CHAPTER III SCOPE OF THE APPRENTICESHIP
3.1 Job Description
The work carried out during the Practical Work at the Port Authority and Class II Tanjung Buton Office for 5 months starting from February 15 to June 30, 2021 at the Head of Subdivision of Administration namely:
1. Taking Note Incoming Letter book is used to find out what ships and what requests are wanted by the Ship Company that is in the Territory or under Port Authority And Harbour Master Office insight.
2. Taking Note Outgoing Letters, Incoming Outgoing Letters are used to find out what ships and what requests are wanted by the Ship Company in the Territory or under Port Authority And Harbour Master Office insight.
3. Taking Note Incoming Letter Disposition Book. Disposition has a meaning, namely the opinion of an official regarding the affairs contained in an official letter, which is directly written on the letter in question or on a special sheet.
4. Giving Stamp on the Giving Stamp on the Clearances Documents Document. Giving Stamp on the Clearances Document is a state document issued by the harbormaster to every ship that will sail from the port after fulfilling the ship's seaworthiness requirements and other obligations.
Without a sailing approval letter, the ship is not allowed to sail.
5. Ship Movement book. Filling in the book aims to give a number to the incoming letter that has been given by the company agent. This letter is intended to issue a ship deSectionure permit on a predetermined date.
6. Make a meeting attendance. This was done during a meeting held at Port Authority And Harbour Master Office Tanjung Buton.
7. Employee Health Report is submit reports or data on employee health information systems processes that are carried out online.
8. Sea Work Agrrement Numbering. Making street vendors number is the numbering given to letters brought by agents who will get on the ship or who will get off the ship.
9. Making Vaccination Letter This is intended to fulfil obligations to avoid covid 19
10. Outgoing Letter Fill out this Outgoing Letter Book to find out where the letter will be sent. And it makes it easier to find out if the letter has arrived at its destination because the receipt has also been provided in the book.
The work carried out during the Practical Work at the Port Authority and Class II Tanjung Buton Office for 5 months starting from February 15 to June 30, 2021 at the Head of Subdivision of Sailing Safety Office section, namely:
1. Sailing Approval Letter numbering is a state document issued by the harbormaster to every ship that will sail from the port after fulfilling the ship's seaworthiness requirements and obligations. Without a sailing approval letter, the ship is not allowed to sail. Therefore, before issuing the Sailing Approval Letter, it must be numbered in advance to find out which ships will deSection.
2. Numbering Ship Anchoring 27 is a state document issued by the harbormaster to every ship that will sail from the port after fulfilling the ship's seaworthiness requirements and obligations. Without a sailing approval letter, the ship is not allowed to sail. Therefore the numbering of Ship Anchoring 27 must be done by looking at the contents of the gross weight above 500m3
3. Numbering Ship Anchoring 29 is a state document issued by the harbormaster to every ship that will sail out of the port after fulfilling the ship's seaworthiness requirements and obligations. Without a sailing
approval letter, the ship is not allowed to sail. Therefore the numbering of ship anchoring 27 must be done by looking at the contents of the gross weight below 500m3
4. Make a Letter of Approval for Movement at the Port, which is abbreviated as exercise approval letter , is a letter issued by the harbormaster in the form of an electronic document that the ship has administratively fulfilled the requirements for shipping safety and security to carry out movements at the port.
5. Contents of the Ship Anchoring report 27 The report is filled in to find out what ships have sailed that day.
6. Contents of the Ship Anchoring report 29 The report is filled in to find out which ships have sailed that day.
7. Print Sailing Approval Letter is a state document issued by the harbormaster to every ship that will sail from the port after fulfilling the ship's seaworthiness requirements and obligations. Without a sailing approval letter, the ship is not allowed to sail. The importance of a sailing approval letter is specifically regulated in Law No. 17 of 2008 concerning Shipping.
3.2 System and Procedure 3.2.1 The Working System
The system used at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section, is a manual system and also online. Because the files received are in manual form, such as using a computer with Microsoft Excel applications and also Microsoft Word in a format that has been determined by the company. After the file has been in the form of a print out and signed by the supervisor, the document is scanned and then sent via eGuard the Countermail. The explanation of the work carried out while carrying out practical work at the Port Authority and Port Authority Office Class II Tanjung Buton, especially in the Administration section.
3.2.2 Working Procedures
In carrying out activities in the office there are various kinds of work procedures that are carried out when receiving a given job. There are many things that must be considered in carrying out work activities in the office. To make it easier for readers to understand the description of the procedure at Administration Section, it will be explained as follows:
1. Taking Note Incoming Letter book is used to find out what ships and what requests are wanted by the Ship Company that is in the Territory or under Port Authority And Harbour Master Office insight.
