Ministry of Agriculture, Food Security and Nutrition
Wool and Mohair Value Chain Competitiveness Project
The Government of the Kingdom of Lesotho through the Ministry of Agriculture, Food Security and Nutrition (MAFSN) has just started implementation of the Wool and Mohair Value Chain Competitiveness Project (WaMCoP), which is a 7 years project that covers the 10 districts of Lesotho. The project is financed by the Government of Lesotho, International Fund for Agricultural Development (IFAD), OPEC Fund for International Development, Global Environment Facility and beneficiary’s contributions. The projects overall goal is to increase the economic and climate resilience of wool and mohair value chain stakeholders, with emphasis on wool and mohair farmers’ livelihoods, including women and youth. The MAFSN has established the key positions of the project coordination unit and would like to make a call to the relevant professionals for the following additional positions:
Position: Executive Secretary
Report To: Project Coordinator
Duty Station: Maseru
Job Summary:
Under the supervision of the Project Coordinator, the Executive Secretary is responsible for production and distribution of the documents, mail processing and records management, office management, organization of official meetings, confines and official entertainments, organization of official trips for PC and visits, office security, provision of secretarial services and dissemination of information in order to provide an effective administrative support to the office of Project Coordinator.
Main Duties and Responsibilities
- Types correspondence and documents to put written communication into a legible presentation.
- Seals classified documents to accord office secrecy.
- Takes and transcribes dictation to a legible presentation to cut down on Project Coordinator`s drafting time.
- Photocopies documents to enable wide distribution.
- Binds reports and other documents and distributes them as necessary for information.
- Receives and records incoming mail and forwards it to the Project Coordinator to enable necessary action.
- Registers outgoing mail and instructs messenger on delivery / postage for record and appropriate dispatch.
- Receives and transmits electronic messages as necessary to facilitate communication with all stakeholders.
- Maintains a record system and files correspondence for access to information and reference.
- Annotates mail to facilitate monitoring of action taken by appropriate offices and control the flow of documentation into the Project Coordinator`s office.
- Annotates as necessary to indicate the urgency and /or importance of certain portions that require immediate attention.
- Prepares a routine slip as necessary to facilitate immediate action.
- Operates a reminder system for the Project Coordinator to enable timely and relevant action.
- Prepares and admits budgetary needs to the Project Coordinator to enable inclusion in the Project budget.
- Checks status of office equipment and furniture and recommends service/ replacement as necessary to ensure continuity of services.
- Replies to correspondence of routine nature to alleviate pressure on the Project Coordinator’s workload.
- Receives and gives messages to enable appropriate action
- Receives visitors, attends to their request and refer their queries to other officers as necessary to regulate and speed up the process of service delivery.
- Maintains the Project Coordinator’s diary for appointments and meetings to enable effective time management
- Prepares and submits on regular basis stationery requisitions to Administration Office to ensure availability of supplies
- Keeps office books and publications to record and reference.
- Arrange facilities for hosting of meetings, conferences, workshops, seminars and entertainment as assigned by the Project Coordinator to enable attendance and availability of essential requirements
- Issues letters of invitations for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics
- Organises refreshments for official meetings to promote good public relations
- Maintains a list of official invitees to avoid errors of omission.
- Informs the Administration Officer of the Project Coordinator’s planned trips to ensure availability of transport.
- Provides general information on projects responsibilities and activities to promote awareness.
Required Qualifications and Experience
Bachelor’s Degree in Office Management /Business Administration from a recognised university plus 5 years’ work experience in a similar role.
Skill sand Competencies
- Excellent analytical and problem-solving skills
- Excellent communication skills
- Organisational skills
- Ability to set priorities
- Proficiency in written and spoken English language
- Computer skills – MS Microsoft
Mode and Duration of Contract
The duration of the assignment will be three years, renewable depending on satisfactory performance.
SUBMISSION
Interested candidates’ applications should be accompanied by detailed CVs, certified copies of national identity document, educational certificates and transcripts and be delivered to the address below not later than 28 February 2025 At 16:00hrs
The Director Human Resources
Ministry of Agriculture, Food Security and Nutrition
80 Constitution Road
P.O. Box 24
Maseru 100
Only shortlisted candidates will be notified.