Job Summary
- Employer: Midlands State University (MSU)
- Job Type: Full-time
- Location: Gweru, Zimbabwe
- Category: Records Management
- Closing Date: 2026-10-09
Key Responsibilities
- Verification of student qualifications during registration.
- Classification and indexing of records.
- Scanning and electronic filing of student records.
- Supporting the formulation and implementation of University records management policies and procedures.
- Conducting records surveys to identify risks and opportunities.
- Facilitating timely and accurate retrieval of records for authorised personnel.
- Ensuring the safe transfer of records to the University Repository.
- Identifying records due for destruction or permanent preservation.
- Coordinating secure disposal of records that have reached the end of their retention period.
- Ensuring confidential information is stored securely.
- Organising records management training workshops.
- Communicating records policies, procedures and updates to staff.
- Performing any other duties as assigned.
Requirements
- National Diploma in Records Management and Information Science.
- At least one year of working experience in a records environment.
- Strong ICT and electronic records management skills.
- Knowledge of Microsoft packages.
- Knowledge of national and international standards and legislation used in records management.
How to Apply
About the Company
Midlands State University is a government owned university in Zimbabwe. The university has 9 faculties offering a wide variety of courses and many specialist programmes. The university is accredited through the National Council for Higher Education, under the Ministry of Higher and Tertiary Education of Zimbabwe.
Frequently Asked Questions
What qualifications or education do I need to become a Records Clerk at a Zimbabwean university?
Most employers require a minimum of five O-Level passes including English and Mathematics. A diploma or certificate in Records Management, Archives, or Library and Information Science from institutions like the Zimbabwe School of Records and Information Science is highly advantageous. Some positions may accept relevant work experience in place of formal qualifications.
What are the typical day-to-day responsibilities of a Records Clerk?
You will classify, file, and retrieve physical and electronic records using established systems. Daily tasks include data entry, maintaining filing systems, responding to records requests, and ensuring compliance with retention schedules. You may also assist with digitization projects and prepare reports on records usage.
How does workplace culture and hierarchy work in Zimbabwean public universities?
Respect for seniority and chain of command is important in Zimbabwean institutions. Punctuality, professional dress, and formal communication with superiors are expected. Building good relationships across departments helps with interdepartmental records coordination.
What career progression opportunities exist for Records Clerks in Zimbabwe?
With experience and further qualifications, you can advance to Records Officer, Senior Records Officer, or Records Manager positions. Pursuing a Bachelor's degree in Records and Archives Management opens doors to university management roles. Some professionals transition to information management or consultancy work.
What benefits typically come with full-time Records Clerk positions at Zimbabwean universities?
Public universities usually offer pension contributions through the Public Service Commission or relevant retirement fund. Medical aid schemes, annual leave, and sick leave are standard entitlements. Some institutions provide housing allowances, study leave, and professional development opportunities.
How should I apply for a Records Clerk position, and what do Zimbabwean employers prioritize?
Submit a detailed CV, certified copies of certificates, and a cover letter addressing the specific job requirements. Employers prioritize attention to detail, confidentiality, computer literacy, and familiarity with records management software. Practical experience with filing systems and knowledge of the National Archives Act give candidates an edge.
