The Eastern Cape Department of Public Works and Infrastructure is pleased to announce an exciting opportunity to join our team as a Registry Clerk. This pivotal role is situated within our Corporate Services Directorate, focusing specifically on operations within the Nelson Mandela Bay Metro.
As a Registry Clerk, the successful candidate will play a vital role in enhancing the efficiency of our human resource management processes, ensuring seamless administrative operations. This permanent position presents a rewarding opportunity for individuals embarking on a career path within public service.
Eastern Cape Department of Public Works and Infrastructure – Registry Clerk Role Overview:
- Closing Date: Monday, July 1, 2024
- Reference Number: DPWI 154/05/2024
- Department: Public Works and Infrastructure
- Job Title: Registry Clerk: Human Resource Management
- Job Type Classification: Permanent
- Directorate: Corporate Services
- Chief Directorate: Nelson Mandela Bay Metro
- Programme Name: 1
- Salary Level: Level 5
- Experience: 0 years
- Remuneration: R216,417
- City / Town: Gqeberha
Knowledge & Skills:
- Familiarity with National Archives guidelines and Record Service principles.
- Understanding of the Basic Conditions of Employment Act and Batho Pele Principles.
- Knowledge of Department policies, occupational health and safety regulations.
- Familiarity with the Public Finance Management Act (PFMA) and National Treasury Regulations.
- Knowledge of legislative requirements such as COIDA (Compensation for Occupational Injuries and Diseases) and the Public Service Act.
- Proficiency in verbal and written communication.
- Strong interpersonal skills.
- Effective problem-solving abilities.
- Organizational skills for file management and administrative tasks.
Competencies:
- Safeguarding and maintaining records securely.
- Opening and closing HR files accurately.
- Filing correspondence and managing folios.
- Circulating correspondence and recording documents for distribution.
- Maintaining and updating file indexes (NMIR).
- Initiating file openings based on index requirements.
- Regularly inspecting files according to established indexes.
- Monitoring file movements and issuing files to relevant HR personnel.
- Scheduling and tracking file returns through diarization.
Requirements:
- Completion of Grade 12 or an equivalent qualification.
- No prior work experience is necessary for this position.
- Experience in Records Management would be beneficial and considered an advantage.
Duties:
- Ensure the secure storage and safekeeping of records.
- Open and close HR files accurately and in accordance with organizational procedures.
- Organize and file correspondence systematically.
- Maintain accurate counts of folios within files.
- Circulate correspondence efficiently to relevant parties.
- Record and document all materials intended for circulation.
- Manage and update the file index (NMIR) to ensure accessibility and organization.
- Open files based on the specifications provided in the file index.
- Regularly inspect files to ensure compliance with the established file index.
- Control the movement of files by issuing them to appropriate HR personnel as needed.
- Diarize and monitor the return of files to maintain organizational efficiency.
Application guidelines:
- Applications must be submitted using a fully completed Z83 form, effective from 01 January 2021.
- Applicants are not required to submit copies of qualifications and other relevant documents with the initial application. Instead, they must include a signed Z83 form and a detailed Curriculum Vitae.
- Note that the Z83 form in the e-recruitment system is currently not signable. Applicants who submit applications via the e-recruitment system without a signed Z83 will not be disqualified but will be requested to sign the form on the interview day.
- Shortlisted candidates will need to provide certified copies of qualifications and other relevant documents to HR on or before the interview date.
- Applicants with foreign qualifications must submit an evaluation certificate from the South African Qualifications Authority (SAQA) on or before the interview day.
- Failure to submit all requested documents will result in disqualification of the application.
- Correspondence regarding application status will be limited to short-listed candidates only. If no contact is made within six (6) months after the closing date, applicants should consider their application unsuccessful.
- Selected candidates will undergo a personnel suitability check, including criminal record verification, citizenship confirmation, financial/asset record review, qualification/study verification, and previous employment verification.
- Successful candidates will undergo security clearance processes as required.
- Candidates may be subjected to a skills/knowledge test where applicable.
- Successful candidates will be appointed on a probation period of twelve (12) months.
- Misrepresentation in application documents will lead to automatic disqualification and potential disciplinary action if the candidate has already been appointed.
- The Department reserves the right not to make appointments to the advertised posts.
- Persons with disabilities and individuals from previously disadvantaged groups are encouraged to apply.
- The Department aims to achieve Employment Equity and Affirmative Action objectives in line with its Employment Equity Plan, ensuring equitable representation across race and gender.
- The Department reserves the right to amend, review, or withdraw advertised posts in the best interest of the department.
- Employment Equity targets will be adhered to according to the approved Departmental Employment Equity Plan.
- For SMS (Senior Management Service) posts, applicants must produce a pre-entry Certificate (Nyukela) from the National School of Government (NSG) prior to appointment, as per DPSA Directive on compulsory capacity development.
- Successful candidates for SMS posts will undergo a probation period of 12/24 months and competency assessments using DPSA SMS competency assessment tools will be conducted.
- Applicants are encouraged to use the e-recruitment system for application submission.
While initial submissions do not require copies of qualifications, a fully completed and signed Z83 form along with a detailed Curriculum Vitae must be submitted. Shortlisted candidates will be required to provide certified copies of qualifications and other relevant documents before the interview date. The department emphasizes Employment Equity and Affirmative Action, aiming for equitable representation across race and gender. Applicants are urged to use the e-recruitment system for ease of application. For further details, including probation periods and competency assessments for SMS posts, please refer to the full advertisement.