Background

The Higher Education Authority (HEA), a statutory body established under the Higher Education Act, 2013, is mandated to regulate and monitor standards in Higher Education Institutions (HEIs) to ensure quality services and contribute to the enhancement of human capital and accelerated national development.

The Higher Education Authority is inviting applications from suitably qualified Zambians to fill the following position:

1. INTERN – DOCUMENTATION AND REGISTRY ASSISTANT (2 POSITIONS)

DURATION: 3 MONTHS

JOB PURPOSE

To provide documentation and registry services in order to enhance accessibility of information.

KEY RESULT AREA AND PRINCIPAL ACCOUNTABILITIES

• Storage and Retrieval of Records: Undertakes timely storage and retrieval of records in order to facilitate access to information by authorised users.
• Indexing and Classification: Undertakes accurate indexing and classification of records.
• Archiving of Records: Undertakes archiving of records to facilitate proper storage and space creation.
• File Movement and Tracking: Undertakes timely movement and tracking of files.
• Document Reproduction Services: Undertakes document reproduction duties.
• Correspondence Management: Undertakes receipt and distribution of correspondence.
• Records Security and Control: Undertakes safeguarding of records.
• Appraisal and Disposal Support: Undertakes appraisal of records.
• Performance Management: Undertakes development of individual work plans.

MINIMUM REQUIREMENTS

Academic & Professional Qualifications

• Full Grade 12 School Certificate or equivalent.
• Pursuing or recently completed a Diploma in Library and Information Studies OR related field from a recognised Higher Education Institution.

Experience

• NIL

Required Competencies

• Analytical skills with ability to produce technical reports.
• Exceptional oral and written communication skills in English.
• High level of integrity, tact, diplomacy, and ethical conduct.
• Computer literacy capabilities.

Additional Notes

The Higher Education Authority is an equal opportunity employer and does not request for payments for job openings. Any such activities should be considered fraudulent and reported immediately.

ONLY SUCCESSFUL CANDIDATES WILL BE CONTACTED.

Responsibilities

• Undertakes timely storage and retrieval of records in order to facilitate access to information by authorised users.
• Undertakes accurate indexing and classification of records.
• Undertakes archiving of records to facilitate proper storage and space creation.
• Undertakes timely movement and tracking of files.
• Undertakes document reproduction duties.
• Undertakes receipt and distribution of correspondence.
• Undertakes safeguarding of records.
• Undertakes appraisal of records.
• Undertakes development of individual work plans.

Skills

• Analytical skills with ability to produce technical reports.
• Exceptional oral and written communication skills in English.
• High level of integrity, tact, diplomacy, and ethical conduct.
• Computer literacy capabilities.

Qualifications

• Full Grade 12 School Certificate or equivalent.
• Pursuing or recently completed a Diploma in Library and Information Studies OR related field from a recognised Higher Education Institution.

How to Apply

Job application procedure

Eligibility:

Zambians who meet the minimum qualifications and experience for the specific role are encouraged to apply.

Submission:

All applications should be addressed to the Director-General and submitted via the following link:

Click Here to Apply Now

Closing Date:

All applications must be received no later than Friday, 14th August 2026 at 17:00 hours.

Contact Information:

The Director-General

Higher Education Authority

2nd Floor, Engineering House

Plot No. 2374

Kelvin Siwale Road

P.O. Box 50795

Lusaka

(+26 •••••• 84

Important Note:

ONLY SUBMISSIONS VIA THE LINK WILL BE ACCEPTED.