Department of Home Affairs – Administration Clerk (x14) and Chief Administration Clerk (x4)


POST NO 6 : ADMINISTRATION CLERK (11 POSITONS)
SALARY LEVEL :
A basic salary of R208 584 to R245 694 per annum (Level 6). In addition, a range of
competitive benefits are offered.


CENTRE : Eastern Cape: Medium Office: Cleary Park (1 Post)
REF NO : HRMC 51/20/6a
CENTRE : Eastern Cape: Large Office: King William’s Town (1 Post)
REF NO : HRMC 51/20/6b
CENTRE : Eastern Cape: Medium Office: Libode (1 Post)
REF NO : HRMC 51/20/6c
CENTRE : Eastern Cape: Large Office: Lusikisiki (1 Post)
REF NO : HRMC 51/20/6d
CENTRE : Eastern Cape: Large Office: Port Elizabeth (1 Post)
REF NO : HRMC 51/20/6e
CENTRE : Gauteng: Large Office: Pretoria (1 Post)
REF NO : HRMC 51/20/6f
CENTRE : Gauteng: Medium Office: Ivory Park (1 Post)
REF NO : HRMC 51/20/6g
CENTRE : Limpopo: Large Office: Mokopane (1 Post)
REF NO : HRMC 51/20/6h
CENTRE : Limpopo: Medium Office: Nebo (1 Post)
REF NO : HRMC 51/20/6i
CENTRE : Limpopo: Large Office: Jane Furse (1 Posts)
REF NO : HRMC 51/20/6j
CENTRE : Limpopo: Medium Office: Groblersdal (1 Posts)
REF NO : HRMC 51/20/6k
HRMC 51 of 2020
CENTRE : Western Cape: Medium Office: Mitchell’s Plain (1 Post)
REF NO : HRMC 51/20/6l


REQUIREMENTS : • A Grade 12 Certificate at NQF level 4 as recognised by SAQA • A higher Certificate in
Public Management or Business Administration • Knowledge of finger print verification •
Completion of a CADET or Internship Programme within the Department of Home Affairs
will be an added advantage • Basic understanding of fingerprint taking • Computer literacy
• Knowledge of Civic Services Regulatory Framework • Knowledge of the Departmental
Regulations and Prescripts • Interpersonal skills • Client orientation and customer focus •
Verbal and written communication skills • Telephone etiquette • professionalism • A valid
driver’s licence will be an added advantage.


DUTIES : The successful candidate will be responsible for, amongst others, the following specific
tasks:
• Greet and walk in customers, and ensure that they receive a professional, warm and
friendly welcome • Provide customers with orientation and information on the services
required • Check status of applicant (Fingerprints register on HANIS and marital status),
and conduct online verification and issue a ticket • Provide advice and direction to
relevant departments and ensure the highest customer service standards • Operate in
front and behind the pay barrier and be the first point of contact for customers • Direct
customers to relevant service departments in a timely manner and with the highest
customer service standards • Ensure that the customer waiting areas are maintained in
the highest standards as per the appearance, accessibility and demarcation • Ensure that
the customer receives the highest service standards in accordance with the departmental
values and vision statements • Monitor the live capture photo booth in the department •
Capture digital photograph of the applicant • Capture digital signature of the applicant with
the prescribed equipment • Search for an applicant using the information from BQMS •
Add comment on the information received from the BQMS • Request over–ride
exceptions on biometrics • Clear the search criteria in the search screen after use • Verify
and validate client information on system, fingerprint, scan client supporting document on
line • Examine processed finger prints and evaluate their validity for entry into the
automated fingerprint identification system • Prepare prints through photographic
enlargements, photographic reduction and computer scanning for digital computer entry •
Improve the quality and integrity of digitized computer images through enhancement or
the deletion of fingerprint details prior to the initiation of computer searches for verification
• Perform online verification of fingerprints with lists of customer prints received from the
system or with fingerprints taken on site by an official to attempt a positive identification •
Authenticate Application • Verify applicant • Completing the application form and attach
supporting documents • Capture signature and close ticket. Receive and monitor the
delivery of smart cards • Records and check quantity and quality of goods received •
Inspect, accept, or reject inbound smart cards • Communicate with Supplier for product
returns/repair • Accurately inputs received material into computer system and forwards
accurate documentation to accounts payable • Monitor the collections of applications from
clients • Capture sealed identity numbers of applicant into the system • Change applicant
status on system • Accept and scan all documents from applicants • Verify applications to
detect damaged or missing documents • Insert smart card in card stand to retrieve card
data and match fingerprint • Ensure that the client sign on the mouse pad • Issue Smart
ID card to client • Support the implementation of security control processes and policies •
Scan or capture reference/identity number • Print/issue service ticket and re-activate
abandoned ticket • Select service request and add new workstations to counters •
Allocate the counters to the different queues • Provide names for queues and allocate
various queues to groups • Monitor the time of ticket abandonment, suspension and
waiting time for agents summoning the tickets • Allocate timeslots and number of people
for each priority queue • Combine Region, Sub-region and address for a new Branch •
Application of Identity Document, Registration of Birth, Marriages and Deaths, Late
Registration, Rectification and Amendment of particulars and issuing of Travel and
Citizenship documents • Receive the relevant application forms with supporting
documents • Verify function 192 to determine whether not already registered • Register
the application on the relevant register book • Issue receipt and send to fingerprint •
Record on track and trace and open file • Present to panel for interview • Screen
committee conducting interview • Send fingerprints to Head Office and await results •
Receive results of fingerprint verification and submit application and file to Head Office •
Upon approval, print and hand over certificate to client.