Work procedures:
a. Receiving letters from agents,
b. Checking whether the letter is correctly addressed to Port Authority And Harbour Master Office ,
c. Disposition of letters that have been received, d. Create a letter file number,
e. Fill out the Incoming Letter Book, according to the archive number
Figure 3.1 : Incoming Mail Book Source : Writer Documentation, 2021
2. Taking Note Outgoing Letters, Incoming Outgoing Letters are used to find out what ships and what requests are wanted by the Ship Company in the Territory or under Port Authority And Harbour Master Office insight.
Working Procedures :
a. Receiving letters from agents,
b. Checking whether the letter is correctly addressed To Port Authority And Harbour Master Office ,
c. Disposition of letters that have been received, d. Create a letter file number,
e. Submitted to the legal section of the ship
f. Fill out the outgoing letter book, according to the archive number
Figure 3.2 : Outgoing Mail Book Source : Writer Documentation, 2021
3. Letter Disposition.
Taking Note Incoming Letter Disposition Book. Disposition has a meaning, namely the opinion of an official regarding the affairs contained in an official letter, which is directly written on the letter in question or on a special sheet..
Working Procedures:
a. Receiving a letter from the Company,
b. Checking whether the letter is correctly addressed to Port Authority And Harbour Master Office ,
c. Disposing of letters.
To see the images in this document can be seen in appendix 7.
Figure 3.3 : Letter Disposition Source : Writer Documentation, 2021
4. Giving Stamp on the Clearances Document is a state document issued by the harbormaster to every ship that will sail from the port after fulfilling the ship's seaworthiness requirements and other obligations. Without a sailing approval letter, the ship is not allowed to sail.
Working Procedures:
a. Receive Ship Health Book,
b. Checking whether the book is properly addressed to the Port Authority And Harbour Master Office ,
c. Check the book that will be stamped Port Authority And Harbour Master Office and the signed,
d. Check the stamp according to the undersigned e. Tasting the book
Figure 3.4 : Giving Stamp on the Clearances Document Book Source : Writer Documentation, 2021
5. Fill out the exercise approval letter book.
Fill out the exercise approval letter Book. Filling in the book aims to give a number to the incoming letter that has been given by the company agent.
This letter is intended to issue a ship deSectionure permit on a predetermined date.
Working Procedures:
a. Receiving letters from agents,
b. Checking whether the letter is correctly addressed to Port Authority And Harbour Master Office ,
c. Fill out the Exercise Approval Letter Book that has the number listed, d. Make a letter number according to the exercise approval letter book.
e. provide the Port Authority And Harbour Master Office stamp and the signature on the letter
Figure 3.5 : Port Approval Report Book Number Source : Writer Documentation, 2021
6. Make Attendance Meetings
This was done during a meeting held at Port Authority and Harbor Master Office Class II Tanjung Buton.
Working Procedures:
a. Making Timesheet from Ms Excel, b. Print, and give to the meeting guide
Figure 3.6 : List of Attendees Source : Writer Documentation, 2021
7. Employee Health Letter Report is a reporting process carried out at the Office to report employee health every working day during the CovidGuard the Counter19 pandemic.
Working Procedures:
a. Reporting the health of employees and staff every morning through the specified link
b. Fill out reports according to the health of employees and staff c. Print the reported results
d. Archive on the SIK map
Figure 3.12 : Health Letter Source : Writer Documentation, 2021
8. Sea Work Agreement Numbering
Making a street vendor number is the numbering given to letters brought by agents who will get on the ship or who will get off the ship.
Working Procedures :
a. Receive a street vendor letter from an agent b. Fill out the street vendors book
c. Give a number according to the street vendor book d. The Syahbandar's Stamp and Stamp and the Signed e. Give back to Agent
To see the images in this document can be seen in appendix 6.
