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.

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.

This Registry Clerk position is a great opportunity for individuals seeking a career in public service, especially within the human resources and administrative sectors. With a focus on professional development and contributing to the efficiency of public service operations, this role promises a rewarding and fulfilling career path. Apply today and become a vital part of our team!

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