ASD: ARCHIVES & OFFICE SUPPORT SERVICES is a South African government vacancy at Department of Public Works and Infrastructure (DPWI). This job is part of Circular 18 of 2026 from the DPSA. centre: Head Office (Pretoria) | closing date: 12 June 2026. Use this page to review the requirements, duties, application instructions and official source links before applying.
Job details
Salary
R487 197 per annum
Centre
Head Office (Pretoria)
Requirements
- A minimum of three-year tertiary qualification (NQF Level 06)/ National Diploma in Public Administration/ Information Science, Records Management;
- Relevant years’ experience in records management at supervisory level.
- Knowledge: National Archives and Records Service of South Africa Act NARSSA);
- Promotion to Access to Information Act (PAIA);
- Promotion of Personal Information Act (POPI);
- Information Security Policy;
- Electronic Document Management System;
- Electronic Communication and Transaction Act (no.
- 25 of 2002);
- Minimum Information Security Standard (MISS);
- Public Service Regulations (PSR);
- Public Service Act (PSA);
- Supply Chain Management Framework;
- Public Finance Management Act;
- Code of Conduct for Supply Chain Management Practitioners;
- LOGIS and Treasury Regulations.
- Skills: Project management;
- Management skills;
- Problem identification and solving skills;
- Organisational presentation skills;
- Numeracy;
- Relationship management;
- Interpersonal and diplomacy skills;
- Decision making skills;
- Motivational skills;
- Negotiation skills;
- Conflict management;
- Advanced verbal communication and report writing skills;
- Computer literacy;
- Report Writing.
- Personal Attributes: High ethical standards;
- Ability to conduct business with integrity;
- Ability to promote mutual trust and respect;
- Innovative;
- Reliable;
- Flexible;
- Creative;
- Solution orientated;
- Highly motivated and Ability to meet tight deadlines whilst delivering excellent results.
- Other: Willing to adapt work schedule in accordance with office requirements.
Duties
- Implement effective records management systems-:Facilitate the implementation of records management policies and guidelines;
- Advise and coordinate the use of approved File Plan by departmental units;
- Reduce the duplication of records to improve information sharing;
- Implement records preservation strategies on crucial records;
- Monitor and evaluate records management practices for compliance;
- Undertake regular reviews and analysis of records management training needs;
- Raise awareness on records management and information practices;
- Provide compliance report on records management to the management.
- Supervise the Departmental registry operations:-Facilitate access to information and records;
- Regulate the receipt and flow of related documentation;
- Ensure that files are available on request;
- Ensure the tracing of files;
- Coordinate the provision of printing works;
- Manage the dispatching of outgoing mail;
- Monitor and track the utilisation of files from the Registry;
- Control the maintenance and application of the filing system;
- Conduct regular registry inspections/audit.
- Manage office support services: – Provide postal and courier services;
- Manage the provision of driving services to transport passengers and deliver other items (mail and documents) for the Department;
- Ensure effective schedules for drivers and messengers;
- Manage the photocopying services;
- Manage the telephone accounts activities.
- Implement systematic disposal of inactive records in accordance with applicable prescripts-:Develop systematic disposal programme;
- Conduct records audit to determine which records/ archives to be dispose;
- Compile the application for disposal authority and submit to National Archives;
- Ensure authorization of records to be disposed;
- Provide advice on the disposal of records, particularly how long records should be kept;
- Manage the register of documents that have been disposed.
- Supervise employees to ensure effective service delivery -: Provide general supervision of employees;
- Allocate duties and do quality control of the work delivered by supervisees;
- Advise and lead subordinates with regard to all aspects of the work;
- Manage performance, conduct and discipline of subordinates;
- Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently and effectively;
- Develop, implement and monitor work systems (Rea-patala) and processes to ensure efficient and effective functioning.
Enquiries
Letty Mahlangu; Telephone Number: 012 406-1451
Applications
Where to send your application.
