MINISTRY OF LAW AND JUSTICE
EXTERNAL CIRCULAR NO. 1 OF 2026
REF: LCMCIWI
RE-ADVERTISEMENT
Applications are invited from suitably qualified local candidates for the following vacant position tenable at the Ministry of Law and Justice.
POSITION DETAILS
- Division: Criminal
- Job Title: Personal Secretary
- Reports To: Executive Secretary
JOB SUMMARY
Under the general supervision of the Executive Secretary, the Personal Secretary is responsible for performing duties in the area of assignment, including typing and proofreading of documents (savingrams, letters, minutes, etc.), production and distribution of documents, office administration, preparation for 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 to put written communication into a legible presentation.
- Seals classified documents to accord office secrecy and legal authenticity.
- Takes and transcribes dictation to a legible presentation to cut down on senior official’s drafting time.
- Photocopies documents to enable wide distribution.
- Binds reports and other documents and distributes them as necessary for information.
2. Office Administration
- Receives and relays messages through a suitable medium to facilitate appropriate action.
- Transmits messages through an appropriate medium and dispatches mail to facilitate communication with various organizations and individuals.
- Maintains the senior official’s diary to facilitate timely and relevant action.
- Receives records and passes incoming mail to the senior official to facilitate appropriate action.
- Annotates mail as necessary to indicate urgency and/or importance of portions requiring immediate attention.
- Prepares routing slips as necessary to facilitate immediate action.
- Maintains a record system and files correspondence for access to information and reference.
- Registers outgoing mail and instructs the messenger on delivery/postage for record and appropriate dispatch.
- Receives visitors, attends to their requests, and refers their queries to other officers as necessary to regulate and speed up service delivery.
- Checks office equipment in the senior official’s and own office and recommends servicing or replacement to minimize workflow disruptions.
3. Arrangement of Office Trips and Visitors
- Composes itineraries of business journeys for the senior official as assigned to enable successful travel.
- Arranges entry visas, accommodation, and transport for the senior official to enable successful stay and movement in the host country.
- Advises the senior official to retire tour imprest as appropriate for accountability of public funds.
- Checks and confirms validity of travel documents and certificates of inoculation to ensure adherence to immigration and health requirements of the host country.
- Arranges entry visas, accommodation, and transport for official guests to enable their stay and movement in the country.
- Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
4. Organisation of Official Meetings, Conferences, and Official Entertainment
- Issues letters of invitation for meetings, conferences, and official entertainment and confirms attendance to facilitate participation and hosting logistics.
- Organises refreshments for official meetings to promote good public relations.
- Communicates the senior official’s acceptance or decline of invitations to facilitate hosting logistics and avoid disappointments.
- Maintains an official guest list to adhere to protocol practices and avoid errors of omission.
5. Office Security
- Closes windows, locks the entire suite, and activates the alarm system to prevent loss and theft.
- Locks in all classified correspondence and documents to prevent unauthorized access.
- Switches off heating/cooling systems on vacation of office to prevent accidental fire occurrences.
- Posts security procedures in the senior official’s and own office to facilitate adherence to security.
- Logs into the BIOS system of the computer to restrict access.
6. Supervision of Staff
- Occasionally conducts induction for subordinate staff to enable adaptation to their work.
- Conducts in-house training for subordinate staff to ensure continuous improvement.
- May assign work to subordinate staff and checks progress to monitor workflow and quality control.
- May appraise subordinate staff to manage performance.
7. Other Duties
- Performs any other related duties that may be assigned due to the demands of the service.
ENTRY REQUIREMENTS
Direct Entry
- Diploma in Secretarial Studies from a recognized institution, plus two (2) years’ experience in secretarial duties and advanced typing or a typing speed of 50 wpm;
OR - Five (5) years’ experience in secretarial duties and office procedures, plus advanced word processing.
In-Service Entry
- Promotion of a serving Assistant Personal Secretary with:
- Diploma in Secretarial Studies; OR
- Advanced Word Processing;
- Three (3) years’ experience in secretarial duties and office procedures.
APPLICATION INSTRUCTIONS
Applications on relevant forms:
- G.P. 103 – for job seekers
- G.P. 104 – for serving officers
Applications must be accompanied by certified copies of:
- Educational certificates
- Transcripts
- National Identity Document (ID)
Applications should be addressed to:
The Principal Secretary
Ministry of Law and Justice
P.O. Box 33
MASERU 100
OR
Be hand delivered to:
Human Resource Office, Justice Administration Headquarters
OR
Qhobosheaneng Office Complex
Phase I, Room 065 B
Please note: All applications must be accompanied by a certified copy of a national ID.
Closing Date: Not later than 12th February 2026