MINISTRY : MINISTRY OF COMMUNICATIONS, SCIENCE AND TECHNOLOGY
DEPARTMENT : INFORMATION
JOB TITLE : PERSONAL SECRETARY
GRADE : E
RESPONSIBLE TO : DIRECTOR INFORMATION
NO. OF POSITIONS : ONE (1)
JOB SUMMARY
Under the general supervision of the Director, the incumbent is responsible for performing the following duties in the area of assignment: production and distribution of documents, office administration, preparation of meetings and official trips, office security and supervision of subordinate staff.
MAIN DUTIES
1.0 TYPING PRODUCTION AND DISTRIBUTION OF DOCUMENTS
1.1 Type’s 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 the Director drafting time
1.4 Photocopies documents to enable wide distribution
1.5 Binds reports and other documents and distributes as necessary for information.
2.0 OFFICE ADMINISTRATION
2.1 Receives and relays messages through a suitable medium to facilitate the taking of appropriate action.
2.2 Transmits messages through an appropriate medium and dispatches mail to facilitate communication with various organizations and individuals.
2.3 Maintains the Director’s diary to Facilitate timely and relevant action.
2.4 Receives records and passes incoming mail to the director to facilitate appropriate action.
2.5 Annotates mail as necessary to indicate the urgency and/or importance of certain portions that require immediate attention.
2.6 Prepares a routine slip as necessary to facilitate immediate action.
2.7 Maintains a record system and files correspondence for access to information and reference.
2.8 Registers outgoing mail and instructs the messenger on delivery/postage for record and appropriate dispatch.
2.9 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.
3.0 ORGANISATION OF OFFICIAL MEETINGS, CONFERENCES AND OFFICIAL ENTERTAINMENT
3.1 Issues letters of invitations for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
3.2 Organizes refreshments for official meetings to promote good public relations.
3.3 Communicates Director acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
3.4 Maintains a list of official guests in order to adhere to protocol practices and to avoid errors of omission.
4.0 ARRANGEMENT OF OFFICIAL TRIPS AND VISITS
4.1 Composes itinerary of business journey for the director as assigned to enable their successful travel
4.2 Arranges entry visas, accommodation and transport for the director to enable successful stay and movement in the host country.
4.3 Advices the director to retire tour imprest as appropriate for accountability of public funds
4.4 Checks and confirms the validity of travel documents and certificate of inoculation of the Director in order to ensure their adherence to immigration and health requirements of the host country.
4.5 Arranges entry visas, accommodation and transport for official guests to enable their stay and movement in the country.
4.6 Arranges appointments and leisure activities for official guests to enable a hospitable visit.
5.0 OFFICE AND SECURITY
5.1 Closes windows and locks the entire office suit and activates the alarm system to prevent loss and theft.
5.2 Locks in all classified correspondence and documents to prevent unauthorized access.
5.3 Switches off heating/cooling system on vacation of office to prevent accidental fire occurrences.
5.4 Posts security procedures in the Director and own office in order to facilitate adherence to security.
5.5 Logs in the bios system of the computer to restrict access
6.0 SUPERVISION OF STAFF
6.1 Occasionally conducts induction for subordinate staff in the cadre to enable adaptation in their work.
6.2 Conducts in-house training for subordinate staff to ensure continuous improvement.
6.3 May assign work to subordinate staff and checks progress to monitor flow and quality control.
6.4 May appraise subordinate staff to manage performance.
Entry Requirements
Direct Entry
Diploma in Secretarial Studies from a recognized institution plus five (5) years’ experience in secretarial duties
OR
Typing speed of 60wpm and audio transcription
10 years’ experience in secretarial duties and office procedures Advanced word processing
OR
Advanced Typing or Typing speed of 50 wpm
Ten (10) years working experience in secretarial duties and office producers. Advanced word processing
In Service Entry
In promoting a serving Assistant Personal Secretary, the following are required:
Diploma in Secretarial Studies plus five (5) years’ experience in Secretarial duties and office procedures.
Advanced word processing
OR
Advanced typing or typing speed of 60 wpm, Audio Transcription or shorthand speed of 120 wpm.
Advanced word processing plus ten (10) years’ experience in secretarial duties and office procedures
OR
Advanced typing or typing speed of 50 wpm.
Training in secretarial duties and office practice. Advanced word processing.
Applications should be made on the relevant forms G.P. 103 for first appointment, G.P.104 for serving officers accompanied by up to date performance appraisal forms, certified document of National Identification – ID not passport must be addressed to:
THE PRINCIPAL SECRETARY
MINISTRY OF COMMUNICATIONS, SCIENCE AND TECHNOLOGY
P. O. BOX 36
3rd FLOOR MOPOSO HOUSE MASERU- 100
OR
Hand delivered to the Human Resource Office, Moposo House 3rd floor.
The closing date for submission of applications is the 11TH June 2021.