The State Department for Public Service and Human Capital Development has announced a large-scale recruitment exercise aimed at strengthening administrative and operational capacity across various government offices. This recruitment is part of ongoing public service reforms intended to enhance efficiency, accountability, and service delivery within government institutions. Through Advert Number 206/2025, the Department invites applications from qualified individuals for the position of Clerical Officer, Job Scale F.
This opportunity is designed to attract individuals who are seeking entry-level roles within the public service framework and who are prepared to contribute to day-to-day administrative, clerical, and support functions across multiple departments. The Clerical Officer position serves as a foundational role within the civil service, offering structured exposure to government operations and administrative systems.
A total of 300 vacancies have been declared, making this one of the more extensive recruitment drives for this cadre in the current cycle. Successful candidates will be deployed across various functional units, including Human Resource Management Units, General Registries, Procurement Offices, Accounts Offices, and other general office service areas. The positions are offered on permanent and pensionable terms, subject to applicable public service regulations.
This job advertisement is presented in a neutral and professional format suitable for publication on third-party job boards. It provides a comprehensive overview of the role, duties, deployment areas, and application process, based strictly on the details provided in the official advert.
Organisation Advertising
The recruiting institution is the State Department for Public Service and Human Capital Development. This Department plays a central role in managing human capital within the public service, developing policies related to public sector workforce planning, and ensuring effective utilization of personnel across government institutions. The Department also oversees standards, systems, and practices that govern public service administration.
Advert Details Overview
Advert Number: 206/2025
Designation: Clerical Officer
Job Scale: F
Number of Vacancies: 300
Terms of Service: Permanent and Pensionable
Advert Date: 16 December 2025
Closing Date: 9 January 2026
The recruitment is open to both serving and non-serving officers, with no prior work experience required. The position is classified as an entry and training grade within the clerical cadre.
Position Title: Clerical Officer
The Clerical Officer position is an entry-level role within the public service structure. Officers appointed to this grade are expected to perform a wide range of clerical, administrative, and support duties under supervision. The role is structured to provide foundational training and practical experience in government administrative processes, systems, and procedures.
Clerical Officers are essential to the smooth operation of public offices. They support record management, correspondence handling, data compilation, financial documentation, and routine human resource functions. Their work contributes directly to the accuracy, efficiency, and reliability of administrative outputs within government departments.
This position is suitable for individuals who are detail-oriented, organized, and capable of handling routine administrative tasks in a structured environment. The role involves working with documents, records, and data, as well as interacting with internal offices and, in some cases, members of the public.
Nature of the Role
The Clerical Officer role is categorized as an entry and training grade. This means that officers appointed at this level are expected to learn and develop core clerical competencies while performing assigned duties. Supervision and guidance are provided to ensure adherence to public service standards and procedures.
Deployment is determined by operational needs and may include placement in:
Human Resource Management Units
General Registry sections
Procurement offices
Accounts offices
General office services
Assignments may vary depending on the specific department or office to which an officer is posted. However, the core clerical functions remain consistent across deployments.
Duties and Responsibilities
Officers appointed to the Clerical Officer position will be responsible for a range of duties as outlined in the official advert. These duties are routine in nature but are critical to the functioning of government offices. The following is a detailed description of the duties and responsibilities associated with this position.
Compiling Statistical Records
Clerical Officers are required to compile statistical records based on available data sources. This involves collecting information from routine or special records, organizing it systematically, and preparing it for reference or reporting purposes. The task requires attention to detail to ensure that compiled data is accurate and complete.
Statistical records may relate to staffing levels, service delivery outputs, financial transactions, or other administrative metrics depending on the deployment area. Officers are expected to follow prescribed formats and guidelines when compiling such records.
Sorting, Filing, and Dispatching Letters
A key responsibility of the role involves managing official correspondence. Clerical Officers sort incoming and outgoing letters, ensuring that documents are correctly categorized and directed to the appropriate offices or officers. This includes preparing mail for dispatch and recording correspondence as required.
Proper handling of correspondence is essential for maintaining communication efficiency within and between government offices. Officers must ensure that letters are filed accurately and dispatched promptly to avoid delays in administrative processes.
Maintaining an Efficient Filing System
Clerical Officers are tasked with maintaining efficient filing systems for both physical and, where applicable, electronic records. This includes organizing files in a logical and accessible manner, updating records, and ensuring that documents can be retrieved easily when required.
An efficient filing system supports accountability, transparency, and continuity of operations. Officers must adhere to established records management policies and procedures, including confidentiality and data protection requirements.
Processing Human Resource Management Records
In Human Resource Management Units, Clerical Officers assist in processing records related to appointments, promotions, disciplinary actions, transfers, and other personnel matters. This involves handling documentation, updating employee records, and supporting routine HR administrative tasks.
The role requires accuracy and discretion, as human resource records are sensitive and must be managed in compliance with public service regulations. Officers are expected to work under supervision and follow established workflows when handling HR-related documentation.
Computation of Financial or Statistical Records
Clerical Officers may be involved in the computation of financial or statistical records based on routine or special sources of information. This includes performing basic calculations, reconciling figures, and preparing summaries for review by supervisors or senior officers.
Such tasks are common in accounts offices and other units that handle numerical data. Officers must ensure that computations are accurate and supported by proper documentation.
Preparing Payment Vouchers
In accounts-related deployments, Clerical Officers assist in preparing payment vouchers. This involves compiling supporting documents, entering relevant details, and ensuring that vouchers are prepared in accordance with applicable financial procedures.
Payment vouchers form part of the government’s financial control system, and accuracy at this stage is essential to prevent errors or delays in processing payments. Officers work under supervision and follow established guidelines.
Compiling Data and Drafting Simple Letters
Clerical Officers are also responsible for compiling data and drafting simple letters. Data compilation may involve gathering information from various sources and presenting it in a structured format. Drafting simple letters includes preparing routine correspondence based on standard templates or instructions.
These tasks support communication and reporting functions within the office. Officers are expected to ensure clarity, correctness, and adherence to official communication standards.
Work Environment and Supervision
The Clerical Officer role is typically office-based and operates within standard government working hours, subject to operational requirements. Officers work as part of a team and report to supervisors or senior administrative officers.
As an entry-level position, the role emphasizes learning and development. Supervision is provided to guide officers in understanding procedures, systems, and expectations. Over time, officers are expected to demonstrate improved efficiency, accuracy, and familiarity with public service operations.
Terms of Service
The Clerical Officer positions are offered on permanent and pensionable terms. This means that successful candidates will be appointed in accordance with public service regulations governing pensionable employment. Terms and conditions of service are subject to applicable laws, policies, and guidelines of the public service.
Number of Vacancies
A total of 300 Clerical Officer vacancies have been declared under this advert. The large number of positions reflects the widespread need for clerical support across government institutions and presents a significant opportunity for eligible applicants.
Advert Date and Closing Date
The advert was issued on 16 December 2025. Applications must be submitted on or before 9 January 2026. Applications received after the closing date are not expected to be considered.
Application Process
Applications for the Clerical Officer positions are to be submitted through the designated application platform as provided by the recruiting authority. Applicants are expected to follow all instructions outlined in the official application process.
Only applications submitted within the specified period will be considered. Applicants are advised to ensure that all required information is provided accurately during the application process.
