Department of Home Affairs: Internships 2023

Department of Home Affairs: Invites Unemployed Graduates to Apply for the Internships 2023

Closing Date: 02 March 2023
Job Type: Internship
Location: South Africa

Internship Description

The Department of Home Affairs (DHA) has started the digitization process of converting over 350 million paper records into electronic format for improved service delivery. 

The DHA seeks to contribute to the employment creation goals and strategic priorities of the Presidential Employment Stimulus programme by hiring unemployed youth on a fixed-term contract to assist. 

Locations: All roles will be at the Department of Home Affairs in Gauteng Province (Pretoria) and the North West Province (Brits).

Minimum Requirements:

• South African citizens aged between 18-35 years old
• Your qualification must match the minimum requirement of the role you are applying for
• No criminal record;
• Clear credit history

The following Opportunities are open for applications:

Runners (240 posts)

Requirements: Higher Certificate or Higher qualification in: Information Technology / Records Management / Document Management

Duties include: 

• Retrieval of files from Shelves.
• Sort and list files. 
• Prepare documents for scanning (unfolding, removing staples & paper clips sorted by document size, insertion of separator sheets). 
• Sort files in batches.
• Numbering of files and documents.

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Document Warehouse Controllers (16 posts)

Requirements: Higher Certificate or Higher qualification in: Information Technology / Records Management / Document Management

Duties include: 

• Retrieve records and move them to storage.
• Copy, scan and store records.
• Check the accuracy and edit the records.
• Retrieve and store records as requested.
• File records in physical and digital format.
• Prepare and submit reports.

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Preppers ( 737 posts)

Requirements: Higher Certificate or Higher qualification in: Information Technology / Records Management / Document Management

Duties include: 

• Preparing records for digitization; separating a variety of records, preparing paper documents for digitization, removing staples, binding, and removing paperclips.
• Document preppers remove staples, flag pages, fix bent or torn corners and sort documents according to specifications.
• Preppers edit and amend incorrect information.
• In addition to prepping documents, perform general clerical duties, such as answering phones, taking messages, making copies and other duties as assigned
• Document preppers must be able to sit for extended periods of time and must have extreme attention to detail.
• Preppers must be computer literate, as they utilize computers and other office equipment, such as scanners and fax machines.

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Scanners (125 posts)

Requirements: Diploma or higher in: Information Technology / Library Science / Computer Science.

Duties include: 

• Scanning material using a high-volume scanner.
• Loading the scanner and scanning bundles.
• Image clean up.

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Indexers (1600 posts)

Requirements: Diploma or higher in: Information Technology / Library Science / Computer Science.

Duties include: 

• Indexing of files.
• Sort and list files.
• Re-assemble files.
• Box files in batches.

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Quality Controllers (200 posts)

Requirements: Diploma or higher in: Information Technology / Library Science / Computer Science.

Duties include: 

• Conduct quality control for all relevant functions.
• Performing quality control to ensure that all documents are scanned correctly with clear images and entered into our internal database.
• Carry out quality assessment measures of all the records scanned and ready to be shipped.
• Reject all scanned records that fail to meet quality expectations and report the issue to the concerned department at the earliest convenience.
• Send boxes for re-scan.
• Resolving quality-related issues and adhering to deadlines.
• Send records or boxes to storage

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Team Leaders (210 posts)

Requirements: Diploma or higher in:  Document / Records Management or Information Technology or Computer Science.

Duties include: 

• Supervise day-to-day activities.
• Duty allocation (allocation of work activities).
• Manage performance.
• Provide daily/weekly reports to the PMO.
• Ensure that documents are correctly typed and scanned and are properly filed and maintained.
• Time management – working with individuals from many departments on a variety of tasks and ensuring efficient scanning and uploading.
• Typing and word processing – fast and accurate typing is vital.
• Document security and confidentiality – to follow best practices for document and file security for both paper and digital documents.
• Communication skills – to communicate across all departments, providing information and preparing documents to be digitized.

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Technical Support (24 posts)

Requirements: Bachelor’s Degree in Information Technology or Computer Science.

Duties include: 

• Responsible for IT infrastructure.
• Identifying hardware and software solutions.
• Troubleshooting technical issues.
• Diagnosing and repairing faults.
• Resolving network issues.
• Installing and configuring hardware and software.
• Diagnosing and determining the root of their problem.
• Providing timely and accurate feedback.
• Following up with log calls to ensure the problem is resolved.
• Replacing or repairing the necessary parts.
• Supporting the roll-out and configuration of ICT infrastructure.
• Providing support in the form of procedural documentation.

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Managers (24 posts)

Requirements: A minimum of an Honours Degree in: Document/Records Management or Information Technology or Library Science or Computer Science.

Duties include: 

• Manage and lead teams.
• Oversee the management of electronic and/or paper-based records.
• Respond to information enquiries, giving appropriate access to information.
• Manage budgets and resources.

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Receiving Clerks (100 posts)

Requirements: A minimum of a Diploma in Document/Records Management or Information Technology

Duties include: 

• Verify boxes and files received.
• Capture and number boxes and files received.
• Unpacks delivery shipments and compares record box lists to receiving lists, ensuring accurate shipment.
• package boxes for shipping back out.
• Removes packing boxes from the storage and trucks/vehicles.
• Tracking and maintaining the inventory of any records that come into or go out from digitisation hubs.
• Ensure each box and record has an accurate count and check if anything is missing/damaged on arrival. 
• Keep track of records to calculate record amounts accurately.

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Drivers (10 posts)

Requirements: A minimum of a Higher Certificate in Document/Records Management or Information Technology and a Valid driving licence (codes 8 and 10).

Duties include: 

• Transport boxes and records to and from the storage. facilities to digitization hubs.
• Arrive at digitization hubs on schedule.
• Fulfil administrative needs, like office pickups.
• Research and plan for traffic, construction and weather delays.
• Use navigation applications to determine the best route.
• Interact with supervisors/managers professionally at all times.
• Ensure that the vehicle is always fueled and ready for use.
• Arrange for vehicle repairs as needed.
• Keep mileage records and repair records up-to-date.

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Re-Assemblers (737 posts)

Requirements: A minimum of a Diploma in Document/Records Management or Information Technology.

Duties include: 

• Retrieval of files digitised.
• Return files to shelves.
• Verify files with initial files received from the source.

Duration of Contract: 3 years (approximately May/June 2023- May/June 2026).  A contract linked to the duration of the project will be signed upon appointment.