Eswatini Civil Aviation Authority (ESWACAA), a Category A Public Enterprise responsible for the regulation of Civil Aviation in the Kingdom of Eswatini and the operation of King Mswati III International Airport. ESWACAA carries out its mandate in conformity with International Civil Aviation Organisation’s (ICAO)Standards and Recommended Practices (SARPs).
ESWACAA invites suitably qualified and experienced candidates to apply for the position of Document Control and Records Management Coordinator tenable within the Corporate Services Division. The successful candidate will be stationed in Matsapha (ESWACAA Head Office) with occasional travel to KMIII International Airport (Sikhuphe).
1. JOB PURPOSE:
To develop, implement and maintain an effective Document Control and Records Management System that supports ESWACAA’s Integrated Management System and complies with ICAO SARPs, operational standards and applicable statutory and regulatory requirements. The role ensures that organisational documents and records are accurate, current, secure, traceable and readily accessible, while supporting compliance, quality assurance and continuous improvement across the organisation.
Job Summary
- Type: full-time
- Location: Matsapha
- Category: Administration
- Closing Date: 2026-07-26
Key Responsibilities
- Manage the Authority’s document control and records management system, ensuring compliance with adopted IMS standards.
- Maintain controlled documents, records, registers and document libraries, ensuring accuracy, version control and traceability.
- Provide timely document and records support to internal departments and external stakeholders, including auditors and certification bodies.
- Coordinate and support internal and external IMS audits, including tracking non-conformances and corrective actions.
- Maintain HSEQ-related records, training documentation, calibration registers and waste management records.
- Promote IMS and document control awareness through training and communication initiatives.
- Support continuous improvement of Integrated Management System (IMS) processes and documentation.
Requirements
- Bachelor’s degree in quality management, Records/Information Management, Business Management, IMS or equivalent.
- Certification in ISO 9001, ISO 14001 and ISO 45001 Internal Auditor, Records Manager (CRM) or Information Governance Professional (IGP) will be an added advantage.
- Three (3) years in similar role.
- Full Aviation Security Clearance.
- ISO management systems and applicable standards (ISO 9001, ISO 14001, ISO 45001).
- Eswatini National Archives and Records Service Act No. 6 of 2023, ISO 15489, and ISO 27001.
- Document control and records/retention management principles.
- Computer literacy / Microsoft Office suite and specific EDRMS software platforms.
- ESWACAA’s Operational processes & procedures.
- Excellent written communication skills with the ability to prepare clear, structured, and consistent governance documentation.
- Collaborative mindset that supports coordination across project teams, consultants, contractors, and stakeholders.
- Strong problem-solving mindset with an interest in process improvement and operational consistency.
How to Apply
Apply by email: recruitment@eswacaa.co.sz
Frequently Asked Questions
What qualifications or certifications are typically required for a Document Control and Records Management Coordinator role at ESWACAA?
Most employers in Eswatini require a diploma or degree in Records Management, Information Science, or Library Science. Professional certifications such as ISO 15489 or ICRM are highly valued. Experience with electronic document management systems is increasingly expected in aviation regulatory environments.
What are the typical day-to-day responsibilities in this role?
You will manage the creation, storage, retrieval, and disposal of official records in compliance with aviation regulations. Daily tasks include maintaining document version control, coordinating with departments for record submissions, and ensuring audit readiness. You will also train staff on proper documentation procedures and manage access permissions.
How does the work culture in Eswatini's public sector affect this position?
Eswatini's civil service culture emphasizes hierarchy, respect for protocol, and formal communication channels. Punctuality and proper documentation are highly valued in regulatory bodies like ESWACAA. Building relationships across departments is essential since records management requires cooperation from all units.
What career progression opportunities exist for records management professionals in Eswatini?
With experience, you can advance to Senior Records Manager or Information Governance Manager roles within government or parastatals. Some professionals transition to consultancy or specialize in aviation-specific compliance systems. Further studies in Information Technology or Project Management can open doors to broader operational roles.
What benefits are typically offered for coordinator-level positions in Eswatini government agencies?
Public sector roles usually include pension contributions through the Public Service Pension Fund, medical aid schemes, and annual leave entitlements as per government regulations. Some positions may offer housing or transport allowances depending on grade level. Specific benefit packages vary by employer and are detailed in official appointment letters.
How should I apply for this position and what do Eswatini employers look for in candidates?
Monitor the Eswatini Government Official Gazette and ESWACAA announcements for advertised vacancies, then submit applications through specified channels with certified copies of qualifications. Employers prioritize candidates with demonstrable attention to detail, integrity, and familiarity with ISO standards or aviation documentation requirements. Strong references from previous supervisors and a clean criminal record are typically mandatory for aviation sector roles.