ENQUIRIES : Eastern Cape: Mr L Jama, Tel No: (043) 604 6400
HRMC 51 of 2020
Gauteng: Mr P Mlangeni/ Ms M Kau, Tel No: (011) 242 9000
Limpopo: Mr LJ Kgole, Tel No: (015) 287 2802
Western Cape: Mr M Pienaar, Tel No: (021) 488 1409/18

OTHER POST

POST NO 5 : CHIEF ADMINISTRATION CLERK, (4 POSITIONS)
SALARY LEVEL
: A basic salary of R257 508 to R303 339 per annum (Level 7). In addition, a range of
competitive benefits are offered.


CENTRE : Gauteng: Medium Office: Garankuwa (1 Post)
REF NO : HRMC 51/20/5a
CENTRE : Limpopo: Medium Office: Maruleng (Sekororo) (1 Post)
REF NO : HRMC 51/20/5b
CENTRE : Limpopo: Large Office: Giyani (1 Post)
REF NO : HRMC 51/20/5c
CENTRE : Limpopo: Small Office: Praktiseer (1 Post)
REF NO : HRMC 51/20/5d


REQUIREMENTS : • A 3 year tertiary qualification in Public Management and Administration/ Social Sciences
at NQF level 6 as recognised by SAQA • Computer literacy • Knowledge of the South
African Constitution • Knowledge of the Public Service Act and its Regulations • Clerical
and administration skills • Pay attention to detail • Analytical thinking • Verbal and written
communication skills • Record and time management • Problem solving, team work and
multi task • Financial administration, planning and organising • A valid drivers’ license and
willingness to travel.

DUTIES : The successful candidate will be responsible for, amongst others, the following specific
tasks:
• Supervise the effective daily operations of Civic Services of front offices • Monitor
delivery of service to internal service level standards, targets and client demands •
Monitor service bottlenecks, trends and errors and take corrective action • Monitor
delivery and assist staff where service levels are not being met • Ensure processes are
executed according to Standard Operating Procedures • Produce quality reports
regarding turnaround times, documents processed and error rates • Implement quality
assurance measures to ensure quality of service delivery • Manage
records/documentation according to Departmental requirements • Deal with non-standard
requests and issues from staff in the execution of their duties • Allocate work to staff
members and monitor their progress against daily targets or goals • Perform end of day
duties to ensure effective reporting, identification of issues and capturing of performance
statistics • Identify challenges in operation (capacity, training, bottlenecks) and make
suggestions to Superiors • Render services in mobile units where required • Liaise with
various stakeholders (communities, community leaders) and ensure effective stakeholder
management • Ensure that budget spending is maximized in line with strategic objective •
Monitor and report on the utilization of equipment • Ensure that the preparation of the
budget is in line with strategic plan and department objectives • Ensure proper
implementation of the budget by monitoring, projecting on expenditure • Coordinate
memorandum of understanding, service level agreement and expenditure review.


ENQUIRIES : Gauteng: Mr P Mlangeni/ Ms M Kau, Tel No: (011) 242 9000
Limpopo: Mr LJ Kgole, Tel No: (015) 287 2802

OTHER POST

POST NO 8 : ADMINISTRATION CLERK: HOSPITAL, REF NO: HRMC 51/20/8
SALARY LEVEL :
A basic salary of R173 703 to R204 612 per annum (Level 5). In addition, a range of
competitive benefits are offered.


CENTRE : Western Cape: Large Office: Cape Town
REQUIREMENTS : • A Grade 12 Certificate at NQF level 4 as recognised by SAQA • Experience in a client
service position will be an advantage • Completion of the CADET or Internship
Programme within the Department of Home Affairs will be an added advantage •
Understanding of all departmental legislation and prescripts • Knowledge of the Public
Service Regulatory Framework • Basic knowledge of Batho Pele Principles • Proven client
focus and orientation • Sound interpersonal skills • Honesty and integrity •Time
management • Conflict management skills • Attention to detail • Basic computer literacy •
Communication skills • Problem solving skills and professionalism • A valid driver’s licence
will be an added advantage.


DUTIES : The successful candidate will be responsible for, amongst others, the following specific
tasks:
• Provide general service to all Clients on the registration of birth • Receive notice of birth
• Collect relevant supporting documentation • Perform online verification of informant •
Submit for approval • Submit for capturing •Issue Certificate and hand over to Client •
Provide general service to all Clients on the registration of death • Receive BI-1663 and
relevant and supporting documents • Obtain informants ID, verify ID with BI 1663 and
perform online verification of informant • Stamp deceased ID book, verify informant and
make copies of informants’ and deceased’s ID books and attached to BI-1663 • If
deceased has no ID book • Complete handwritten certificate (BI-20) • Register death/ late
registration of death and print certificate (BI-5) • Issue removal order (BI-14) and hand
over to informant.


