Job Description: Responsibilities, Qualifications, and Necessary Skills
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The Department of Home Affairs, (DHA) as the custodian of the National Population Register (NPR) in the Republic of South Africa, has a mandate and purpose to ensure secure, efficient and accessible services and documents for citizens and lawful residents. This entails the systematic maintenance of the National Population Register (NPR) including the management of birth, marriage and death paper records as well as identity documents.
The Department has more than 350 million inactive and active paper records, and a decision was taken to prioritise the digitisation of birth, marriage and amendments records. The identified category of records dates back to 1895 which necessitates care and reliable systems that will bear tolerance for digitisation purposes. Most of the inactive records are civil registration historical records multiplied in manuscript format and need urgent restoration, preservation and reconstruction.
As such the Department plans to convert all such related records through digitising hard copy records to electronic format, for easier handling and storage thereof. The project to digitize all of its civic records has been commissioned; the primary object of digitization of records will enable the optimum realisation of its core mandate and as such records will be easily accessed for service delivery purposes.
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The secondary objective seeks to contribute to youth empowerment and enhancement of youth employability. The DHA therefore seeks to contribute to the employment creation goals and strategic priorities of the Presidential Youth Employment Initiative (PYEI) by acquiring unemployed youth on a fixed-term contract basis to assist with the digitization of its civic records.
The Department in collaboration with the Department of Employment and Labour calls for youth in the 18-35 age bracket and People with Disabilities (PWDs), to register on ESSA and apply for this enriching opportunity. Candidates that are already registered on ESSA do not have to visit the Labour Centres and can apply for these positions Online. During the tenure of the contract, the youth will receive continuous learning and development interventions to improve their skills for optimal performance and to equip them for future employment and/or entrepreneurial opportunities.
The fixed-term contract for the youth will be aligned to the duration of the project, running from 1 November 2022 until 31st October 2025. Successful candidates will be placed in the Department’s offices in Gauteng and North West.
The successful candidates will perform the following duties:
#1&2: RUNNER & PREPPER (320 Posts)
STIPEND: R5 000 per month
DUTIES
- Retrieval of files from shelves
- Sort and list files
- Prepare documents for scanning – unfolding, removing of staples & paper clips, sorting by document size, insertion of separator sheets
- Sort files in batches
- Numbering of files and documents
REQUIREMENTS:
- Diploma in Document and/or Records Management or Information Technology
#3: RE-ASSEMBLER (200 Posts)
STIPEND: R5 000 per month
DUTIES
- Retrieval of files digitised
- Return files to shelves
- Verify files with initial files received from the source
REQUIREMENTS
- Diploma in Document and/or Records Management or Information Technology
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#4: RECEIVING CLERK (50 Posts)
STIPEND: R5 000 per month
DUTIES
- Verify boxes and files received
- Capture and number boxes and files received
REQUIREMENTS
- Diploma in Document and/or Records Management or Information Technology
#5: DRIVERS (8 Posts)
DUTIES:
- Loading delivering boxes to digital bureaus and back to source
STIPEND: R5 000 per month
REQUIREMENTS
- Diploma in Document and/or Records Management or Information Technology & a valid driving licence
#6: INDEXER (800 Posts)
STIPEND
R5 500 per month
DUTIES
- Indexing of files
- Sort and list files
- Re-assemble files
- Box files in batches
REQUIREMENTS
- Degree in Information Technology or Library Science or Computer Science
#7: SCANNER (400 Posts)
STIPEND: R5 000 per month
DUTIES
- Scanning material using a high-volume scanner
- Loading the scanner and scanning bundles
- Image clean up
REQUIREMENTS
Diploma in Information Technology or Library Science or Computer Science
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#8: QUALITY CONTROLLER (100 Posts)
STIPEND: R6 000 per month
DUTIES
- Conduct quality control of all relevant functions
REQUIREMENTS
Degree in Information Technology or Library Science or Computer Science
#9: TEAM LEADERS (104 Posts)
STIPEND: R6 500 per month
DUTIES
- Supervise day-to-day activities
- Duty allocation(allocation of work activities)
- Manage performance
- Provide daily / weekly reports to the PMO
REQUIREMENTS
Degree in Document and/or Records Management or Information Technology or Computer Science
#10: TECHNICAL SUPPORT (12 Posts)
STIPEND: R9 500 per month
DUTIES
- Responsible for IT infrastructure
REQUIREMENTS
Honours Degree in Information Technology or Computer Science
#11: MANAGER (6 Posts)
STIPEND: R14 250 per month
DUTIES
- Manage and lead the team
REQUIREMENTS
- Master’s Degree in Document and/or Records Management, Information Technology, Library Science or Computer Science
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