Background
The Ministry of Energy and Meteorology is implementing the “Lesotho Renewable Energy and Energy Access Project” (LREEAP) funded by the Government of Lesotho (GoL) and the World Bank (WB). The objective of the project is to increase energy access in rural and peri-urban areas of Lesotho.
The project comprises three components: Grid Extension to Industrial Zones and Peri-urban areas of Lesotho; Rural electrification by mini-grids; and Technical Assistance to support project implementation. The LREEAP hereby invites applications from eligible candidates for the following positions:
EXECUTIVE SECRETARY
Roles and Responsibilities
The responsibilities of Executive Secretary will include:
1.1 Typing production and distribution of documents
i. Type’s correspondence and documents to put written communication into a legible presentation.
ii. Seals classified documents to accord office secrecy.
iii. Takes and transcribes dictation to a legible presentation to cut down on senior official’s drafting time.
iv. Photocopies documents to enable wide distribution.
v. Binds reports and other documents and distributes them as necessary for information.
1.2 Office Administration
i. Receives and relays messages through a suitable medium to facilitate the taking of appropriate action.
ii. Transmits messages through an appropriate media and dispatch mail to facilitate communication with various organizations and individuals.
iii. Maintains the Project Coordinator diary to facilitate timely and relevant action
iv. Receives records and passes incoming mail to the senior officials to facilitate appropriate action.
v. Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
vi. Prepares a routing slip as necessary to facilitate immediate action.
vii. Maintains a record system and files correspondence for access to information and reference.
viii. Registers out-going mail and instructs messenger on delivery/postage for record and appropriate dispatch.
ix. Receives visitors, attends to their requests and refers their queries to other officers as necessary to regulate and speed up the process of service delivery.
x. Checks office equipment in the senior officials and own office and recommends service or replacement to minimize work-flow disruptions.
1.3 Arrangement of Official trips and visits
i. Composes itinerary of business journeys for the Project Coordinator as assigned to enable successful travels.
ii. Arranges entry visas, accommodation and transport for the officials to enable successful stay and movement in the host country.
iii. Advises officials to retire impress as appropriate for accountability of LREEAP’s funds.
1.4 Organization of Official meetings
i. Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
ii. Communicates senior official’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
iii. Maintains an official guest list in order to adhere to protocol practices and to avoid errors of omission.
Qualifications: At least Diploma in Secretarial Studies, Office Administration or related field.
Experience:
5 years progressive work experience as an Executive Secretary
Previous experience in working with International Organizations will be added advantage.
Essentials skills and knowledge:
Energetic, independent and self motivated
Excellent analytical, oral and written communications skills
Excellent management and diplomatic skills
Ability to manage multi priorities while working as part of team
Good understanding of basic IT programs
Knowledge of Lesotho Central and district Government structure and operations
Language:
Fluency in reading,writing and speaking in both Sesotho and English
Interested candidates must email applications, CVs including certified Certificates to [email protected] cc [email protected] or hand deliver to Lower Thetsane end of Senqu Street. The deadline for submission of applications is Friday, 28th May 2021 at 12:00 noon. Please contact Procurement Specialist at +266 58044104 for further clarifications.
Only shortlisted candidates will be contracted. Female are strongly encouraged to apply.