MINISTRY OF LABOUR AND EMPLOYMENT
CIRCULAR NOTICE NO. 2 OF 2025
REF: ESP/ADVERTS/1
Applications are invited From suitably qualified local candidates for the following position tenable in the Ministry of Labour and Employment:
JOB TITLE: Personal Secretary
Grade: E
Responsible To: Deputy Principal Secretary
Job Summary
Under the general supervision of the Director, the incumbent is responsible for performing duties related to:
- Document production
- Office administration
- Preparation of meetings and official trips
- Office security
- Supervision of subordinate staff
Main Duties
1. Typing, Production, and Distribution of Documents
- Type correspondence and documents
- Seal classified documents to maintain office secrecy
- Take and transcribe dictation
- Photocopy documents for distribution
- Bind and distribute reports and other documents
2. Office Administration
- Receive and relay messages
- Transmit messages and dispatch mail
- Maintain the Master of High Court’s diary
- Receive, record, and pass incoming mail
- Annotate mail for urgency and importance
- Prepare routing slips
- Maintain filing and record systems
- Register outgoing mail and instruct messenger
- Receive visitors and refer queries
- Check office equipment and recommend servicing or replacement
3. Arrangement of Official Trips and Visits
- Compose itineraries for business journeys
- Arrange visas, accommodation, and transport
- Advise on tour imprest retirement
- Confirm validity of travel documents and health certificates
- Arrange logistics for official guests
- Organize appointments and leisure activities for guests
4. Organisation of Official Meetings and Entertainment
- Issue invitations and confirm attendance
- Organize refreshments
- Communicate acceptance/decline of invitations
- Maintain official guest list
5. Office Security
- Secure office suite and activate alarm system
- Lock classified documents
- Switch off heating/cooling systems
- Post security procedures
- Log into BIOS system to restrict access
6. Supervision of Staff
- Conduct induction for subordinate staff
- Identify training needs and recommend training
- Assign work and monitor progress
- Appraise staff performance
Performs any other related duties as assigned.
Job Specification
Education and Experience
- Diploma in Secretarial Studies from a recognized institution plus 5 years experience
OR - Advanced typing speed of 50 wpm plus 10 years experience in secretarial duties and office procedures
- Advanced word processing is an added advantage
In-Service Entry
Promotion of a serving Assistant Personal Secretary with:
- Diploma in Secretarial Studies plus 5 years experience
OR - Typing speed of 50 wpm plus 10 years experience in secretarial duties and office procedures
- Advanced word processing is an added advantage
Application Instructions
Applications must be submitted on:
- GP 104 for serving officers
- GP 103 for job seekers
Applications must be accompanied by:
- Certified copies of educational certificates
- Transcripts
- National ID
- Curriculum Vitae
- Council on Higher Education (CHE) certificate of verification
Submission Method:
Hand deliver to:
Human Resources Office
Ministry of Labour and Employment
LNDC Block D, Level 8
🕒 Deadline: Not later than 15th October 2025