Location: Pretoria (Gauteng) Salary: R228,321 per annum (Level 05) Ref Number: (Please refer to the official circular for the specific code) Closing Date: (Check official NDA circular; usually 14–21 days from posting)
Department Profile: Department of Agriculture (NDA)
The Directorate of Genetic Resources is responsible for the regulation and management of plant and animal genetic material. In this environment, the “Registry” is the nerve center of the office—it ensures that critical legal documents, permits, and correspondence regarding South Africa’s agricultural heritage are tracked, filed, and protected.
The Role: Registry Clerk (Level 05)
You are the gatekeeper of information. Your job is to ensure that no piece of paper or digital file is lost. You will manage the lifecycle of a document from the moment it arrives in the mail until it is safely archived years later.
Key Responsibilities
- Counter Services: Act as the first point of contact for staff and clients retrieving or submitting files.
- Mail Management: Opening, sorting, and capturing incoming mail; preparing outgoing correspondence using a franking machine (postage meter).
- Records Management: Systematic filing of documents according to the approved File Plan.
- Registers & Logs: Maintaining the Remittance Register (for money/cheques received) and the Mail Register.
- Digital Migration: Scanning physical documents into electronic formats to modernize the department’s records.
Minimum Requirements
- Education: Grade 12 (Matric).
- Experience: None required (Entry-level).
- Technical: Basic computer literacy (MS Word/Excel) and data capturing ability.
- Legislative Knowledge: A basic understanding of the National Archives and Records Service of South Africa Act.
The Registry Lifecycle
In the Public Service, filing isn’t just “putting paper in folders.” It follows a strict legal lifecycle.
- Interview Tip: If asked about “Registry Duties,” mention the importance of the File Plan. A File Plan is a pre-determined folder structure that ensures everyone in the department files the same way.
Career Advice: Success in the Public Service
1. Professionalism at the Counter
You will be dealing with scientists, government officials, and the public. High-level interpersonal skills are essential. Treat every document as “High Priority” until proven otherwise.
2. Master the Franking Machine
One of your duties is operating the franking machine. This is a device used to print postage directly onto envelopes.
- Tip: Be diligent about checking the balance of the machine and ensuring the correct postage rates are applied to avoid mail being returned.
3. Accuracy in Data Capturing
When you log mail into the system, a single digit error in a reference number can make a file “disappear” for months. Double-check your entries before hitting “Save.”
Technical Interview Prep: Possible Questions
- “Why is a Remittance Register important in a Registry?”
- Answer: It provides an audit trail for any valuables or payments (cheques/cash) received via mail, ensuring transparency and preventing fraud.
- “How do you handle a request for a confidential file?”
- Answer: I would verify the requester’s authorization against the department’s access policy and ensure the file is signed out in the “Transit Register” so we know exactly who has it.
- “What would you do if you realized a document was misfiled?”
- Answer: I would immediately rectify the error, check the surrounding files to see if the mistake was repeated, and update the tracking system to reflect the correct location.
How to Apply
Option 1: Email (Preferred) Send your Z83 form and CV to: RCrecruit472025@nda.gov.za
Option 2: Hand Delivery Agriculture Place, 20 Steve Biko Street, Arcadia, Pretoria.
Checklist:
- Ensure your Z83 form is fully completed and signed (The latest 2021 version).
- Clear copy of your ID and Matric Certificate.
- A concise 2-page CV highlighting your computer skills and any volunteer or admin work you’ve done.