For Head Office: Email to: Recruitment26-47@dpw.gov.za
Department Notes
Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only. Candidates are not required to submit certified copies of qualifications and related documents on application. Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months. Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified. Further take note of the following on completion of Z83 application form: PART A and PART B must be fully completed. PART C – PART G: Noting that there is a limited space provided applicants may refer to CV or indicate. This will be acceptable as long as the CV has been attached and provides the required information. Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant. Failure to comply with the above instructions may result in an application being disqualified. Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for. Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only. Applications will be received via post/courier services, hand deliveries or email. Late applications will not be considered. Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively. Shortlisted candidates must be willing to undergo normal vetting and verification processes. Note: It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA. Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only. Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful. Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG). The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. Note: For emailed applications, please submit a SINGLE PDF document or ONE Attachment per application to the email address designated on the specific position. Kindly Note That The Emailed Applications And Attachments Should Not Exceed 15MB. It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document. ERRATUM: Kindly note that the following amendments for posts advertised in Public Service Vacancy Circular 16 dated 15 May 2026, with a closing date of 05 June 2026: The post of Administrative Officer: Provisioning Ref No: 2026/209B for Cape Town Regional Office was erroneously advertised, the position is therefore withdrawn.
Original Text
SALARY : R487 197 per annum
CENTRE : Head Office (Pretoria)
REQUIREMENTS : A minimum of three-year tertiary qualification (NQF Level 06)/ National Diploma in Public Administration/ Information Science, Records Management; Relevant
years’ experience in records management at supervisory level. Knowledge:
National Archives and Records Service of South Africa Act NARSSA);
Promotion to Access to Information Act (PAIA); Promotion of Personal
Information Act (POPI); Information Security Policy; Electronic Document
Management System; Electronic Communication and Transaction Act (no. 25 of 2002); Minimum Information Security Standard (MISS); Public Service
Regulations (PSR); Public Service Act (PSA); Supply Chain Management
Framework; Public Finance Management Act; Code of Conduct for Supply
Chain Management Practitioners; LOGIS and Treasury Regulations. Skills:
Project management; Management skills; Problem identification and solving skills; Organisational presentation skills; Numeracy; Relationship
management; Interpersonal and diplomacy skills; Decision making skills;
Motivational skills; Negotiation skills; Conflict management; Advanced verbal
communication and report writing skills; Computer literacy; Report Writing.
Personal Attributes: High ethical standards; Ability to conduct business with integrity; Ability to promote mutual trust and respect; Innovative; Reliable;
Flexible; Creative; Solution orientated; Highly motivated and Ability to meet tight deadlines whilst delivering excellent results. Other: Willing to adapt work
schedule in accordance with office requirements.
DUTIES : Implement effective records management systems-:Facilitate the implementation of records management policies and guidelines; Advise and
coordinate the use of approved File Plan by departmental units; Reduce the duplication of records to improve information sharing; Implement records
preservation strategies on crucial records; Monitor and evaluate records management practices for compliance; Undertake regular reviews and
analysis of records management training needs; Raise awareness on records management and information practices; Provide compliance report on records
management to the management. Supervise the Departmental registry operations:-Facilitate access to information and records; Regulate the receipt
and flow of related documentation; Ensure that files are available on request;
Ensure the tracing of files; Coordinate the provision of printing works; Manage the dispatching of outgoing mail; Monitor and track the utilisation of files from
the Registry; Control the maintenance and application of the filing system;
Conduct regular registry inspections/audit. Manage office support services: –
Provide postal and courier services; Manage the provision of driving services to transport passengers and deliver other items (mail and documents) for the
Department; Ensure effective schedules for drivers and messengers; Manage the photocopying services; Manage the telephone accounts activities.
Implement systematic disposal of inactive records in accordance with applicable prescripts-:Develop systematic disposal programme; Conduct
records audit to determine which records/ archives to be dispose; Compile the application for disposal authority and submit to National Archives; Ensure
authorization of records to be disposed; Provide advice on the disposal of records, particularly how long records should be kept; Manage the register of
documents that have been disposed. Supervise employees to ensure effective service delivery -: Provide general supervision of employees; Allocate duties
and do quality control of the work delivered by supervisees; Advise and lead subordinates with regard to all aspects of the work; Manage performance,
conduct and discipline of subordinates; Ensure that all subordinates are trained and developed to be able to deliver work of the required standard efficiently
and effectively; Develop, implement and monitor work systems (Rea-patala)
and processes to ensure efficient and effective functioning.
ENQUIRIES : Letty Mahlangu; Telephone Number: 012 406-1451
APPLICATIONS : For Head Office: Email to: Recruitment26-47@dpw.gov.za
Official source
This vacancy was imported from DPSA Circular 18 of 2026 for reference.
Disclaimer: This vacancy was imported from the official DPSA circular PDF. Please confirm the reference number, closing date, and application instructions in the original circular before applying. View the official DPSA vacancy circulars.