About the Role
The Department of Rural Development and Land Reform is seeking a dedicated Assistant Director: Records Management to join their team in East London, Eastern Cape. This pivotal role focuses on managing land claims information and records, ensuring that vital data is accurately captured and maintained. The work you’ll do in this position supports the community by facilitating the restitution of land, which is a critical aspect of addressing historical injustices and promoting equitable land distribution in South Africa.
As an Assistant Director, you will play a crucial role in the public service by standardizing and restructuring land claims files. Your contributions will not only enhance the efficiency of land claims processing but also help to provide necessary statistical reports that inform decision-making at various levels. This position is not just about managing records; it’s about being part of a significant movement towards social justice and community development.
About the Department
The Department of Rural Development and Land Reform is committed to transforming the rural landscape of South Africa. Its mandate encompasses the restoration of land rights to communities and individuals who were dispossessed under apartheid laws. Working here means being part of a mission that aims to create a more equitable society through effective land reform and sustainable rural development practices.
Collaboration, innovation, and a deep understanding of both historical and contemporary challenges are at the heart of this department’s work. By joining this team, you will have the opportunity to contribute to meaningful change and help shape the future of rural communities across the nation.
What You’ll Do
- Manage land claims information and maintain accurate records within database systems.
- Standardize and restructure land claims files for efficient retrieval and filing.
- Conduct office searches for long-loaned files and digitize paper-based records.
- Update and maintain the land claims statistical database and reconciliate information.
- Prepare terms of reference for issuing purchase orders for the publication of land claims in the government gazette.
- Request and manage quotations for the publication of approved land claims notices.
- Publish land claims gazette notices and ensure timely dissemination to Project Officers and managers.
- Maintain the land claims gazette database and compile statistical reports for internal and external clients.
- Manage the lodgement process for land claims, including updating claimant contact details and categorizing lodged claims.
- Oversee registry services, mail, courier, and messenger services to ensure smooth operations.
- Provide management reports and retrieve statistics related to land claims.
What You’ll Need
- Grade 12 Certificate and a National Diploma in Information Management, Information Science, Records Management, or a related field (NQF Level 6).
- A minimum of 3 years of supervisory experience in an information management environment.
- A valid driver’s license.
- Knowledge of the Restitution process and total quality management principles.
- Familiarity with financial management processes, the Public Finance Management Act, and the National Archives Act.
- Proficiency in Microsoft Office Suite and various database management systems.
- Excellent planning, organizational, and problem-solving skills.
- Strong verbal and written communication abilities and good interpersonal relations.
How to Apply
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 [email protected].
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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 related equivalent qualification.Minimum of 3 years’ supervisory experience in an information management environment.
A valid driver’s licence.
Job related knowledge: Knowledge of Restitution process.
Knowledge of total quality management.
Knowledge of financial management processes and procedures.
Knowledge of National Archives Act.
Knowledge of information management.
Understanding of most prevalent systems (i.
e.
database management system, transactional processing system, document management system).
Practical knowledge of the Public Finance Management Act, Treasury Regulations and other related prescripts.
Computer literacy with expert knowledge of full Microsoft Office suite.
Knowledge of relevant standards, statutory and 43 regulatory frameworks.
Job related skills: Proven managerial and project management.
Good planning, organising and problem-solving.
Good communication (verbal and written).
Computer literacy.
Program management skills.
Good interpersonal relations.
Ability to research.
Report writing and statistical analysis.
Job Duties
Manage land claims information and records, database systems and data capturing in the province.Standardisation / restructuring of land claims files.
Retrieval and filling of land claims files.
Conducting of office searchers on long loaned files.
Digitisation of paper-based land claims files.
Update land claims statistical database.
Reconciliation of land claims statistical information.
Submit terms of reference for issuing of purchase order for the publication of land claims in the government gazette.
Request quotations for publications of approved land claims gazette notices.
Send quotation for the publication of land claims gazette notices.
Publish land claims gazette notices.
Send published land claims gazette notices to the Project Officers and managers including filling of such record in the relevant land claim files.
Receive invoices for the published gazette notices from the Government Printing Works.
Submit received invoices to supply chain management for payments.
Maintain the land claim gazette database.
Collate, analyse and summarise and claims data, compile and disseminate statistical reports.
Provision of information to internal and external clients.
Update land claims statistical database.
Reconciliation of land claims statistical information.
Receive land claim enquiries.
Maintain land claims enquiries database.
Compile statistical reports on the status of land claims.
Submit land claims statistical reports.
Provide of land claims statistical reports.
Manage land claims lodgement process.
Receive outstanding lodgement documents from the claimants.
Update contact details of claimants on the electronic lodgement system.
Manage the screening process of lodged land claims in the province.
Categorised lodged claims per district and municipalities within the province.
File lodged land claims files per their respective municipalities.
File lodged land claims files per project.
Manage registry services.
Manage mail and courier services.
Manage and coordinate messenger services.
Manage registry automation services.
Manage registry counter services including retrieval and filling of files and documents.
Manage and coordinate messengers / driver services.
Manage the usage of registry automation (photocopies).
Provide management reports.
Retrieve and provide reports / statistics.
Provide management reports on land claims statistics.
