Guidelines for authorized Liberian Filing Agent status

On 19 September 2024, the Liberia Maritime Authority issued a revised notice regarding the minimum requirements for obtaining or renewing the status of an Authorized Liberian Filing Agent.

It applies to all shipowners, operators, masters, officers of merchant ships, agents, Liberian auditors, and recognized organizations who currently have or will in the future have access to Liberia’s Seafarer Employment Agreement (SEA) System.

Purpose:
The notice emphasizes the need for any person, company, or entity with access to the SEA System to submit the required documentation to Liberia’s Flag State for approval.

Applicability:
It applies to all individuals, companies, or entities who have, or may in the future have, access to the SEA System.

Documentation Requirements:

To become or renew the status as an Authorized Liberian Filing Agent, the following documents and procedures must be submitted:

Quality Management Certification:
A copy of a valid ISO 9001 Certificate or a Document of Compliance (DOC) certificate or a similar Quality Management System certification. Additionally, the latest surveillance or audit report conducted by the issuing authority must be included.
SRPS Certificate:
A valid Seafarer Recruitment and Placement Services (SRPS) Certificate from a National Competent Authority or an equivalent document that satisfies the Administration's standards.
Recruitment Procedures:
A copy of the current procedures for recruiting and processing seafarers, which must include internal controls for protecting personal data and preventing fraudulent seafarer credentials.
User List:
A list of all SEA System users, including their names, positions, and relevant experience relating to the recruitment, privacy, and fraud-prevention responsibilities described above.
Appointment Letter from Shipowner/Operator:
A letter from each shipowner or ship operator appointing the agent as the Authorized Liberian Filing Agent for each of their Liberian-flagged ships. The letter must include the ship’s name, IMO number, and Liberian official number. It should also provide full details of the shipowner/operator, including the company’s name, physical address, contact information, and must be signed by a corporate executive (including their title).
Fees:
Applicable fees must be submitted via the Seafarer Portal when filing all required documentation for approval as an Authorized Liberian Filing Agent.

Approval and Validity:

Approval Period:
Once approved, the authorization to access the SEA System is valid for a period of three (3) years.
Annual Renewal:
To renew their status, agents must complete the same documentary requirements and, in addition, submit an annual Control Self-Assessment (CSA) form as part of the renewal process.

This document supersedes the previous version (Marine Notice SEA-006 Rev. 01/24), incorporating changes related to the broader applicability of SEA System access and additional documentation requirements.