The State Department for Lands and Physical Planning is a key public sector institution responsible for the administration, management, and regulation of land and physical planning functions within the Republic. The Department plays a central role in ensuring orderly land registration, secure land tenure, efficient records management, and the provision of reliable land-related services to citizens, institutions, and other government entities. In line with its mandate to strengthen service delivery and improve the management of land records, the Department has announced a recruitment exercise targeting qualified candidates to fill several vacant positions.
This job hiring advert is intended for publication on a third-party job board and is presented in a neutral, professional, and informative manner. It provides comprehensive details of the advertised position, including the organizational context, job designation, job scale, number of vacancies, terms of service, duties, responsibilities, and key administrative information such as advert and closing dates. All information is drawn strictly from the provided job description, and no additional qualifications or requirements have been introduced beyond what has been officially stated.
The advert is suitable for candidates seeking public service opportunities within the land administration and records management sector. It is also designed to assist job seekers in understanding the scope of the role, the working environment, and the expectations associated with the position, thereby enabling informed applications.
Organisation Advertising
State Department for Lands and Physical Planning
The State Department for Lands and Physical Planning operates under the national government framework and is responsible for policy implementation, coordination, and service delivery in matters relating to land administration and physical planning. Its functions include land registration, maintenance of land records, processing of land transactions, physical planning, and provision of advisory services to other government agencies and the public. The Department works closely with other Ministries, Departments, and Agencies (MDAs) to ensure consistency, transparency, and efficiency in land-related processes.
Through continuous institutional strengthening, the Department seeks to enhance the accuracy, accessibility, and preservation of land records, which are critical for economic development, investment security, and social stability. The recruitment of Land Records Management Assistant III officers forms part of this broader effort to build human resource capacity at the operational level.
Advert Number
205/2025
Job Designation
Land Records Management Assistant III
Job Scale
CSG 12
Number of Vacancies
55
Terms of Service
Pensionable and Permanent (P&P)
Advert Date
16 December 2025
Closing Date
09 January 2026
Overview of the Position
The position of Land Records Management Assistant III is an entry and training-level role designed for diploma holders who are beginning their professional careers in land records management and related administrative functions. Officers appointed to this grade will work under the supervision and guidance of senior and experienced officers within the State Department for Lands and Physical Planning. The role is structured to provide practical exposure, on-the-job training, and gradual assumption of responsibilities in line with established procedures and standards.
The primary focus of the position is to support the efficient handling, processing, storage, retrieval, and preservation of land records and related documents. Given the sensitive and critical nature of land information, the role requires attention to detail, adherence to procedures, and the ability to work systematically within a regulated public service environment.
This position is particularly relevant to individuals interested in public administration, records management, information handling, and land administration processes. Officers at this level contribute directly to the day-to-day operations of land registries and related units, supporting service delivery to members of the public, professionals, and other government entities.
Area of Study
Law; Computing and Information Sciences
Minimum Award Requirement
Diploma
Experience Requirement
No prior work experience is required for this position. The role is explicitly defined as an entry and training grade, making it suitable for newly qualified diploma holders.
Serving Officers Requirement
The position is open to both serving officers and external applicants, as indicated in the advert details.
Detailed Duties and Responsibilities
The duties and responsibilities associated with the position of Land Records Management Assistant III are operational in nature and are carried out under supervision. The role involves direct engagement with land registration documents, records, and clients, as well as internal coordination with other departments and MDAs. The following duties and responsibilities apply to this position:
Receiving and booking documents for land registration
Officers at this level are responsible for receiving documents submitted for land registration purposes. This includes verifying that documents have been formally presented, recording their receipt in the appropriate registers or systems, and ensuring that each submission is properly booked for further processing. Accurate booking is essential for tracking documents throughout the registration process and for maintaining accountability.
Receiving and booking land searches
The role involves receiving applications for land searches and booking them in accordance with established procedures. This duty ensures that land search requests are logged, processed in the correct order, and forwarded to the relevant sections for action. Proper booking supports timely responses and minimizes the risk of lost or misdirected requests.
Receiving land registration related documents emanating from other Departments and MDAs
Land registration processes often involve documentation generated by other government departments and agencies. Officers in this position receive such documents, confirm their relevance, and ensure they are correctly recorded and routed within the system. This function supports inter-agency coordination and the integrity of land registration workflows.
Receiving application documents of stamp duty payments
Stamp duty is a statutory requirement in many land transactions. The Land Records Management Assistant III receives application documents related to stamp duty payments, ensuring they are properly recorded and attached to the relevant transaction files. This duty supports compliance with financial and legal requirements associated with land registration.
Retrieving and matching registration documents
Officers are tasked with retrieving registration documents from physical or electronic storage and matching them with corresponding applications or records. This process requires careful attention to detail to ensure that documents are correctly aligned with the appropriate parcels, transactions, or clients. Accurate retrieval and matching are critical for the completion of registration processes.
Retrieving and archiving parcel files
The role includes retrieving parcel files when required for reference, processing, or verification, and subsequently archiving them in accordance with records management guidelines. Proper archiving ensures that files are preserved, protected from damage or loss, and accessible for future use.
Dispatching registered and rejected documents and searches to clients
Once land registration or search processes are completed, officers dispatch registered documents or communicate rejections to clients. This involves organizing documents for collection or transmission, updating records to reflect dispatch status, and ensuring that clients receive accurate and timely information regarding their applications.
Storing and preserving land records
A core responsibility of the position is the storage and preservation of land records. Officers assist in organizing files, maintaining storage systems, and applying preservation measures to protect records from deterioration, loss, or unauthorized access. This duty underpins the long-term reliability of land information held by the Department.
Work Environment and Supervision
Land Records Management Assistant III officers work within land registries, records offices, or related administrative units under the State Department for Lands and Physical Planning. The work environment is structured and procedure-driven, reflecting the regulatory nature of land administration. Officers operate under the supervision of senior officers who provide guidance, allocate tasks, and oversee performance.
Given the entry-level nature of the role, supervision is a key component of the position. Newly appointed officers are expected to learn departmental procedures, records management practices, and public service standards through direct engagement with experienced colleagues. Over time, officers may be entrusted with increased responsibility as they demonstrate competence and reliability.
Importance of the Role
The Land Records Management Assistant III position plays a critical role in supporting the overall functioning of land administration systems. Accurate and well-managed land records are essential for property rights, dispute resolution, investment security, and public confidence in government services. By handling documents, maintaining records, and supporting registration processes, officers at this level contribute directly to these broader outcomes.
The role also supports transparency and accountability within land administration by ensuring that records are properly documented, traceable, and preserved. In a context where land issues can have significant social and economic implications, the contribution of records management personnel is both practical and strategic.
Career Context
As an entry and training grade, the Land Records Management Assistant III position provides foundational exposure to public service operations and land records management. While no career progression details are specified in the advert, the role offers an opportunity for officers to gain experience, develop practical skills, and understand the operational environment of a key government department. Such exposure can be valuable for long-term professional development within the public sector or related fields.
Application Information
Interested candidates are invited to submit their applications in accordance with the official application process provided by the recruiting authority. Applicants are advised to ensure that all required information is accurately provided and that applications are submitted before the stated closing date.
Closing Date for Applications
09 January 2026
Applications submitted after this date are not expected to be considered.
