MINISTRY OF LOCAL GOVERNMENT, CHIEFTAINSHIP, HOME AFFAIRS AND POLICE
EXTERNAL CIRCULAR NOTICE NO. 20 OF 2025
Ref: LGS/CIR/2
Applications are invited from suitably qualified local candidates for the following position:
POSITION: Clerical Assistant
Number of Positions: Three (3)
Grade: Not specified
Department: Administration Department
Division/Branch: Local Government – Local Authorities (Community Councils)
Location: Leribe, Quthing, Mafeteng
Responsible To: Assistant Administration Officer
Job Summary
Under the general supervision of the Assistant Administration Officer, the incumbent is responsible for receiving and opening mail, keeping records of received mail, filing and distributing it to the action officers, and maintaining and updating the file index.
Main Duties
1. Receives and Opens Mail and Keeps Record of Received Mail
1.1 Registers received mail in the mail register.
1.2 Registers dispatched mail to relevant authorities or departments.
Purpose: To ensure proper tracking and proof of received and dispatched mail.
2. Files and Distributes Mail to Action Officers
2.1 Ensures that new mail is distributed to action officers through mail circulation.
2.2 Ensures that all filed letters have folio numbers.
2.3 Ensures that action officers have signed where action has been taken.
Purpose: To ensure that all received mail is processed and acted upon.
3. Maintains and Updates File Index
3.1 Ensures that mail is filed in the correct file according to its content.
3.2 Ensures that all closed and full files are stored safely in archives.
Purpose: To ensure proper record keeping and file management.
Job Specification
Minimum Requirements:
- C.O.S.C / GCE / IGCSE / LGCSE
Applications accompanied by certified copies of educational certificates and transcripts should be handed or delivered to the Human Resources Office, Fourth Floor, Post Office Building, Level 4, not later than 28 November 2025.