Personal Assistant

3884

The National University of Lesotho invites applications from suitably qualified candidates for the following positions:

POSITION OF PERSONAL ASSISTANT:
POST NUMBERS: 0515

A Personal Assistant works closely with senior managerial or Directorial staff to provide secretarial and administrative support. She/he helps them to make the best use of their time dealing with routine tasks. A Personal Assistant acts as the first point of contact to both internal and external stakeholders that interact with the office served.

DUTIES AND RESPONSIBILITIES:
 Deals with incoming correspondence and emails, in particular identifying priority items of business for immediate attention, as well as sifting less urgent items of business for action elsewhere within the University Offices.
 Types documents, letters, reports, etc, including rapid production of drafts against deadlines; responding to routine correspondence and emails, and drafts responses where necessary.
 Design and preparation of PowerPoint presentations and spreadsheets.
 Manages electronic mail, including maintenance of email circulation lists.
 Organizes and files documentation.
 Manages the diary, including ensuring that necessary papers have been received and are available, and any necessary briefings arranged.
 Arranges meetings and visits.
 Serves as the first point of contact for visitors.
 Devises and maintains office systems, including data management and filing.
 Operates office equipment such as photocopier, fax machine and
coordinates the servicing of equipment.
 Assists in the preparation of papers for the meetings and distributes them within specified times.
 Takes notes or dictation at meetings and provides general assistance during presentations.
 Manages phone calls, Screen phone calls, attends to phone enquiries and requests and handles them courteously and promptly.
 Sources and orders stationery, office equipment and refreshments.
 Makes travel arrangements by securing visas and booking accommodation.
 Liaises with internal and external stakeholders.
 Follows up with other departments and stakeholders to ensure that
requests are carried out.
 Maintains positive relationship on behalf of the office.
 Maintains confidentiality at all times.
 Assists with servicing where and when necessary student support services including admissions, registration and examinations.

Minimum Qualifications and Requirements:
 Diploma in Secretarial Studies.
 Seven (7) years Working Experience.
 Three (3) years of which must be serving at Senior Administrative positions.

KNOWLEDGE, SKILLS & ABILITIES:
3.1 Excellent word processing skills (MS Word) and ability to work
from hand-written copy.
3.2 Knowledge of using Email and World Wide Web, and of database,
spreadsheet, and PowerPoint.
3.3 Attention to detail in working on reports, correspondence,
including accurate typing and proof reading skills.
3.4 Ability to work on a variety of tasks at the same time, and to
organize and prioritize own work, including photocopying with
unpredictable volumes of work and busy periods.
3.5 Ability to acquire quickly the knowledge necessary to assess and
prioritize demands on the office.
3.6 Ability to maintain an electronic dairy and arrange meetings, visits
and travel.
3.7 Evidence of tact and discretion in dealing with confidential or
sensitive matters.
3.8 Ability to deal effectively with a wide range of people, to work as
part of a team, and to liaise with colleagues where work interests
overlap.
3.9 An understanding of office filing systems and standard office
equipment.
3.10 Excellent telephone etiquette and interpersonal skills.
3.11 Flexible approach, Self-Motivation, and resilience.

Remuneration:
The University offers salaries and other benefits commensurate with
qualifications and experience.

Employment type:
Permanent and pensionable/gratuitable for Locals and Contract for Non –
Locals.

4.0 OTHER INFORMATION REQUIRED FROM CANDIDATES
a) Application letters should state the relevant qualifications and
experience, and provide other information that will assist the University
to determine the candidate’s suitability for the position.
b) Applicants should quote the vacancy number of the post applied for.
c) Provide current CVs (indicating telephone, telefax and email).
d) Provide names and contact details of three (3) professional referees
from Lead consultants, Project Managers and Employers (current or
previous).
e) Comprehensive curriculum vitae, certified copies of educational
certificates and transcripts.
f) All applicants must bear post numbers.

Applications should be hand-delivered at IEMS Maseru / Roma or
posted to:
The Director – Human Resources
National University of Lesotho
P.O. Roma 180
Lesotho
Southern Africa

The closing date for receiving full applications for the position is 22nd
May, 2020.

DISCLAIMER: Applicants who do not receive any response within
three months after the closing date must consider their application
unsuccessful.

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