MINISTRY OF INFORMATION, COMMUNICATIONS, SCIENCE, TECHNOLOGY AND INNOVATION EXTERNAL CIRCULAR NO.1 OF 2025
P.O. Box 36
Maseru 100
02nd January 2025
CM/ CIR/ 30
TO: ALL PRINCIPAL SECRETARIES
ALL HEADS OF DEPARTMENTS
ALL DISTRICT ADMINISTRATORS
COPY: GOVERNMENT SECRETARY
SENIOR PRIVATE SECRETARY TO HIS MAJESTY
SENIOR PRIVATE SECRETARY TO THE PRIME MINISTER
CLERK OF THE NATIONAL ASSEMBLY
CLERK OF THE SENATE
ATTORNEY GENERAL
ACCOUNTANT GENERAL
AUDITOR GENERAL
OMBUDSMAN
DIRECTOR IEC
SECRETARY, PUBLIC SERVICE COMMISSION
Applications are invited from suitably qualified local candidates for the following positions:
JOB TITLE: CLERICAL ASSISTANT
GRADE: B
DEPARTMENT: ADMINISTRATION
RESPONSIBLE TO: REGISTRY SUPERVISOR
JOB SUMMARY:
Under the general supervision of the Registry Supervisor, Clerical Assistant classifies, distributes, retrieves, and safeguards files and correspondence within the Ministry, also controls file movement.
MAIN DUTIES
1.0 Classification and filling
1.1 Receives and sorts incoming mail for circulation to divisional heads for information.
1.2 Main file index to keep record of all the Ministry’s files for accurate filling.
1.3 Classifies incoming mail to determine relevant subject files for proper filling.
1.4 Registers incoming and outgoing mail for record purposes.
1.5 Allocates and marks folio numbers to relevant action officers for their attention.
1.6 Fills weeding and transfer record sheet to keep trace of Folio transferred to other files.
1.7 Dispatches outgoing mail for delivery to their destinations to ensure timely delivery.
2.0 File Movement Control
2.1 Maintains file movement cards to keep of all the distributed files to different action officer.
2.2 Examines transit ladders of files to ensure that action has been taken by relevant officer on all marked folios.
2.3 Keeps brings-up diaries to facilitate faster circulatiorhef files between different action officers.
3.0 Safe keeping of files
3.1 Collects on daily basis at a close business all distributed files to ensure their safety.
3.2 Keeps proper record of all closed files for their safety and future use.
JOB SPECIFICATION
C.O.S.C with pass in English
OR
G.C.E with a pass in English plus 1 year experience in a related field
RESPONSIBILITY
Responsibility for property
The job places on the incumbent the responsibility to ensure that mail and files are kept safe.
For effect of errors
The incumbent is responsible for error that maybe committed while handling the mail e.g. misfiling and misplacement of files which could result in losing mail and delays in taking action.
Contacts
The work requires making regular contacts with heads of Departments, Secretaries and Colleagues about correspondence in the files. The incumbent is also expected to make follow ups with other Ministries and Private organizations.
EFFORT
Mental effort
The job requires careful concentration for the perusal and classification of the mall to avoid misfiling and improper direction of the mail.
Physical effort
The incumbent may occasionally have to carry files to different desk officers.
Emotional effort
The job involves dealing with officials who are occasionally impatient and desperate for the files and documents. The incumbent therefore has to be understanding, tolerant and tactful to such cases.
Applications should be made on the relevant forms of GP 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, ID and Council on Higher Education (CHE) Certificate of verification should be hand delivered to:
The Human Resource Office
Ministry of Information, communication, Science, Technology and Innovation
3rd floor Moposo house
DEADLINE FOR SUBMISSION WILL BE ON THE 03rd FEBRUARY 2025