Msaidizi wa Kumbukumbu Daraja la II (Records Management Assistant II) – 2 Positions at Wilaya ya Mlimba
Company: Halmashauri ya Wilaya ya Mlimba
Application Period: 16 February 2026 – 01 March 2026
Salary Scale: TGS C
Halmashauri ya Wilaya ya Mlimba is inviting qualified candidates to apply for the position of Msaidizi wa Kumbukumbu Daraja la II (Records Management Assistant II). This opportunity is suitable for individuals with a background in records management and strong organizational skills who are interested in working within the public sector.
Job Overview
The Records Management Assistant II plays an important administrative role in ensuring proper documentation, tracking, and storage of official files within the institution. Effective records management supports transparency, accountability, and smooth communication across departments.
Duties and Responsibilities
Successful candidates will be responsible for:
- Registering incoming correspondence in the incoming correspondence register
- Recording outgoing letters in the outgoing correspondence register
- Distributing files to action officers for further processing
- Receiving files from action officers
- Handling returned files and ensuring they are properly recorded
- Returning files to racks, filing cabinets, or designated storage areas
- Monitoring and tracking the movement of files within the institution (file tracking system)
These responsibilities require attention to detail, accuracy, and strong organizational discipline.
Qualifications and Requirements
Applicants must meet the following criteria:
- Holder of Form IV (CSEE) or Form VI (ACSEE) certificate
- Possession of a Diploma (NTA Level 6) in Records Management from a government-recognized institution
- Must have computer skills, particularly in document handling and data entry
Candidates with experience in file management systems and administrative procedures will have an added advantage.
Salary and Benefits
- Salary Scale: TGS C
- Other benefits will be provided according to government employment regulations
Why This Position Is Important
Proper records management is essential for the efficient functioning of any public institution. Accurate documentation ensures that official decisions, communications, and administrative processes are well preserved and easily retrievable. This role supports institutional memory and enhances service delivery within the council.
How to Prepare for the Records Management Assistant II Job
If you are planning to apply for the Msaidizi wa Kumbukumbu Daraja la II (Records Management Assistant II) position at Halmashauri ya Wilaya ya Mlimba, proper preparation can significantly increase your chances of being shortlisted and performing well during the interview.
1. Organize Your Academic Documents
Ensure you have certified copies of your:
- Form IV or Form VI certificate
- Diploma (NTA Level 6) in Records Management
- Computer training certificates (if available)
Arrange them neatly and confirm that all details match your application information.
2. Refresh Your Records Management Knowledge
Review key topics such as:
- File classification systems
- Correspondence registers (incoming and outgoing)
- File tracking procedures
- Records retention and disposal policies
Understanding both manual and basic electronic filing systems will give you confidence during interviews.
3. Improve Your Computer Skills
Since the job requires computer knowledge, practice:
- Microsoft Word
- Excel basics
- Data entry
- Document formatting
- Basic email communication
Public institutions increasingly rely on digital documentation systems, so being comfortable with technology is an advantage.
4. Understand Public Service Ethics
As this is a government position, you should understand:
- Confidentiality of official documents
- Professional conduct
- Accountability and transparency
Records officers handle sensitive information, so integrity is highly valued.
5. Prepare for Interview Questions
Expect questions such as:
- How do you handle misplaced files?
- What steps do you take to track a missing document?
- How do you prioritize multiple file requests?
Practice giving clear, structured answers that show organization and responsibility.
6. Demonstrate Attention to Detail
Records management requires accuracy. During interviews, show that you are:
- Organized
- Careful with documentation
- Able to follow procedures
- Reliable and punctual
If you are also interested in driving opportunities within the public sector, you can read the full details about the Dereva Daraja II (Driver II) vacancy here: https://wikihii.co.za/ajiratz/dereva-daraja-ii-driver-ii/. The post outlines the required qualifications, duties, and application deadline to help you determine if you meet the criteria before applying.