Documentation and Registry Assistant Intern

Responsabilités

The Higher Education Authority (HE), a statutory body formed under the Higher Education Act of 2013, is tasked with overseeing and evaluating standards within Higher Education Institutions (His) to uphold quality assurance, foster human capital development, and drive national progress. The Higher Education Authority is currently seeking applications from qualified Zambian nationals for the following position: Intern – Documentation and Registry Assistant (2 Positions) Two internship opportunities are currently available for the role of Documentation and Registry Assistant. This position involves supporting administrative processes related to document management and registry operations. Responsibilities include organizing, maintaining, and updating records, ensuring accuracy and compliance with established procedures. The ideal candidate should possess strong attention to detail, proficiency in office software, and the ability to work efficiently in a team-oriented environment. Prior experience in administrative or clerical roles is preferred but not mandatory. DURATION: 3 MONTHS JOB PURPOSE To deliver comprehensive documentation and registry solutions, thereby improving the accessibility of critical information. KEY ACCOUNTABILITIES AND EXPECTED OUTCOMES a. Efficient management and retrieval of records are essential responsibilities, ensuring accurate documentation and timely access to critical information. Responsible for promptly archiving and retrieving records to ensure authorized individuals can efficiently access required information. b. Indexing and Classification: Responsible for meticulously organizing and categorizing records with precision and attention to detail. c. Archiving of Records: Responsibilities include organizing and storing documents to optimize physical space and ensure efficient retrieval. d. File Movement and Tracking: Handles file transfer and monitoring in a prompt and organized manner. e. Document Reproduction Services: Undertakes document reproduction duties. f. Correspondence Management: Receives and dispenses all incoming and outgoing correspondence as part of standard office duties. g. Records Security and Control: Undertakes safeguarding of records. h. Appraisal and Disposal Support: Undertakes appraisal of records. i. Performance Management: Develops customized work plans tailored to individual needs. MINIMUM REQUIREMENTS Academic & Professional Qualifications b) Completion of Grade 12 or its equivalent is mandatory. Recently completed or currently pursuing a Diploma in Library and Information Studies, or an equivalent qualification from a reputable Higher Education Institution. Experience a) NIL Required Competencies Proficiency in data analysis coupled with the capacity to generate comprehensive technical documentation is essential. b) Demonstrates outstanding proficiency in both verbal and written English communication. d) Demonstrates unwavering ethical standards, exceptional tact, and diplomatic finesse, coupled with a strong sense of personal integrity. d) Computer literacy capabilities. APPLICATION GUIDELINES Eligibility: Qualified Zambian applicants are strongly encouraged to submit their applications if they meet the specific requirements and experience necessary for the position. Submission: Applications are to be directed to the Director-General and must be submitted through the provided link. https:

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