Archivist Registry Clerk Supervisor

Overview

Supervise registry and archive operations, managing records classification systems and staff training.

Requirements

• A minimum of Grade 12 (NQF Level 4) and Diploma (NQF Level 6) in Records and Archive Management/Information Management/Information Science, with a minimum of three (3) years functional experience in record office/ registry/archive/ information management /information science environment.
• Special requirements (skills needed): Problem Solving skills, ability to physically manage the processing and storage or records; communicate effectively verbally and in writing; proficiency in English.
• Planning and organizing skills; computer skills (proficient in Ms word and Excel); understanding of archival and information related legislation (specifically the National Archives of South Africa Act, Act 43 of 1996 and Promotion of Access to Information Act, Act 02 0f 2002).
• Fair knowledge of record office procedures, records and archive management procedure, especially storage and maintenance of records.

Duties

• The incumbent will be responsible for Design, evaluate, implement and maintain records classification systems by facilitating practical implementation of the approved system.
• Provide Records Management Training by updating the training manual and compile in line with policies and procedures.
• Conduct appraisal of records management training and conduct a contextual analysis, a comprehensive study of the organization concerned.
• Conduct inspection to ensure compliance with proper records.
• Provide professional support and advice to stakeholders and participate in consultation meeting and Fora to address relevant concerns and problems with regards to records management practices.
• Collect, research and transcribe oral history records and undertake research to identify potential sources.
• Promote and Market archival functions and services.

How to apply

Department of Defence, CMIS Division, Private Bag X161, Pretoria, 0001, may be hand-delivered at Department of Defence CMIS Division, Eco Glades 1, 70 Ribbon and Grass Street, Eco Park, Centurion, 0417, or email to Thapelo.Goitsilwe@dod.mil.za and Suzan.Mopeli@dod.mil.za

Enquiries: Maj T.A. Goitsilwe Tel No: (012) 649 1540 or Ms K.S. Mopeli Tel No: (012) 649 1444.

Notes

It is the Department’s intention to promote equity (race, gender and disability) through the filling of this posts with candidates whose transfer/promotion/appointment will promote representivity in line with the numeric targets as contained in our Employment Equity plan. Applications must be submitted on the prescribed form Z83 (obtainable from any Public Service Department office i.e effective 01 January 2021 or on the DPSA website link: https://www.dpsa.gov.za/newsroom/psvc/. Should an application be received using incorrect application employment form Z83, it will be disqualified, which must be originally signed and dated by the applicant and which must be accompanied by a detailed CV only (with full particulars of the applicants’ training, qualifications, competencies, knowledge & experience). Only shortlisted candidates will be required to submit certified copies of qualifications and other related documents on or before the day of the interview which should not be older than six months. Failure to comply with the above instructions will result in applications being disqualified. Applicants applying for more than one post must submit a separate form Z83 (as well as the documentation mentioned above) in respect of each post being applied for. If an applicant wishes to withdraw an application, it must be done in writing. Should an application be received where an applicant applies for more than one post on the same applications form, the application will only be considered for the first post indicated on the application and not for any of the other posts. Under no circumstances will photostat copies or faxed copies of application documents be accepted. The successful candidates will be subjected to Personnel Suitability Checks (criminal record, citizenship & financial/asset record checks and qualification and employment verification). Successful candidates will also be subjected to security clearance processes. The level of appointments is dependent upon, qualifications, relevant experience and research output. All shortlisted candidates, including SMS, shall undertake two pre-entry assessments. One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment. Selection panels shall score both technical exercises as an additional criterion in the interview process. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preference, emotional intelligence, and integrity. The competency assessment will be limited to successful candidates in the interview process only. Shortlisted candidates will be subjected to a personnel suitability checks (pre-employment screening) which may include social media profiles checks. A successful candidate will have to undergo a full security vetting while in the employ of the department and negative outcome shall nullify employment contract. Failure to submit the required documents will result in your application not being considered. Successful candidates will be required to disclose their financial interests within one (1) month of appointment. Applicants who do not receive confirmation or feedback within 3 (three) months after the closing date, please consider your application unsuccessful. Due to the large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to short-listed candidates only. For more information on the job description(s) please contact the person indicated in the post details. Successful candidates will be appointed on probation for a period of twelve (12) months in terms of the prescribed rules. OTHER POSTS