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 this role in Eswatini?
A minimum of a National Diploma or Bachelor’s degree in Information Management, Library and Information Science, Records Management, or a related field is usually required. Certification from the Records and Information Management Professionals Association of Southern Africa (RIMPSA) or equivalent local training recognised by the Eswatini Library and Information Association (ELIA) is highly valued. Some employers may accept relevant experience in lieu of formal qualifications, especially if combined with short courses offered by institutions like the University of Eswatini or the Civil Service Training Institute.
What does a typical day look like for a Document Control and Records Management Coordinator at ESWACAA?
Daily tasks include classifying, indexing, digitising, and securely storing aviation-related documents such as airworthiness certificates, audit reports, and regulatory correspondence in compliance with ICAO Annex 19 and Eswatini’s Public Records Act. You’ll also manage access controls, respond to internal and external information requests, and support audits by ensuring records are retrievable, authentic, and retention-compliant. Coordination with departmental records officers across ESWACAA’s offices in Matsapha and Manzini is routine.
How does the work culture and professional expectations in Eswatini affect this role?
Respect for hierarchy and formal communication channels is expected, especially when liaising with senior aviation officials or government stakeholders. Punctuality, discretion with sensitive data, and adherence to both national records legislation and international civil aviation standards are non-negotiable. Teamwork is valued, but initiative in improving filing systems or proposing digitisation upgrades is often recognised within Eswatini’s public sector reform context.
What career progression opportunities exist for someone in this role within Eswatini’s public sector?
With experience and further certification, you may progress to Senior Records Officer or Records Manager roles within ESWACAA or other statutory bodies like the Eswatini Revenue Authority or Ministry of Transport. Some professionals transition into broader compliance, quality assurance, or information governance positions across government agencies. Continued professional development through ELIA or regional RIM forums supports eligibility for promotion under the Public Service Commission’s competency-based framework.
What benefits can I realistically expect in this position, such as leave, medical aid, or pension?
As a public sector role under ESWACAA, you’re typically entitled to 25 days annual leave, full sick leave, and maternity/paternity leave per the Eswatini Employment Act. Medical aid is usually provided through the Government Medical Aid Scheme (GMAS), and pension contributions are mandatory under the Eswatini Government Pension Scheme. Additional allowances—such as transport or housing—depend on current Treasury guidelines and are not guaranteed for all entry-level coordinators.
How do I apply, and what do employers in Eswatini specifically look for in candidates for this role?
Applications are submitted via ESWACAA’s official website or the Public Service Commission portal when vacancies are advertised in the Times of Swaziland or on government notice boards. Employers prioritise candidates with demonstrable experience handling regulated documentation, familiarity with Eswatini’s Public Records Act No. 3 of 1990, and proven competence in records software (e.g., M-Files or open-source alternatives used locally). Strong written English, attention to detail, and references from previous government or aviation-related employers carry significant weight.