Applications are invited from suitably qualified local candidates for the following positions in the Ministry of Water:
JOB TITLE : EXECUTIVE SECRETARY
GRADE : F
RESPONSIBLE TO : PRINCIPAL SECRETARY
DEPARTMENT : ADMINISTRATION
MINISTRY WATER
NO. OF POSITIONS ONE (1)
DUTY STATION : MASERU
JOB SUMMARY
Under the general supervision of the Principal Secretary, the Executive Secretary is responsible for production and distribution of documents, mail processing and records management; Organization of official meetings, conferences and official entertainment; Organization of official trips and visits; Office security, improvement of secretarial services and dissemination of information in order to provide an effective administrative support.
MAIN DUTIES
1.0 PRODUCTION AND DISTRIBUTION OF DOCUMENTS
1.1 Types correspondence and documents to put written communication into a legible presentation
1.2 Seals classified documents to accord office secrecy
1.3 Takes and transcribes dictation to a legible presentation to cut down on Principal Secretary’s drafting time
1.4 Photocopies documents to enable wide distribution
1.5 Binds reports and other documents and distributes them as necessary to an able necessary action.
2.0 MAIL PROCESSING AND RECORDS MANAGEMENT
2.1 Receives and records in-coming mail and forwards it to the Principal Secretary to enable necessary action.
2.2 Registers out-going mail for record and instructs messenger on delivery/ postage for appropriate dispatch.
2.3 Receives and transmits electronic messages as necessary to facilitate communication with outside persons and organizations.
2.4 Maintains a record system and files correspondence for easy access to information and reference
2.5 Annotates mail to facilitate monitoring of action taken by appropriate officers and to control the flow of documents into the Principal Secretary’s office.
2.6 Annotate mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention
2.7 Prepares a routing slip as necessary to facilitate immediate action
2.8 Operates a reminder system for the Principal Secretary to enable timely and relevant action
3.0 OFFICE MANAGEMENT
3.1 Prepares and submits budgetary needs to the Principal Secretary to enable inclusion in Ministerial/Departmental budget
3.2 Checks status of office equipment and furniture and recommends service/replacement as necessary to ensure continuity of services
3.3 Arranges payment of associate membership and subscription to maintain affiliation with professional bodies and keep abreast with developments
3.4 Replies to correspondence of routine nature to alleviate pressure on the Principal Secretary’s workload
3.5 Receives and gives messages to enable appropriate action
3.6 Receives visitors, attends to the requests and refer their queries to other officers, as necessary to regulate and speed up the process of service delivery
3.7 Maintains the diary for appointments and meetings to enable effective time management.
3.8 Arranges documents on the Principal Secretary’s desk and shelves in order keep the office properly organized.
3.9 Prepares and submits on regular basis stationery requisitions to Stores to ensure availability of supplies.
3.10 Keeps office books and publications for records and reference.
3.11 Send out reminder notices regarding overdue books/publication for accountability and to enable wider circulation.
4.0 ORGANIZATION OF OFFICIAL MEETINGS, CONFERENCES AND OFFICAL ENTERTAINMENT
4.1 Arranges facilities for hosting of meetings, conferences, workshops, seminars and entertainment as assigned by Principal Secretary to enable attendance and availability of essential requirements.
4.2 Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
4.3 Organizes refreshments for official meetings to promote good public relations.
4.4 Communicates Principal Secretary’s acceptance /decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.5 Maintains a list of official invitees to adhere to protocol practice and to avoid errors of omission.
5.0 ORGANISATION OF OFFICIAL TRIPS AND VISITS
5.1 Informs the Transport Officer of the Principal Secretary’s planned trips to ensure availability of transport.
5.2 Composes itinerary of business journeys for the Principal Secretary and entourage as assigned to enable their successful travel.
5.3 Arranges entry visas, accommodation, and transport for the Principal Secretary and entourage to enable successful stay and movement in the host country.
5.4 Advises Principal Secretary to retire tour imprest as appropriate for accountability of public funds.
5.5 Checks and confirms the validity of travel documents and certificates of inoculation of the Principal Secretary and entourage in the order to ensure their adherence to immigration and health requirements of the host country.
5.6 Arranges entry visas, accommodation, and transport for official guests to enable their stay and movement in the country.
5.7 Arranges appointments and leisure activities for official guests to enable hospitable visit.
5.8 Provides official visitors with information on weather and places of interest e.g. tour, excursions and shopping to advice guests.
6.0 OFFICE SECURITY
6.1 Closes windows and locks the entire office suite and activates the alarm system to prevent loss and theft
6.2 Locks in all classified correspondence and documents to Prevent unauthorized access
6.3 Switches off heating/ cooling on vacation of office to prevent accidental fire occurrences
6.4 Posts security procedures in Principal Secretary’s and own office in order to facilitate adherence to security
6.5 Logs in the bios System of the computer to restrict access
7.0 IMPROVEMENT OF SECRETARIAL SERVICES
7.1 Sets quality control standards to ensure continuous improvement of service provision
7.2 Identifies training needs for the secretarial staff and makes recommendation to the training officer to facilitate provision of relevant training/services commensurate with set standards
7.3 Identifies suitable office equipment and furniture to ensure Production of quality required.
8.0 INFORMATION DISSEMINATION
8.1 Prepares and submits for approval by appropriate authority, press release to disseminate information
8.2 Provides general information on ministerial/ departmental responsibilities and activities to promote awareness
8.3 Notifies Principal Secretary of issues arising from the media that affects the Ministry/ department to enable an informed decision
8.4 Performs any other related duties that may be assigned due to the demand of the service
JOB SPECIFICATION
Diploma in Secretarial studies from a recognized institutions plus ten (10) years experience in secretarial duties
OR
Typing speed of 60 wpm and shorthand of 100 wpm plus 10 years experience in secretarial duties, office procedures and Advanced Word Processing.
Applications on relevant forms, G.P. 104 (serving officers) and G.P. 103 (for job seekers) with certified copies of education certificates and certified IDs should be submitted to:
Human Resource Manager
Ministry of Water
Christie House Orpen RD
Maseru 100 Lesotho
NOT LATER THAN 12TH NOVEMBER 2021