MINISTRY OF AGRICULTURE AND FOOD SECURITY
CIRCULAR NO. 2 OF 2025
Reference: AG/CIR/2
Applications are invited from suitably qualified local candidates for the following position tenable in the Ministry of Agriculture, Food Security and Nutrition:
MINISTRY: Agriculture, Food Security & Nutrition
DEPARTMENT: Field Services
TITLE: Assistant Personal Secretary
GRADE: D
RESPONSIBLE TO: District Agricultural Officer
LOCATION: Thaba-Tseka
NO. OF POSITIONS: One (1)
JOB SUMMARY
Under the general supervision of the District Agricultural Officer (DAO), the Assistant Personal Secretary is responsible for typing, production and distribution of documents; office administration; arrangement of official trips and visits; organization of official meetings, conferences and entertainment; office security; and supervision of staff.
MAIN DUTIES
1. Typing, Production and Distribution
- Types correspondence and documents for legible presentation.
- Seals classified documents to ensure confidentiality.
- Takes and transcribes dictation to reduce drafting time.
- Photocopies and binds documents for wide distribution.
- Distributes reports and other documents as necessary.
2. Office Administration
- Receives and relays messages to facilitate appropriate action.
- Dispatches mail and transmits messages to various organizations.
- Maintains the Director’s diary for timely and relevant action.
- Records and passes incoming mail to the Director.
- Annotates mail to indicate urgency or importance.
- Prepares routing slips for immediate action.
- Maintains filing systems for easy access and reference.
- Registers outgoing mail and instructs messengers on delivery/postage.
- Receives visitors, attends to their requests, and refers queries appropriately.
- Checks and recommends servicing or replacement of office equipment.
3. Arrangement of Official Trips and Visits
- Composes itineraries for business journeys.
- Arranges visas, accommodation, and transport for the Director and official guests.
- Advises on retirement of tour imprest for accountability.
- Confirms validity of travel documents and health certificates.
- Organizes leisure activities for official guests to ensure a hospitable visit.
4. Organization of Official Meetings, Conferences and Entertainment
- Issues and confirms invitations for meetings and events.
- Organizes refreshments to promote good public relations.
- Communicates acceptance or decline of invitations.
- Maintains an official guest list to adhere to protocol and avoid omissions.
5. Office Security
- Secures office by locking windows, activating alarms, and storing classified documents.
- Switches off heating/cooling systems to prevent fire hazards.
- Posts security procedures in relevant offices.
- Logs into BIOS system to restrict computer access.
6. Supervision of Staff
- Conducts induction and in-house training for subordinate staff.
- Assigns and monitors work to ensure quality control.
- Appraises staff performance when necessary.
JOB SPECIFICATION
Education and Training Requirements:
- Diploma in Secretarial Studies
OR - Diploma in Office Administration and Management from a recognized institution
PLUS - At least three (3) years of relevant experience in secretarial duties and office procedures
- Typing speed of 50 wpm
OR
Typing speed of 50 wpm
Certificate in Secretarial Studies
PLUS
Minimum of five (5) years of relevant experience in secretarial duties
APPLICATION INSTRUCTIONS
Applications must be submitted on relevant forms:
- GP 104 for serving officers
- GP 103 for job seekers
Applications must be accompanied by:
- Certified copies of educational certificates and transcripts
- Certified copy of National Identity Document
- Up-to-date performance appraisal forms (for serving officers)
Submission Address:
The Director Human Resources
Ministry of Agriculture, Food Security & Nutrition
P.O. Box 24
Maseru 100
Deadline: Not later than 19th September 2025