Job Description

The Department of Home Affairs is inviting applications for Civic Services Officer positions across multiple provinces.

There are 6 posts available at Home Affairs offices in Phuthaditjhaba, Randfontein, Empangeni, Phalaborwa, and Belfast.

The successful candidates will supervise the effective daily operations of civic services offices. The role includes supporting service delivery, monitoring staff performance, producing reports, safeguarding records, implementing standard operating procedures, and overseeing civic services applications such as Smart ID cards, birth registrations, marriages, deaths, late registrations, amendments, travel documents, and citizenship documents.

This opportunity is suitable for candidates with a relevant NQF Level 6 undergraduate qualification, customer service or operations experience, and a valid driver’s licence.

Position Details

• Position: Civic Services Officer
• Number of Posts: 6
• Department: Department of Home Affairs
• Salary: R338 106 – R398 277 per annum
• Level: 07
• Experience Required: 1 year experience in operations, client services, or customer services environment
• Driver’s Licence: Valid driver’s licence required

Available Posts

Free State

• Office: Large Office: Phuthaditjhaba
• Reference Number: HRMC 27/26/5a
• Number of Posts: 2

Gauteng

• Office: Large Office: Randfontein
• Reference Number: HRMC 27/26/5b
• Number of Posts: 1

KwaZulu-Natal

• Office: Medium Office: Empangeni
• Reference Number: HRMC 27/26/5c
• Number of Posts: 1

Limpopo

• Office: Medium Office: Phalaborwa
• Reference Number: HRMC 27/26/5d
• Number of Posts: 1

Mpumalanga

• Office: Medium Office: Belfast
• Reference Number: HRMC 27/26/5e
• Number of Posts: 1

Responsibilities

• Supervise the effective daily operations of civic services offices.
• Ensure effective service delivery and assist staff where service standards are not met.
• Produce quality reports on turnaround times, documents processed, and error rates.
• Implement quality assurance measures to improve service delivery.
• Ensure safekeeping of records and documentation according to Department of Home Affairs requirements.
• Allocate work to staff members and monitor progress against daily targets or goals.
• Perform end-of-day duties to support reporting and performance statistics.
• Identify operational challenges such as capacity issues, training needs, and bottlenecks.
• Make suggestions to supervisors to improve operations.
• Identify trends and take corrective action.
• Perform overriding functions on the system.
• Ensure full implementation of all relevant standard operating procedures.
• Implement incidental matters related to identifying illegal foreigners who are arrested, detained, or convicted.
• Supervise applications for Smart ID cards.
• Supervise birth, marriage, and death registrations.
• Supervise late registration, rectification, and amendment of particulars.
• Supervise the issuing of travel and citizenship documents.
• Ensure effective and efficient management of human, physical, and financial resources within the unit.

Requirements

• Undergraduate qualification at NQF Level 6 recognised by SAQA in one of the following fields:
  • Public Management
  • Public Administration
  • Operations
  • Business Management
  • Management
  • Administration
  • Law
  • Social Science
• 1 year experience in an operations, client services, or customer services environment.
• Valid driver’s licence.
• Willingness to travel.
• Willingness to work extended hours.
• Overtime may be required occasionally.
• Weekend work may be required occasionally.
• Knowledge of front office operations.
• Extensive knowledge of various filing systems.
• Knowledge of fingerprint verification.
• Knowledge and understanding of the Civic Services Regulatory Framework.
• Knowledge of the Public Service Regulatory Framework.
• Knowledge of Supply Chain Management processes and procedures.

Skills

• Computer literacy
• Analytical thinking
• Planning and organising
• Problem-solving
• Verbal communication
• Written communication
• Financial administration
• Interpersonal skills
• Attention to detail
• Clerical administration
• Professionalism
• Compassion
• Conscientiousness
• Honesty and integrity
• Leadership support
• Customer service
• Records management
• Staff supervision
• Quality assurance