CHIEF PRODUCTION CLERK: TRAVEL AND ID DOCUMENT DISPATCH/ADMINISTRATIVE SUPPORT SERVICES (X2 POSTS)

This vacancy, created for two posts, offers a permanent administrative and supervisory role within the Government Printing Works in Pretoria, specifically attached to the Travel and ID Document Dispatch and Administrative Support Services unit. The incumbent will play a pivotal part in the secure handling, movement and final distribution of high-security printed identity and travel documents, ensuring that these sensitive materials reach the correct destinations in line with strict government protocols. Reporting into a production dispatch environment, the role sits at the intersection of administrative coordination, operational workflow management and team supervision, making it a demanding but central position within the broader printing and distribution chain.

Candidates must possess a Grade 12 certificate and at least three years of appropriate experience within the relevant industry. A valid security clearance is mandatory, meaning the applicant must be able to obtain and maintain a positive vetting outcome. A sound working knowledge of the processes, machinery and equipment used in print and document distribution is also required. Because the unit operates continuously, the successful appointee must be prepared to work rotating shifts, including weekends, public holidays and night shifts, and to work extended hours when operational demands require it. Strong communication skills across all levels of management are essential, while holding a valid driver’s licence will serve as an added advantage.

The core duties revolve around monitoring the entire workflow of high-security documents from production through to dispatch. This includes planning and scheduling section work so that batches transferred from the Personalisation Section and Quality Control are received, accurately recorded, securely transferred and properly signed for. The role demands collaboration with multiple internal departments such as design, prepress, printing, personalisation, quality control, finishing and dispatch, ensuring that production runs smoothly and on time. The officer will also need to prepare finished goods for despatch, check customer information, delivery addresses, waybills and supporting documentation, and expedite urgent or delayed jobs by tracking them on production systems and resolving any bottlenecks. Further responsibilities include liaising with couriers and shipping companies, monitoring shipment progress, tracing dispatched materials, following up on proof of delivery, processing waybills and courier invoices, and maintaining an organised inventory of printing materials, supplies and consumables.

Administratively, the incumbent must keep accurate records, registers, statistics and correspondence, use digital systems for data capture and reporting, prepare basic letters and reports, and manage the section’s filing and movement registers. The role also carries significant compliance and support duties, including enforcing the Occupational Health and Safety Act, SHERQ requirements and all security controls, while strictly observing procedures for handling high-security printed materials. As a supervisory post, it involves allocating and monitoring staff work, conducting performance reviews, promoting teamwork, applying disciplinary measures when necessary, assisting with training, and supporting the development of policies and operational systems. The officer is also expected to stay informed on technological developments and emerging practices to improve efficiency and quality within the printing and distribution environment.