Senior Administrative Officer

POST 27/53 : SENIOR ADMINISTRATIVE OFFICER REF NO: 3/1/1/1/2026/191

SALARY : R413 001 per annum (Level 08)

CENTRE : Eastern Cape (East London)

REQUIREMENTS : Minimum requirements: Applicants must be in a possession of a Grade 12

Certificate and a National Diploma in Information Management / Information

Science / Records Management (NQF Level 6) or National Diploma in

Business Administration or related equivalent qualification. Minimum of 2 years’

experience in restitution, records management environment, registry services.

A valid driver’s licence. Job related knowledge: Knowledge of statistical,

registry and records management. Knowledge of projects and process.

Knowledge of government legislation that governs National Archives and

Records Service Act. Job related skills: Time management skills. Planning and

organising skills. Decision making skills. Computer literacy. Analytical skills.

Telephone etiquette. Interpersonal and communication (verbal and written)

skills. Ability to carry out registry and records management activities. The ability

to always work efficiently and effectively.

DUTIES : Develop, administer and maintain restitution land claims database. Maintain

the implementation of file plan in the office. Check the quality of standardised

files. Compile the report of standardised files and inventory. Update inventory

of standardised files. Update inventory of approved Section 42D’s. Provide

land restitution claims related information. Compile spreadsheet on letters

complied for claimants. Give claimants accurate information regarding the

status of their claims. Respond to general enquiries about the lodgement of

land claims. Update statistical information for the office in all land claims lodged

and settled. Provide registry services. Receive and issue brown files not

scanned on Electronic Document Management System (EDMS). Receive and

register incoming files. Keep records of files and collected information for

existing land claims. Ensure that registry rules are adhered to by officials.

Monitor access to registry system. Monitor and control movement of files by

registering them on movement control sheet. Conduct file audit to ensure that

no files are kept for more than 5 days in officials office unless the official ask

for extension. Maintain office search. Ensure all files transferred to registry are

recorded from clients. File indexing. Spot check on file at registry/incident audit.

Maintaining filling system. Capture approved projects or files for easy retrieval

in registry and create file number for approved Section 42D, Section 42C and

Section 42E. Check all Section 42D’s dispatched to and received from national

office if all documents are signed and returned same as was dispatched.

Update and provide land claims information to project teams to enable the

acceptance and gazetting of claims. Receive and register incoming and

approved files. Update the status of the claims on approved acceptance

research report, non-compliant, dismissed, deferred and gazetted claims.

Ensure that new information received from operational units is captured on

spreadsheet. Keep statistics of files captured on spreadsheet and report

monthly. Coordinate and execute other administrative duties. Provide clerical

support services to the directorate. Provide personnel administration clerical

support services. Provide financial administration services in the component.

Process documents for archival and disposal. Operate office machine in

relation to registry functions.

ENQUIRIES : Ms A van Vuuren Tel No: (043) 701 8127 or Ms A Kili Tel No: (043) 701 8186

APPLICATIONS : Applications can be submitted by hand delivery during office hours to: Ocean

Terrace, Block H, corner of Coutts and Moore Street, Quigney, East London or

by email to Post191@dlrrd.gov.za

NOTE : EE Targets: African, Coloured, Indian and White Males and Indian and White

Females and Persons with Disabilities.

Minimum requirements: Applicants must be in a possession of a Grade 12 Certificate and a National Diploma in Information Management / Information Science / Records Management (NQF Level 6) or National Diploma in Business Administration or related equivalent qualification. Minimum of 2 years’ experience in restitution, records management environment, registry services. A valid driver’s licence. Job related knowledge: Knowledge of statistical, registry and records management. Knowledge of projects and process. Knowledge of government legislation that governs National Archives and Records Service Act. Job related skills: Time management skills. Planning and organising skills. Decision making skills. Computer literacy. Analytical skills. Telephone etiquette. Interpersonal and communication (verbal and written) skills. Ability to carry out registry and records management activities. The ability to always work efficiently and effectively.