Figure 3.8 Sea Work Agreement Letter Source : Writer Documentation, 2021
9. Making a vaccination application letter this is intended to fulfill obligations to avoid covid 19.
working procedures:
a. Make a list of employees who will take vaccinations
b. revise whether the contents of the letter and the attachment of the employee's name are correct
c. Stamped with the port authority and harbour master office stamp d. Put it in an envelope and send it to the District Health Office Bengkalis
Figure 3.9. Vaccination Application Letter Source : Writer Documentation, 2021
10. Outgoing Letter Fill out this Outgoing Letter Book to find out where the letter will be sent. And it makes it easier to find out if the letter has arrived at its destination because the receipt has also been provided in the book.
a. Fill in the letter number b. Fill out the letter c. Delivering mail d. Letter receipt
Figure 3.10. Outgoing Letter Book Source : Writer Documentation, 2021
In carrying out activities in the office there are various kinds of work procedures that are carried out when receiving a given job. There are many things that must be considered in carrying out work activities in the office. To make it easier for readers to understand the description of the procedure Sailing Safety Office section, it will be explained as follows::
11. Sailing approval letter numbering before being issued, the Sailing Approval Letter must be numbered in advance to find out which ships will deSection.
Working Procedures :
a. Receiving Sailing Approval Letter that has been printed b. Check the name of the ship that will deSection
c. Checking Number from Sailing Approval Letter d. Record in the Sailing Approval Letter book e. And numbered according to the book number
Figure 3.11. Sailing approval letter Source : Writer Documentation, 2021
12. Numbering Ship Anchoring 27 Without a sailing approval letter, the ship is not allowed to sail. Therefore the numbering of Ship Anchoring 27 must be done by looking at the contents of the gross weight above 500m3.
Working Procedures :
a. Receiving Sailing Approval Letter that has been printed b. Check the name of the ship that will deSection
c. Checking Number from Sailing Approval Letter d. Record in the Sailing Approval Letter book e. And numbered according to the book number
Figure 3.12 : Ship Anchoring 27 Letter Source : Writer Documentation, 2021
13. Ship Anchoring Number 29 Without a sailing approval letter, the ship is not allowed to sail. Therefore the numbering of Ship Anchoring 29 must be done by looking at the contents of the gross weight below 500m3.
Working Procedures:
a. Receiving Sailing Approval Letter that has been printed b. Check the name of the ship that will deSection
c. Checking the gross weight of the ship below 500m3 d. Note in the book Ship Anchoring 29
e. And numbered according to the book number
Figure 3.13. Ship Anchoring 29 Letter Source : Writer Documentation, 2021
14. Make a Letter of Approval for Movement at the Port, which is abbreviated as Exercise Approval Letter , is a letter issued by the harbormaster in the form of an electronic document that the ship has administratively met the requirements for shipping safety and security to carry out movements at the port..
Working Procedures :
a. Receiving a motion exercise application letter from the Ship Agent b. Check the name of the PT that made the application
c. Checking the name of the ship that will be made Exercise Approval Letter
d. Searching for Ship File Name
e. Change the letter number, ship name, captain and ship GT f. Print
To see the images in this document can be seen in appendix 10.
Figure 3.14 : Letter of Approval for Movement at the Port Source : Writer Documentation, 2021
15. The contents of the Ship Anchoring 27 Report are filled in to find out which ships have sailed that day.
Working Procedures:
a. See the name of the ship recorded in the Ship Anchoring 27 book b. Select the file with the same ship name
c. Fill in the format according to the format on the computer.
To see the images in this document can be seen in appendix 11.
Figure 3.15 : Ship Anchoring 27 Contents Source : Writer Documentation, 2021
16. Contents of Ship Anchoring 29 Report are filled in to find out which ships have sailed on that day.
Working Procedures :
a. See the name of the ship recorded in the Ship Anchoring 29 book b. Select the file with the same ship name
c. Fill in the format according to the format on the computer.
To see the images in this document can be seen in appendix 12.
Figure 3.16 : Ship Anchoring 29 Contents Source : Writer Documentation, 2021
17. Print Sailing Approval Letter Working Procedures :
a. Receive a Sailing Application Letter from the ship b. Checking the name of the ship on the office computer
c. Change the deSectionure date, and check the number of crew members, captains, and ship
d. After everything is in accordance with the application, take the Sailing Approval Letter
e. Print
To see the images in this document can be seen in appendix 13.
Figure 3.17 : Sailing Approval Letter Source : Writer Documentation, 2021
3.3 Place and Time of Apprenticeship 3.3.1 Place of the Apprenticeship
This practical work was carried out at the Port Authority and Port Authority Office Class II Tanjung Buton, Jalan Yos Sudarso, Sungai Pakning, Bengkalis Regency, Riau 28761.
3.3.2 Time of the Apprenticeship
The Work Practice Implementation Time is carried out for 20 (twenty) weeks starting from Monday, February 15 to Wednesday, June 30, 2021. The list of working days at the Office of Community and Village Empowerment is shown in table.
