MINISTRY OF FINANCE & DEVELOPMENT PLANNING
EXTERNAL CIRCULAR NO. 4 OF 2025
REF: MDP/CIR/4/2025
APPLICATIONS ARE INVITED FROM SUITABLY QUALIFIED LOCAL CANDIDATES FOR THE FOLLOWING POSITION:
DEPARTMENT: Bureau of Statistics
POSITION TITLE: Personal Secretary
GRADE: E
NO. OF POSITIONS: One (1)
RESPONSIBLE TO: Director – Bureau of Statistics
JOB SUMMARY
Under the general supervision of the Director – Bureau of Statistics, the incumbent is responsible for performing duties in the following areas: production and distribution of 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
1.1 Types correspondence and documents for legible presentation
1.2 Seals classified documents to maintain office secrecy
1.3 Takes and transcribes dictation to reduce Director’s drafting time
1.4 Photocopies documents for wide distribution
1.5 Binds reports and other documents and distributes as necessary
2. Office Administration
2.1 Receives and relays messages to facilitate appropriate action
2.2 Transmits messages and dispatches mail to various organizations and individuals
2.3 Maintains the Director’s diary for timely and relevant action
2.4 Receives, records, and passes incoming mail to the Director
2.5 Annotates mail to indicate urgency or importance
2.6 Prepares routine slips for immediate action
2.7 Maintains a record system and files correspondence for reference
2.8 Registers outgoing mail and instructs messenger on delivery/postage
2.9 Receives visitors, attends to requests, and refers queries to relevant officers
3. Organisation of Official Meetings, Conferences, and Entertainment
3.1 Issues invitations and confirms attendance for meetings and conferences
3.2 Organizes refreshments for official meetings
3.3 Communicates Director’s acceptance/decline of invitations
3.4 Maintains a list of official guests to adhere to protocol
4. Arrangement of Official Trips and Visits
4.1 Composes itinerary for Director’s business travel
4.2 Arranges visas, accommodation, and transport for Director and official guests
4.3 Advises Director on tour imprest for accountability
4.4 Confirms validity of travel documents and inoculation certificates
4.5 Arranges appointments and leisure activities for official guests
5. Office Security
5.1 Closes windows, locks office, and activates alarm system
5.2 Secures classified documents
5.3 Switches off heating/cooling systems
5.4 Posts security procedures in offices
5.5 Logs into BIOS system to restrict access
6. Supervision of Staff
6.1 Conducts induction for subordinate staff
6.2 Provides in-house training for continuous improvement
6.3 Assigns work and monitors progress
6.4 Appraises subordinate staff performance
ENTRY REQUIREMENTS
Direct Entry
- Diploma in Secretarial Studies plus five (5) years’ experience in secretarial duties
OR - Typing speed of 60 wpm and audio transcription
AND
Ten (10) years’ experience in secretarial duties and office procedures
AND
Advanced word processing
OR - Advanced typing or typing speed of 50 wpm
AND
Ten (10) years’ experience in secretarial duties and office procedures
AND
Advanced word processing
In-Service Entry
- Diploma in Secretarial Studies plus five (5) years’ experience in secretarial duties and office procedures
AND
Advanced word processing
OR - Advanced typing or typing speed of 60 wpm, audio transcription or shorthand speed of 120 wpm
AND
Advanced word processing plus ten (10) years’ experience
OR - Advanced typing or typing speed of 50 wpm
AND
Training in secretarial duties and office practice
AND
Advanced word processing
APPLICATION INSTRUCTIONS
Applications on relevant forms:
- GP 104 for serving officers
- GP 103 for job seekers
Must be accompanied by:
- Duly certified copies of educational certificates
- Transcripts
- National Identity Document (ID)
Submit to:
Director Human Resource
Ministry of Finance and Development Planning
P.O. Box 630
Maseru 100
Lesotho
OR
Hand Deliver to:
Human Resource Offices at National Manpower Development Secretariat
DEADLINE: NOT LATER THAN 13th OCTOBER 2025