Develop, administer and maintain restitution land claims database. Maintain the implementation of file plan in the office. Check the quality of standardised files. Compile the report of standardised files and inventory. Update inventory of standardised files. Update inventory of approved Section 42D’s. Provide land restitution claims related information. Compile spreadsheet on letters complied for claimants. Give claimants accurate information regarding the status of their claims. Respond to general enquiries about the lodgement of land claims. Update statistical information for the office in all land claims lodged and settled. Provide registry services. Receive and issue brown files not scanned on Electronic Document Management System (EDMS). Receive and register incoming files. Keep records of files and collected information for existing land claims. Ensure that registry rules are adhered to by officials. Monitor access to registry system. Monitor and control movement of files by registering them on movement control sheet. Conduct file audit to ensure that no files are kept for more than 5 days in officials office unless the official ask for extension. Maintain office search. Ensure all files transferred to registry are recorded from clients. File indexing. Spot check on file at registry/incident audit. Maintaining filling system. Capture approved projects or files for easy retrieval in registry and create file number for approved Section 42D, Section 42C and Section 42E. Check all Section 42D’s dispatched to and received from national office if all documents are signed and returned same as was dispatched. Update and provide land claims information to project teams to enable the acceptance and gazetting of claims. Receive and register incoming and approved files. Update the status of the claims on approved acceptance research report, non-compliant, dismissed, deferred and gazetted claims. Ensure that new information received from operational units is captured on spreadsheet. Keep statistics of files captured on spreadsheet and report monthly. Coordinate and execute other administrative duties. Provide clerical support services to the directorate. Provide personnel administration clerical support services. Provide financial administration services in the component. Process documents for archival and disposal. Operate office machine in relation to registry functions.

Applications can be submitted by hand delivery during office hours to: Ocean Terrace, Block H, corner of Coutts and Moore Street, Quigney, East London or by email to Post191@dlrrd.gov.za EE Targets: African, Coloured, Indian and White Males and Indian and White Females and Persons with Disabilities. To apply, submit a completed Z83 form and detailed Curriculum Vitae (PDF document to a maximum of 10 megabytes) via e-mail or hand delivery. The Department will not be held responsible for server delays. Late applications due to technical issues will not be considered. Shortlisted candidates must provide certified copies of required documents (Identity Document, qualifications, etc) where necessary and service certificates to support senior management experience to Human Resources before the interviews, including South African Qualifications Authority (SAQA) evaluation reports for foreign qualifications. Failure to comply will result in disqualification. To be appointed at Senior Management Service (SMS) level, you must complete the SMS Pre- entry programme offered by the National School of Government (NSG). Find course details here: https://www.thensg.gov.za/training-course/sms-pre-entry- programme/ appointment is subject to successful completion of the Nyukela Programme: Pre-entry Certificate to SMS and submission of proof. Shortlisted applicants for the advertised vacancies will undergo two pre-entry assessments: a practical assessment and an integrity assessment, both of which form part of the selection criteria after the interview. 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 preferences, emotional intelligence, and integrity. NB: Please note that false or fraudulent qualifications submitted by applicants will be reported to the South African Police Services (SAPS), and a criminal case shall be opened. Applications: Please submit your application before the closing date as late applications will not be considered. Do not submit duplicate applications. If applying for multiple posts, submit separate applications for each post. Applications submitted via email will be acknowledged via an automated response. Applications received manually will not be acknowledged due to high volumes of applications received. If you have not heard from us within 3 months, please consider your application to be unsuccessful. Should, during any stage of the recruitment process, a moratorium be placed on the filling of posts or the Department is affected by any process such as, but not limited to, restructuring or reorganisation of posts, the Department reserves the right to cancel the recruitment process and re- advertise the post at any time in the future. Important: DLRRD is an equal opportunity employer committed to promoting representivity and affirmative action. We encourage applications from all qualified candidates. The Department reserves the right not to fill vacancies. By applying you consent to the collection and processing of your personal information for recruitment purposes. Shortlisted candidates will be required to be available for assessments and interviews at a date and time as determined by the Department. Shortlisted candidates will undergo personnel suitability checks, security vetting and reference checks (including social media profiles). Applications must declare any pending criminal, disciplinary or any other allegations or investigations. Successful candidates must pass security clearance, sign an employment contract, sign an annual performance agreement and disclose financial interests. All applicants are required to declare any conflict or perceived conflict of interest, to disclose memberships of Boards and directorships that they may be associated with. Failure to disclose relevant information may result in disqualification or termination. MANAGEMENT ECHELON

Applications: Post191@dlrrd.gov.za