Applications are invited from suitably qualified local candidates for the following positions that are tenable in the Ministry of Agriculture and Food Security.
MINISTRY : AGRICULTURE & FOOD SECURITY
PROGRAMME : LESOTHO AGRICULTURAL COLLEGE
DEPARTMENT : ADMINISTRATION
JOB TITLE : PERSONAL SECRETARY
GRADE : E
RESPONSIBLE TO : PRINCIPAL
JOB SUMMARY
UNDER THE GENERAL SUPERVISION OF THE PRINCIPAL, THE PERSONAL SECRETARY IS RESPEONSIBLE FOR TYPING PRODUCTION AND DISTRIBUTION OF DOCUMENTS; OFFICE ADMINISTRATION; ARRANGEMENT OF OFFICIAL TRIPS AND VISITS; ORGANIZATION OF OFFICIAL MEETINGS, CONFERENCES AND OFFICIAL ENTERTAINMENT; OFFICE SECURITY AND SUPERVISION OF STAFF
MAIN DUTIES
1. TYPING PRODUCTION AND DISTRIBUTION
1.1 Types correspondence and documents to put written communication into a legible presentation.
1.2 Seals classified documents to accord offices secrecy
1.3 Tales and transcribes dictation to a legible presentation to cut down on 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. 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 organization.
2.3 Maintains the Principal’s diary to facilitate timely and relevant action.
2.4 Receives records and passes incoming mail to the Principal 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 routing 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 theirs queries to other officers as necessary to regulate and speed up the process of services delivery.
2.10 Checks office equipment in the Principal’s own office and recommends service or replacement to minimize work-flow disruptions.
3. ARRANGEMENT OF OFFICIAL TRIPS AND VISITS.
3.1 Composes itinerary of business journeys for the Principal as assigned to enable successful travel.
3.2 Arranges entry visas, accommodation and transport for the Principal to enable successful stay and movement in the host country.
3.3 Advises the Principal on retire tour imprest as appropriate for accountability of public funds.
3.4 Checks and confirms the validity of travel documents and certificates of inoculation of the Principal in order to ensure adherence to immigration and health requirements of the host country.
3.5 Arranges entry visas, accommodation and transport for official guests to enable their stay and movement in the country.
3.6 Arranges appointments and leisure activities for official guest to enable a hospitable visit.
4. ORGANISATION OF OFFICIAL MEETING, CONFERENCE AND OFFICIAL ENTERTAINMENT.
4.1 Issues letters of invitation for meetings, conference and official entertainment and confirms attendances to facilitate participation and hosting logistics.
4.2 Organizes refreshments for official meetings to promote good public relations.
4.3 Communicates the Principal’s acceptance/decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.4 Maintains an official guest list in order to adhere to protocol practices and avoid errors of omission.
5. OFFICE SECURITY
5.1 Closes windows and locks the entire office suite 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 Principal’s and own office in order to facilitate adherence to security.
5.5 Logs in the bios system of the computer to restrict access.
6. SUPERVISION OF STAFF
6.1 Occasionally conducts induction for subordinate staff in the cadre to enable their 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.
JOB SPECIFICATION
• Diploma in Secretarial Studies / Diploma in Office Administration and Management from a recognized institution.
– Relevant working experience of at least three (3) years performing secretarial duties and office procedures
– Typing speed of 50 wpm
OR
• Certificate in Secretarial Studies plus minimum of five (5) years
relevant experience performing secretarial duties.
– Typing speed of 50 wpm.
Applications on relevant forms, (obtainable from the Ministry of Agriculture & Food Security), GP 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, National Identity Document and up-to-date performance appraisal forms for serving officers.
All applications must be addressed to:
The Director of Human Resources
Ministry of Agriculture & Food Security P.O. Box 24
Maseru – 100
Not later than the 20TH December, 2021 before 12:00 noon.