MINISTRY OF AGRICULTURE AND FOOD SECURITY
CIRCULAR NO. 2 OF 2025
Reference: AG/CIR/2
Applications are invited from suitably qualified local candidates for the following position tenable in the Ministry of Agriculture, Food Security and Nutrition:
MINISTRY: Agriculture, Food Security & Nutrition
DEPARTMENT: Crops
TITLE: Personal Secretary
GRADE: E
RESPONSIBLE TO: Director Crops
LOCATION: Maseru
NO. OF POSITIONS: One (1)
JOB SUMMARY
Under the general supervision of the Director of Crops Services, the Personal Secretary is responsible for typing and distributing documents, office administration, preparation of meetings and official trips, office security, and supervision of subordinate staff.
MAIN DUTIES
1. Typing, Production, and Distribution of Documents
- Types correspondence and legal documents for legible presentation.
- Seals classified documents to ensure secrecy and legal authenticity.
- Takes and transcribes dictation to reduce drafting time for senior officials.
- Photocopies and binds documents for wide distribution.
- Distributes reports and other documents as necessary.
2. Office Administration
- Receives and relays messages to facilitate timely action.
- Dispatches mail and transmits messages to various organizations and individuals.
- Maintains the senior official’s diary for timely and relevant action.
- Records and passes incoming mail to the senior official.
- Annotates mail to indicate urgency or importance.
- Prepares routing slips for immediate action.
- Maintains filing systems for easy access and reference.
- Registers outgoing mail and instructs messengers on delivery/postage.
- Receives visitors, attends to their requests, and refers queries appropriately.
- Checks and recommends servicing or replacement of office equipment.
3. Arrangement of Office Trips and Visitors
- Composes itineraries for business journeys.
- Arranges visas, accommodation, and transport for senior officials and guests.
- Advises on retirement of tour imprest for accountability.
- Confirms validity of travel documents and health certificates.
- Ensures smooth stay and movement for official guests.
4. Organisation of Official Meetings, Conferences & Entertainment
- Issues and confirms invitations for meetings and events.
- Organises refreshments for meetings to promote good public relations.
- Communicates acceptance or decline of invitations.
- Maintains an official guest list to adhere to protocol.
5. Office Security
- Secures office by locking windows, activating alarms, and storing classified documents.
- Switches off heating/cooling systems to prevent fire hazards.
- Posts security procedures in offices.
- Logs into BIOS system to restrict computer access.
6. Supervision of Staff
- Conducts induction and in-house training for subordinate staff.
- Assigns and monitors work to ensure quality control.
- Appraises staff performance when necessary.
ENTRY REQUIREMENTS
Direct Entry
- Diploma in Secretarial Studies from a recognized institution
- Two (2) years of experience in secretarial duties
- Advanced typing or typing speed of 50 wpm
OR
- Five (5) years of experience in secretarial duties and office procedures
- Advanced Word Processing skills
In-Service Entry
- Promotion of a serving Assistant Personal Secretary with:
- Diploma in Secretarial Studies
- Advanced Word Processing
- Three (3) years of experience in secretarial duties and office procedures
APPLICATION INSTRUCTIONS
Applications must be submitted on relevant forms:
- GP 104 for serving officers
- GP 103 for job seekers
Applications must be accompanied by:
- Certified copies of educational certificates and transcripts
- Certified copy of National Identity Document
- Up-to-date performance appraisal forms (for serving officers)
Submission Address:
The Director Human Resources
Ministry of Agriculture, Food Security & Nutrition
P.O. Box 24
Maseru 100
Deadline: Not later than 19th September 2025