Location: Menlo Park, Gauteng, ZA
Job Type Classification: Fixed Term Contract
Closing Date: 25 Feb 2025
Salary: R244,732.00
Main purpose of role: To provide an efficient and effective documents management service.
Key Performance Areas
Compliance Administration.
- Verify adherence to the rules and procedures.
- To guarantee that good internal control is followed, stay up to date on company objectives and internal standards.
Office coordination
- Help with following up on unresolved issues.
- Make certain that every request is processed and answered within the allotted time.
- Help make sure that stationery is available in the department.
- Verify and validate the submitted data and documents to ensure proper capture and subsequent processing.
- Make sure the registers and systems are kept current.
- Examine and report any duplicate requests, papers, or questions.
- Assign reference numbers and precisely record relevant papers across several platforms.
- assigning tasks to accountable team members.
- As needed, draft and distribute letters to all parties involved.
Document and Records Management
- Follow the RAF filling plan when administering the records management and filling procedures.
- Make sure the registers and systems are kept current.
- information retrieval as needed in the office at all times.
- Make sure that all documents under control are kept private and that the right people receive them.
- Once documentation has been received, acknowledge it, assign a file number, enter data into the computer system, and file it correctly.
- Sort, remove, and make sure that physical papers are properly organized before scanning them.
- Accurately and clearly scan and digitize documents.
- Documents should be indexed and metadata-tagged in accordance with the RAF-approved plan.
- Document classification and labeling.
- naming standards and classifying materials for convenience.
- adherence to data protection laws and safe electronic storage.
- understanding of data security and the duration of data retention for archiving.
- Understanding barcoding or QR codes for effective physical document tracking.
Competencies
Behavioural:
- organizing, arranging, and planning.
- individual mastery.
- emotional intelligence and judgment.
- morals and principles.
- An emphasis on customer service
Technical:
- proficiency with Microsoft Word, Excel, and PowerPoint.
- outstanding organizational and planning abilities.
- strong administrative abilities.
- ability to obtain the necessary data.
- writing abilities.
- fundamental knowledge of SCM procedures.
- fundamental financial knowledge.
Required minimum education/training
- NQF 4 (Matric or Grade 12) qualification.
- An additional benefit will be NCV4 (IT).
- An additional benefit will be National Archives Certification.
Required minimum work experience
- Associated with One to two years of experience in information management or archiving.
How to Apply?
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