Table 3.1 JobTraining Schedle
No Day Working hours Agency
1 Monday to Friday 07:30 to 17:00 Port Authority And
Harbour Master Office
2 Saturday Holiday Guard the Counter
3 Sunday Holiday Guard the Counter
Processed data : 2021
3.4 Kind and Description of Activity
This Job Training activity was carried out at the Port Authority and Class II Tanjung Buton Office. The place for practical work is at the Head of SubGuard the CounterDivision of Administration, Sailing Safety Office , from 15 February to 30 June 2021.
The report on the agenda of activities or work that has been carried out during the implementation of the Job Training at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section carried out during the Job Training can be seen in the following table:
Table3.2 Agenda of Activities of the First Week (February 15nduntil 19th, 2021)
No Date and Time Activities Section
1.
Monday
February 15th2021 a. Filling in the Incoming Letter Book b. Filling Out Letter Book
c. Filing Health Letters
Administration
2.
Tuesday February 16th2021
a. Letter Disposition
b. Make Giving Stamp on the Clearances Document
c. Filling out the Exercise Approval Letter
Administration
3
Wednesday February 17th2021
a. Letter Disposition b. Filing Health Letters
c. Make Giving Stamp on the Clearances Document
d. Filling out the Exercise Approval Letter
Administration
4
Thursday February 18th2021
a. Filling out the Exercise Approval Letter Make Giving Stamp on the Clearances Document
b. Letter Disposition c. Filing Health Letters d. Photocopy
Administration
5
Friday February 19th2021
a. Gymnastics b. Letter Disposition
c. Make Giving Stamp on the Clearances Document
d. Photocopy e. File Mail
Administration
Source: 2021 Processed Data
The report on the agenda of activities or work that has been carried out during the implementation of the Job Training at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section carried out during the Job Training can be seen in the following table:
Table 3.3 Agenda of Activities of the Second Week (September 22nduntil 26th, 2021)
No Date and Time Activities Section
1.
Monday February 22th2021
a. Letter disposition
b. Task order supervision letter archive
c. Task order letter archive desections d. Out of office mail archive
Administration
2. Tuesday
February 23th2021 Letter Disposition Administration
3
Wednesday February 24th2021
a. Filling out the Exercise Approval Letter
b. Letter Disposition c. SIK Archives
d. Create Giving Stamp on the Clearances Document
Administration
4
Thursday February 25th2021
a. Filling out the Exercise Approval Letter
b. Giving Stamp on the Clearances Document
c. Letter Disposition
Administration
5 Friday
February 26th2021
a. Gymnastics
b. Letter Disposition Administration Source: 2021 Processed Data
The report on the agenda of activities or work that has been carried out during the implementation of the Job Training at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section carried out during the Job Training can be seen in the following table:
Table3.4 Agenda of Activities of the Third Week (March 01nduntil 05th, 2021)
No Date and Time Activities Section
1. Monday
March 01th2021 a. Letter Disposition Administration 2.
Tuesday March 02th2021
a. Letter Disposition
b. Giving Stamp on the Clearances Document
Administration
3
Wednesday March 03th2021
a. Letter Disposition
b. Giving Stamp on the Clearances Document
Administration
4
Thursday
March 04th2021 a. Letter Disposition
b. Print Official Manuscripts Administration
5
Friday March 05th2021
a. Gymnastics b. Letter Disposition
c. Giving Stamp on the Clearances Document
Administration Source: 2021 Processed Data
The report on the agenda of activities or work that has been carried out during the implementation of the Job Training at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section carried out during the Job Training can be seen in the following table:
Table3.5 Agenda of Activities of the Fourth Week (March 08nduntil 12th, 2021)
No Date and Time Activities Section
1.
Monday
March 08th2021 a. Letter Disposition
b. Giving Stamp on the Clearances Document
Administration
2.
Tuesday March 09th2021
a. Letter Disposition
b. Giving Stamp on the Clearances Document
c. Mail Archive
Administration
3
Wednesday March 10th2021
a. Letter Disposition
b. Giving Stamp on the Clearances Document
Administration
4
Thursday March 11th2021
a. Letter Disposition
b. Giving Stamp on the Clearances Document
Administration
5 Friday
March 12th2021 Permission Administration
Source: 2021 Processed Data
The report on the agenda of activities or work that has been carried out during the implementation of the Job Training at the Port Authority and Harbour Master Office Class II Tanjung Buton, especially in the Administration section carried out during the Job Training can be seen in the following table:
Table3.6 Agenda of Activities of the Five Week (March 15nduntil 19th, 2021)
No Date and Time Activities Section