Applications are invited from suitably qualified local candidates for the following positions tenable in the Ministry of Education and Training:
EXECUTIVE SECRETARY GRADE: F ONE (1) POSITION
JOB SUMMARY
Under the general supervision of the Principal Secretary, the incumbent is responsible for production and distribution of documents, mail processing and records management, office management, organizing of official meetings, conferences and official entertainment, organizing 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 Typing 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 transcribe dictation to a legible presentation to cut down on senior official’s drafting time;
1.4 Photocopies documents to enable wide distribution;
1.5 Binds reports and other documents and distributes them as necessary for information.
2. Mail Processing and Records Management
2.1 Receives and records incoming mail and forwards it to enable necessary action.
2.2 Registers outgoing mail and instructs messengers on delivery/postage for record and appropriate dispatch.
2.3 Receives and transmits electronic messages as necessary or facilitates communication with outside persons and organization.
2.4 Maintains a record system and files correspondences for access to information and references.
2.5 Annotates mail to facilitate monitoring of action taken by appropriate officers and to control flow of documents.
2.6 Annotates as necessary to indicate the urgency of and or importance of certain portions that require immediate attention.
2.7 Prepares a routing slip as necessary to enable timely and relevant action.
2.8 Operates a reminder system to enable timely and relevant action.
3. Office Management
3.1 Prepares and submits budgetary needs for inclusion in the ministerial budget.
3.2 Checks status of office equipment and furniture and recommends service or replacement to ensure continuity of service.
3.3 Arranges payment of associate membership and subscription, to maintain affiliation with professional bodies and keep abreast with developments.
3.4 Replies to correspondences of routine nature to alleviate pressure on the senior officer’s workload.
3.5 Receives and gives messages to enable appropriate action.
3.6 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.
3.7 Maintains the senior officer’s diary for appointments and meetings to keep the office properly organized.
3.8 Prepares and submits on regular basis stationery requisitions to Procurement Unit to ensure availability of suppliers.
3.9 Keeps office books and publications for record and reference.
3.10 Sends out reminder notices regarding overdue books/publications for accountability and enable wider circulation.
4 Organization of Official Meetings, Conferences and Official Entertainment
4.1 Arranges facilities for hosting of meetings, conferences, workshops, seminars and entertainment as assigned by senior officer to enable attendance and availability of essential requirements.
4.2 Issues letters of invitation for meetings, and official entertainment and confirms attendance to facilitate participation and hosting logistics;
4.3 Organizes refreshments for official meetings to promote good public relations;
4.5 Communicates senior official’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments;
4.6 Maintains an official guest list in order to adhere to protocol practices and to avoid errors of omission.
5. Arrangements of Official Trips and Visits
5.1 Informs the Transport Officers of the Senior Officer’s planned trips to ensure availability of transport.
5.2 Composes itinerary of business journey for the senior official and entourage as assigned to enable successful travel;
5.3 Arranges entry visa, accommodation and transport for official guests to enable successful stay and movement during their visit in the host country;
5.4 Advises senor official to retire tour imprest as appropriate for accountability of public funds;
5.6 Checks and confirms the validity of travel documents and certificates of inoculation of a senior official in order to ensure
5.7 Arranges entry visas, accommodation and transport for official guests to enable their stay and movement in the country;
5.8 Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
5.9 Provides official visitors with information on weather and places of interest e.g. tour, excursions and shopping to advise guests of the local conditions.
6. 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 system on vacation offices to prevent accidental fire occurrences;
6.4 Posts security procedures in senior official’s offices and own in order to facilitate adherence to security;
6.5 Logs in the bios system of the computer to restrict access.
7 Improvement of Secretarial Services
7.1 Sets quality control standards to ensure continuous improvement of the service provision.
7.2 Identifies training needs of the Secretarial staff and makes recommendations to training officers to facilitate provision of relevant training or services commensurate with set standards.
7.3 Identifies suitable equipment and furniture to ensure production of quality required.
8. 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 Senior Officer of issue from the media that affect the Ministry/Department to enable an informed decision.
8.4 Performs any other related duties that may be assigned due to demand of the service.
Entry Requirements
Direct Entry
– Diploma in Secretarial Studies from a recognized institution
– 10 years experience
– 60 wpm Typing Speed.
OR
10 years experience in Secretarial duties and office procedures Advanced word-processing.
OR
Typing speed of 60 wpm and shorthand speed of 100wpm
10 years’ experience in Secretarial duties and office procedures Advanced word-processing.
OR
In-service
By promotion of a serving Personal Secretary with
Diploma in Secretarial Studies from a recognized institution
5 years experience in secretarial duties
Advanced word-processing.
Applications on the relevant forms G.P. 104 for serving officers and G.P. 103 for job seekers duly accompanied by certified copies of educational certificates, ID, performance appraisal forms (for serving officers), transcripts, diplomas etc. must be addressed to:
THE PRINCIPAL SECRETARY
MINISTRY OF EDUCATON AND TRAINING
P. O. BOX 47
MASERU — 100
Not later than 4th June, 2022