:(Maximum 250 words
23. Languages proficiency:(please tick√)
Sl. Language Read Write Speak
1024. Computer proficiency:
Sl. Program/Software/Applications Excellent Good Average
25. Names and Addresses of two persons from whom we may seek reference about you
Sl. Name of the person & Address Phone no E-mail id
designation(if any)
1.
2.
(The two persons must not be related to you and must have interacted with you for more than 2 years in a
Professional and/or academic capacity during the last 5 years)
26. Have you ever been discharged or forced to resign from any position?(If yes furnish details)
Declaration: I certify that the statements made by me in this application are true, complete and correct to the
best of my knowledge and belief. Permission is hereby given to the DG Shipping to make such investigations as
are necessary on the information given above. I understand that any misrepresentation or fraudulence or
material omission made herein or in any other document requested by DG Shipping would render dismissal
and termination of my candidature/service/contract apart from other penal action as per the law.
Date : Signature of the Candidate
Place:
11IMPORTANT NOTES:
1. Candidates shall complete this application in not more than 8 pages strictly as per the above
format, along with self-attested copies of testimonials/certificates (not more than 12 pages),
evidencing that he/she is qualified to perform the services. The complete application (only in
PDF format) along with certificates/testimonials shall not be more than 20 (twenty) pages or
else the application may not be considered.
2. While self-attested copies of all the relevant certificates/testimonials needs to be
submitted along with the application (only in PDF format).
3. Candidates are to note that applications without self attested copies of
certificates/testimonials relating to Educational Qualifications shall be rejected.
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