Background information about the job or company (e.g., role context, company overview)

The Technical Education, Vocational and Entrepreneurship Training Authority (TEVETA) was established under the Technical Education, Vocational and Entrepreneurship Training (TEVET) Act No. 13 of 1998, as amended by the TEVET (Amendment) Act No. 11 of 2005. TEVETA is mandated to regulate, monitor, and coordinate technical education, vocational, and entrepreneurship training in Zambia, in consultation with industry, employers, workers, and other key stakeholders.

In line with its mandate and to strengthen its workforce, TEVETA invites applications from suitably qualified and eligible internal staff to fill the following positions:

Responsibilities or duties

• Undertakes effectively receipt and distribution of correspondence in order to facilitate timely access of information.
• Undertakes effectively the indexing of files in order to efficient and effective storage and retrieval of information.
• Undertake effectively the classification of records and other documents in order to facilitate efficient storage and retrieval of information.
• Classifies and codes documents for inclusion in the database and record management systems
• Removes inactive files for archiving
• Registers and dispatches outgoing mail.
• Undertake regularly the identification of records to be transferred or destroyed in order to facilitate archiving and space creation.
• Devisees and ensures the implementation of retention and disposal schedules.
• Ensures effective security of records in order to prevent unauthorized access and destruction.
• Advises Management on all issues to deal with records management.
• Works towards digitizing the records management for TEVETA.
• Facilitates the development of filing systems and maintaining these to meet administrative, legal, and financial requirements.
• Oversee the management of electronic and/or paper-based information.
• Preserves the institution’s corporate memory and heritage.

Qualifications or requirements (e.g., education, skills)

• Classification, cataloguing, and indexing of records
• Digitization and management of electronic records
• Knowledge of digital information management systems
• Risk assessment and records security

Experience needed

• Grade 12 Certificate with five (5) O’ Level Credits or better.
• Diploma in Records Management, Archives, Library and Information Studies
• Knowledge of records management standards, policies, and procedures will be an added advantage.
• Practical experience with electronic document and records management systems (EDRMS)
• Minimum of three (3) years’ experience in records management or registry operations
• Proficiency in Microsoft Office applications and other relevant ICT tools.

• Undertakes effectively receipt and distribution of correspondence in order to facilitate timely access of information.
• Undertakes effectively the indexing of files in order to efficient and effective storage and retrieval of information.
• Undertake effectively the classification of records and other documents in order to facilitate efficient storage and retrieval of information.
• Classifies and codes documents for inclusion in the database and record management systems
• Removes inactive files for archiving
• Registers and dispatches outgoing mail.
• Undertake regularly the identification of records to be transferred or destroyed in order to facilitate archiving and space creation.
• Devisees and ensures the implementation of retention and disposal schedules.
• Ensures effective security of records in order to prevent unauthorized access and destruction.
• Advises Management on all issues to deal with records management.
• Works towards digitizing the records management for TEVETA.
• Facilitates the development of filing systems and maintaining these to meet administrative, legal, and financial requirements.
• Oversee the management of electronic and/or paper-based information.
• Preserves the institution’s corporate memory and heritage.

• Classification, cataloguing, and indexing of records
• Digitization and management of electronic records
• Knowledge of digital information management systems
• Risk assessment and records security

• Grade 12 Certificate with five (5) O’ Level Credits or better.
• Diploma in Records Management, Archives, Library and Information Studies
• Knowledge of records management standards, policies, and procedures will be an added advantage.
• Practical experience with electronic document and records management systems (EDRMS)
• Proficiency in Microsoft Office applications and other relevant ICT tools.