Records and Document Management Officer at NSFAS

RESPONSIBILITIES:

• Records and Archiving System Maintenance
• Maintain governance and board-related records (physical and digital)
• Implement and enforce version control and document classification
• POPIA and Confidentiality Compliance
• Apply document access controls and data protection protocols
• Monitor access to confidential documents and escalate breaches
• Document Management Process Improvement
• Identify gaps in document flow or storage systems
• Support implementation of digital records tools
• Board and Committee Document Coordination
• Coordinate receipt and filing of all board packs, minutes, resolutions, and registers
• Archive governance documentation post-meetings
• Legal and Audit File Support
• Prepare indexed audit folders
• Ensure completeness of audit-related documentation for governance reviews

DESIRED SKILLS AND EXPERIENCE

Minimum requirements:

• Diploma or Degree in Records and Information Management, Library and Information Science,Archives and Documentation Studies, Public Administration (with a records management focus).
• Minimum of 2–3 years’ experience in document or records management, preferably in a public
• entity, regulatory institution, or compliance-driven environment
• Knowledge of POPIA (Protection of Personal Information Act), PFMA recordkeeping
• requirements, file classification and version control principles
• Proficiency in Microsoft Office Suite, especially Word, Excel, and Outlook
• Experience using SharePoint, document management systems, or enterprise governance portals
• Experience in drafting and minute-taking for action items
• Proven office management skills
• Experience in planning and budgeting

Preferred

• Experience in a Board secretariat, legal, or audit environment
• Exposure to AGSA audit file preparation and documentation retrieval
• Familiarity with digital signature platforms (e.g., Adobe Sign, DocuSign)
• Knowledge of records retention schedules, archiving, and destruction protocols in line with
• National Archives legislation
• Participation in governance or compliance training workshops

Skills & Competencies

• Attention to detail and document accuracy
• Experience in drafting and minute-taking for action items
• Proven office management skills
• Information organisation and retrieval skills
• Confidentiality and discretion in handling sensitive governance records
• Communications skills
• Time management and deadline-driven coordination
• Systematic and methodical approach to records handling
• Digital literacy and ability to adapt to new system

Closing date: 8 February 2026