Entry Date: 09 Dec 2025
Expiry Date: 17 Dec 2025
The Housing Development Agency (HDA) is a national public sector development agency that acquires and prepares land as well as develops the land and project manages the development of housing and human settlements. We carry out our activities in partnership with a range of stakeholders including national, provincial, and local government and municipalities, as well as with communities, developers, financiers, and other affected parties. Established in 2009, the Agency was established by an Act of Parliament in 2008 and is accountable through its Board to the Minister of Human Settlements. For more information about the HDA, please visit our website: www.thehda.co.za.
The HDA has the following Three-year fixed term contract position:
Position: Records & Document Management Officer
Location: Head Office – Johannesburg
Reporting Line: Manager: Records and Document Management (RDM)
Ref: HDA RDMO001
Main Purpose: To provide technical support for the enhancement and implementation of a comprehensive document and records management programme of the HDA, in line with the requirements of the National Archives and Records Service of South Africa Act, 1996 as amended. To further ensure that all records are stored and accessible with supporting information (relating to the record keeping and records management practices of the HDA).
Key Performance Areas:
1. EDRMS Maintenance & Implementation
- Ensure that approved file plan is implemented electronically and synchronized with the paper-based system.
- Protect electronic records against unauthorized access and alteration.
- Link electronic records to the appropriate metadata that provides for their structure and context.
- Ensure that audit trail is generated for all changes made to records and audit logs are kept of the changes.
- Participate in the implementation of the electronic records and document management system.
- Support the effective management of HDA’s records from creation to disposal.
- Render backlog scanning ensuring a systematic digitization of physical documents to enhance records management and improved accessibility.
- Facilitate the digitisation of historical paper-based records ensuring they are converted into reliable digital formats for easier retrieval, secure storage, and long-term preservation.
- Assist the RDM Manager in the implementation process.
- Assist in the management and maintenance of the system.
- Render support and guidance to users with regards to the system.
- Participate in the EDRMS awareness initiatives.
2. Document Storage
- Ensure that approved paper-based records are sent to the allocated storage areas for safekeeping.
- Ensure that the storage of records conforms to the legal requirements.
- Assist in controlling the movement of records in-house, and off-site storage facility.
- Ensure records are identified and prepared for archiving (offsite storage).
- Verify whether records prepared for archiving are done according to procedures.
- Off-site archiving and retrieval records and interacting directly with off-site storage vendors.
- Analyse and report on storage maintenance.
3. Efficient & Effective Records Management Implementation
- Coordinate the implementation of internal processes of Records and Documents Management initiatives that support the objectives of the HDA:
- The identification of document content types, controls and workflow
- Planning of the movement of records between locations (physical files).
- Ensuring that procedures are followed as per approved policies.
- Ensuring an effective archiving structure.
- Ensuring that the documents stored are easily accessible.
- Assist the RDM Manager with the identification of training needs.
- implement records management awareness and training program.
- conduct training for employees on records management policies and the proper use of record-keeping systems.
- Promotion of the objectives and functions of RDM and the services it offers.
4. Records Retention & Disposal
- Dispose of the HDA records that are due for destruction.
- Supervise the destruction process.
- Update the register for records disposed.
- Maintain disposal certificates.
5. Appropriate Confidentiality, Security & Integrity for Records Maintained
- Assist in monitoring the use of records security standard to ensure proper classification of records.
- Guarantee that records are protected and secure from unauthorised access, loss, damage, theft, unauthorised destruction, and unlawful processing.
- Protect vital records key to continuation of activities for the entire organization.
6. Protection & Preservation of Corporate Records
- Assist to identify vital records, identify suitable protection, instruction
- Preventing loss of vital records through resignations and removal of physical records from the organization.
7. Administration
- Coordinate daily requests for information.
- Assist with the retrieval and tracking of files.
- Provide an advisory service to end users.
- Assist with compilation of monthly, quarterly and annual reports.
- Assist with the identification for all RDM financial requirements and resources.
8. Qualifications & Experience
- A degree (NQF Level 7) in Information Management or Records Management.
- Five (5) years’ experience in Records and Archives Management, and Information Management.
- Knowledge in the management of records and its legislative frameworks governing the management of records in South Africa.
- Knowledge of an Electronics Document and Records Management System (EDRMS) will be an added advantage.
- Understanding of PAIA and the implementation thereof.
- Knowledge of information audits, information strategies and related polices.
- Various courses and modules in the field of records management should be demonstrated.
Remuneration Scale: R453 300 and R566 616 per annum (all-inclusive package)
Closing date for applications is 17 December 2025
To submit your application, please send an email to HDARecruitCIO@thehda.co.za
When submitting your application for a position, please adhere to the following:
1. CVs received after the closing date will NOT be considered.
2. The Job Title and Reference number for the relevant position must appear in the subject line of your application.
3. The CV must be in PDF format.
4. Copies of all qualifications must be provided.
5. Copy of identity document must be provided.
6. Two contactable references.
Kindly take note if you have not been contacted within twenty-one (21) working days of the closing date; please consider your application unsuccessful. Should you not comply with the above requirements your application will NOT be considered.
Conditions of service: The HDA is an equal opportunity employer, Appointments will be made in accordance with the HDA Employment Equity policy, The HDA reserves the right not to make an appointment. We thank all applicants for their interest.
Communication will be conducted with short-listed applicants only.
The HDA operates in accordance with the Protection of Personal Information Act 3 of 2013 (“POPI Act”), and by submitting your personal information to the HDA (by way of application and/or providing any other documentation as may be required during the recruitment process), you agree that the HDA may utilise and process your personal information in accordance with the POPI Act.
