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: Executive Secretary
Number of Positions: One (1)
Division: Administration Department
Location: Quthing District Council
Responsible To: District Council Secretary
Job Summary
Under the direct supervision of the District Council Secretary, the Executive Secretary is responsible for the production and distribution of documents, mail processing, records management, office management, organization of official trips and visits, office security, improvement of secretarial services, and dissemination of information to ensure effective administrative support.
Main Duties
1. Produces and Distributes Documents
1.1 Types correspondence and documents to present written communication in a legible and professional format.
1.2 Seals classified documents to ensure office confidentiality.
1.3 Takes and transcribes dictation into a legible presentation to reduce the District Council Secretary’s drafting time.
1.4 Photocopies documents for wide distribution.
1.5 Binds reports and other documents and distributes them as necessary for information dissemination.
2. Processes Mail and Provides Records Management
2.1 Receives and records incoming mail and forwards it to the District Council Secretary for action.
2.2 Registers outgoing mail and instructs the messenger on delivery or postage for proper dispatch.
2.3 Receives and transmits electronic messages to facilitate communication with external parties and organizations.
2.4 Maintains a record system and files correspondence for easy access to information and references.
2.5 Annotates mail to monitor action taken by officers and control document flow in the office.
2.6 Marks urgent or important sections of correspondence requiring special attention.
2.7 Prepares routing slips to facilitate immediate action.
2.8 Operates a reminder system to ensure the District Council Secretary’s timely responses and follow-ups.
3. Manages the District Council Secretary’s Office
3.1 Prepares and submits budgetary needs for inclusion in the District Council’s departmental budget.
3.2 Checks the condition of office equipment and furniture and recommends servicing or replacement.
3.3 Arranges payment of associate memberships and subscriptions to maintain professional affiliations.
3.4 Replies to routine correspondence to reduce the District Council Secretary’s workload.
3.5 Receives and delivers messages to appropriate officers for action.
3.6 Receives visitors, attends to their requests, and directs them appropriately to expedite service delivery.
3.7 Maintains the District Council Secretary’s diary for meetings and appointments to ensure effective time management.
3.8 Organizes the Secretary’s desk and shelves to maintain an orderly workspace.
3.9 Prepares and submits regular stationery requisitions to ensure supply availability.
3.10 Maintains office books and publications for records and reference.
3.11 Sends reminder notices for overdue books/publications to ensure accountability and circulation.
4. Organizes Official Meetings, Conferences, and Entertainment
4.1 Arranges facilities for hosting meetings, conferences, workshops, seminars, and entertainment as assigned.
4.2 Issues letters of invitation and confirms attendance to facilitate participation and logistics.
4.3 Organizes refreshments for official meetings to promote good public relations.
4.4 Communicates the District Council Secretary’s acceptance or decline of invitations to avoid scheduling conflicts.
4.5 Maintains a list of official invites to adhere to protocol and avoid omissions.
5. Organizes Official Trips and Visits
5.1 Informs the Transport Officer of planned trips to ensure availability of vehicles.
5.2 Composes itineraries for the District Council Secretary and delegation to ensure smooth travel arrangements.
5.3 Arranges entry visas, accommodation, and transport for official travel.
5.4 Advises the District Council Secretary on retirement of tour imprests to ensure accountability of public funds.
5.5 Checks the validity of travel documents and health certificates for compliance with immigration and health regulations.
5.6 Arranges travel, accommodation, and transport for official guests during their stay.
5.7 Schedules appointments and leisure activities for official guests to ensure hospitality.
5.8 Provides official visitors with information about weather, attractions, and local amenities.
6. Provides Office Security
6.1 Secures windows, doors, and activates alarms to prevent loss or theft.
6.2 Locks all classified documents to prevent unauthorized access.
6.3 Switches off electrical and cooling systems upon leaving the office to prevent fire hazards.
6.4 Displays security procedures in the office for adherence.
6.5 Restricts computer access through the BIOS system for data protection.
7. Improves Secretarial Services
7.1 Sets quality control standards to ensure continuous service improvement.
7.2 Identifies training needs for secretarial staff and recommends relevant programs.
7.3 Identifies and recommends office equipment and furniture for improved service delivery.
8. Disseminates Information
8.1 Prepares and submits press releases for approval by relevant authorities.
8.2 Provides general information on District Council or departmental activities to promote public awareness.
8.3 Notifies the District Council Secretary of media issues affecting the department to facilitate informed decision-making.
Job Specification
Requirements (Direct Entry):
- Diploma in Secretarial Studies from a recognized institution with 10 years’ experience in secretarial duties; OR
- Typing speed of 60 words per minute (w.p.m.) and audio transcription, with 10 years’ experience in secretarial duties and office procedures, including advanced word processing; OR
- Typing speed of 60 w.p.m. and shorthand speed of 100 w.p.m., with 10 years’ experience in secretarial duties and advanced word processing.
In-Service Entry (Promotion):
- Diploma in Secretarial Studies from a recognized institution, plus 5 years’ experience in secretarial duties and advanced word processing; OR
- Typing speed of 60 w.p.m. and shorthand speed of 100 w.p.m., with 5 years’ experience in secretarial duties and office procedures; OR
- Typing speed of 60 w.p.m. and audio transcription, with 5 years’ experience in secretarial duties and advanced word processing.
Other Necessary Skills and Competencies
- Leadership and coordination ability.
- Computer literacy.
- Analytical skills.
- Communication skills.
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.