Information and Filing Clerk at South African Maritime Safety Authority

JOB PURPOSE

• To archive all business records in a hardcopy format that are kept in all SAMSA offices and capture the information in an electronic system (SharePoint/EDRMS).

KEY PERFORMANCE AREAS

Retrieving, verifying and sorting of files into various business category in numerical order

• Retrieval of files from filling room or storeroom
• Verification of the file content against the details provided
• Separation of file content into STCW and FISHING qualifications
• Sorting of Vessel Files, Survey Reports, or any other files that need to be archived
• Sorting of all Corporate Services files (Finance, SCM, HR, etc.)
• Arranging the files in numerical order
• Capturing the file number
• Labeling of boxes

Back-scanning files into SharePoint/EDRMS

• Scanning of file into shared folder
• Performing basic indexing
• Scanning of file into shared folder
• Performing basic indexing                                                                                                                                                                       

Oversee the filling room

• Dispatch records
• Organize disposal of records in accordance with the approved File Plan
• Distribute the file index of documents regionally
• Assist with the implementation of document tracking in the region

Reporting

• Provide monthly & quarterly reports
• Provide system generated report monthly & quarterly

 General

• Assisting with ad-hoc office administration

Job Requirements
MINIMUM REQUIREMENTS

• The candidate must be in possession of a Matric (Grade 12)
• NQF Level 5: National Certificate
• Candidate must be proficient in the use of Microsoft Office (Word, Excel, Access and Outlook)                                                                                                            

EXPERIENCE

• 3 years' Records/Archival/Filing or Administrative experience

COMPETENCIES

• Planning and organising skills
• Time management skills
• Communication and interpersonal skills
• Records/Archival & Information Management Skills

Deadline:16th February,2026