ENQUIRIES : Western Cape: Mr M Pienaar, Tel No: (021) 488 1409/18

OTHER POST

POST NO 4 : SENIOR ADMINISTRATIVE OFFICER, REF NO: HRMC 51/20/4
SALARY LEVEL :
A basic salary of R316 791 to R373 167 per annum (Level 8). In addition, a range of
competitive benefits are offered.
CENTRE : Western Cape: Medium Office: Wynberg


REQUIREMENTS : • A 3 year tertiary qualification in related field at NQF level 6 as recognised by SAQA • 2
years’ experience in Administrative Officer/ Chief Administration Clerk • Experience in
administration of office budget is required. Extensive knowledge of various filing systems
• Knowledge of the Public Service Regulatory Framework, National Treasury Regulations,
and Public Finance Management Act (PFMA) • Knowledge and Understanding of
Departmental Legislations and Prescripts • Knowledge of Supply Chain Management
process and procedures • Knowledge of Human Resource Regulatory Framework •
Computer literacy • Financial administration • Attention to detail • Clerical and
administration • Results and achievement focus • Teamwork and time management •
Verbal and written communication • Results and Achievement focus • A valid drivers’
license and willingness to travel.

DUTIES : The successful candidate will be responsible for, amongst others, the following specific
tasks:
• Coordinate and monitor the budget and administrative matters • Ensure compliance to
policies and procedures for Budget management and control • Monitor implementation of
expenditure and commitments against voted funds • Identify, recover and reporting all
unauthorized, irregular and fruitless and wasteful expenditure • Coordinate and submit
Provincial inputs on Estimates of National Expenditure (ENE) • Administer Provincial
adjustment estimates including submissions regarding roll over funds, as well as other
correspondence • Participate in budget planning as well as preparation of budget •
Participate in the compilation of the Medium Term Expenditure Framework and
projections in the province • Maintain the Department Chart of Accounts at Province •
Monitor expenditure trends and reconciliation thereof against the budget and cash flow
projections • Co-ordinate projections of anticipated expenditure & revenue • Facilitate the
year end processes regarding budgetary management • Monitor revenue management
processes • Examine the department’s operations to identify sources or potential sources
of revenue • Regular evaluation of the effectiveness of sources of revenue; timeous
collection of revenue • Weekly and monthly submission of PMG’s statistics • Monitor
asset management in the Province • Administer timeous resolution of audit queries •
Report on the state of expenditure and revenue • Monthly consolidation of asset registers
for the region • Monthly reporting on disposals for the region • Receiving and managing
the movement of assets • Ensure the implementation of effective risk and compliance
management practices • Report on all risk and financial indicators including e.g. financial
losses, overpayment, etc. according to required format • Comply to regulatory
requirements and liaise with all relevant stakeholders within and external to the
organisation to ensure accurate implementation • Ensure compliance with Supply Chain
Management and asset management policies and regulations • Interpret and implement
all organisational circulars, policy and other communications • Manage human, financial
and physical resources • Monitor the budget of the Unit in an effective manner • Monitor
the performance of the staff members and identify and address performance problems •
Build and coach an effective team to ensure the processing/administering of all functions
• Provide on the job training and mentoring to all staff relating to the effective operation of
their functions including new staff • Monitor the implementation of the employment equity
plan • Monitor and implement effective talent management processes (attraction,
retention, development) • Monitor the implementation of compliant performance
management • Ensure that staff is motivated and committed to the vision and goals •
Manage grievances, discipline and terminations of employees • Ensure that all team
members have the tools, templates and relevant equipment to deliver on service
requirements.


ENQUIRIES : Western Cape: Mr M Pienaar, Tel No: (021) 488 1409/18

APPLICATION INSTRUCTIONS.
Quoting the relevant reference number, direct your comprehensive CV, citing the start and end date (dd/mm/yr) of each
employment period to be considered, copies of qualifications, ID and drivers’ license where applicable, together with an
Application for Employment Form (Z.83), obtainable from any Public Service department or at www.gov.za, by the closing
date to:-


Direct applications to the relevant Department of Home Affairs Office as follows:-

Eastern Cape Province:
Postal Address: Private Bag 7413, King Williams Town, 5600
Physical address: 11 Hargreaves Avenue, King William’s Town, 5600


Free State Province:
Postal Address: Postal address: P.O Box 12262 Brandhof 9324
Physical Address: 40 Victoria Road Willows Bloemfontein 9301


Gauteng Province:
Postal Address: Private Bag X108, Braamfontein, 2017,
Physical Address: 3rd Floor, Mineralia Building, Cnr De Beer and De Korte Street,
Braamfontein, 2017


Limpopo Province:
Postal Address: Private Bag X9517, Polokwane, 0700
Physical Address: 89 Biccard Street, Polokwane, 0699


Western Cape Province:
Postal Address: Private Bag X 9103, Cape Town, 8000
Physical Address: 4th Floor, Faircape Building, 56 Barrack Street,
Cape Town, 8001