Applications are invited from suitably qualified local candidates for the following positions that are tenable in the Ministry of Agriculture and Food Security.
MINISTRY : AGRICULTURE AND FOOD SECURITY
DEPARTMENT : DFS
JOB TITLE : ASSISTANT PERSONAL SECRETARY
GRADE : D
NO. OF POSITIONS : 2
RESPONSIBLE TO : PERSONAL SECRETRY
LOCATION : QACHA’S NEK AND MOKHOTLONG
JOB SUMMARY
UNDER THE GENERAL SUPERVISION OF THE DIRECTOR OF HUMAN RESOURCES, THE ASSISTANT PERSONAL SECRETARY IS RESPONSIBLE FOR TYPING PRODUCTION;OFFICE ADMINISTRATION; PREPARATION OF MEETINGS AND SUPERVISION OF TYPISTS.
MAIN DUTIES
1 TYPING PRODUCTION
1.1 Reviews drafts to ensure correctness of reference numbers.
1.2 Types classified and urgent documents, as assigned to accord urgency and confidentiality.
1.3 Types ordinary reports, letters, savingrams, memos and minutes to put written communication into a legible presentation.
1.4 Photocopies documents to enable wide distribution.
1.5 Binds reports and other documents and distributes them as necessary for information.
1.6 Files copies of typed correspondence for record.
2. OFFICE ADMINISTRATION
2.1 Checks all office equipment in the typing pool and recommends service and replacement as and when
necessary to ensure continuity in the typing pool services.
2.2 Prepares and submits on regular basis stationery requisitions to stores to ensure availability of the necessary supplies.
2.3 May receive visitors, interview them and assist them as necessary to minimiseinterruptions in the supervisor’s work.
3. PREPARATION OF MEETINGS
3.1 Arranges meetings as assigned by the supervisor to facilitate attendance and availability of essential requirements.
3.2 May take minutes during administrative meetings and distributes them to members for their record.
4. SUPERVISION OF TYPISTS
4.1 Assigns work to Typists in the typing pool for even work distribution.
4.2 Guides Typists and regularly checks their work to maintain quality of their output.
4.3 Performs any other related duties that may be assigned due to the demand of the service.
ENTRY REQUIREMENTS
Direct Entry
Diploma in Secretarial Studies from a recognized institution plus typing speed of 45 wpm.
OR
Diploma in Information Management and Technology plus typing speed of 45 wpm.
In-service Entry
By promotion of a serving Typist with the following:
Typing speed of 45 wpm plus 4 years working experience in the
secretarial duties and office procedures and Certificate in Word
processing.
Applications on relevant forms, (obtainable from the Ministry of Agriculture & Food Security), GP 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, National Identity Document and up-to-date performance appraisal forms for serving officers.
All applications must be addressed to:
The Director of Human Resources
Ministry of Agriculture & Food Security P.O. Box 24
Maseru – 100
Not later than the 20TH December, 2021 before 12:00 noon.