MINISTRY OF INFORMATION, COMMUNICATIONS, SCIENCE, TECHNOLOGY AND INNOVATION
EXTERNAL CIRCULAR NO. 3 OF 2025
Ref: CM/CIR/30
Applications are invited from suitably qualified local candidates for the following position:
POSITION: Personal Secretary
Number of Positions: One (1)
Department: LNBS – Radio Lesotho
Responsible To: Director of Operations
Job Purpose
Under the general supervision of a senior official, the Personal Secretary is responsible for producing and distributing documents, managing office administration, preparing for meetings and official trips, ensuring office security, and supervising subordinate staff.
Main Duties
1. Typing, Production, and Distribution of Documents
- Types correspondence and official documents for clear written communication.
- Seals classified documents to ensure office confidentiality.
- Takes and transcribes dictation to reduce the senior official’s drafting time.
- Photocopies documents to enable wide distribution.
- Binds reports and other documents for proper presentation and circulation.
2. Office Administration
- Receives and relays messages through suitable channels to ensure prompt action.
- Transmits and dispatches mail to facilitate communication with external organizations and individuals.
- Maintains the senior official’s diary and schedules appointments.
- Receives, records, and routes incoming mail for appropriate action.
- Annotates mail to highlight urgency and importance.
- Prepares routing slips to facilitate immediate action.
- Maintains an organized filing system for correspondence and records.
- Registers outgoing mail and supervises delivery or postage.
- Receives visitors, attends to their requests, and directs them appropriately.
- Monitors the condition of office equipment and requests servicing or replacement to prevent workflow disruptions.
3. Arrangement of Official Trips and Visits
- Prepares travel itineraries for senior officials.
- Arranges entry visas, accommodation, and transport for official travel.
- Advises the senior official on timely retirement of imprest funds for accountability.
- Checks and confirms validity of travel and health documents.
- Arranges travel logistics, accommodation, and appointments for visiting dignitaries.
- Coordinates leisure activities for official guests to ensure a hospitable visit.
4. Organization of Official Meetings, Conferences, and Entertainment
- Issues invitation letters and confirms attendance for meetings and conferences.
- Organizes refreshments for meetings to promote good public relations.
- Communicates senior officials’ acceptance or decline of invitations to hosts.
- Maintains an official guest list to ensure adherence to protocol and avoid omissions.
5. Office Security
- Locks windows, activates alarm systems, and secures classified documents to prevent theft or unauthorized access.
- Ensures all electrical and cooling systems are switched off after hours to prevent fire risks.
- Posts and enforces security procedures in the senior official’s and own office.
- Logs into computer systems to restrict access and maintain data security.
6. Supervision of Staff
- Conducts induction for subordinate staff to facilitate work adaptation.
- Coordinates in-house training to promote continuous professional improvement.
- Assigns work to subordinates and monitors progress for quality assurance.
- Conducts staff appraisals to assess performance and identify development needs.
- Performs any other related duties as may be assigned in response to operational demands.
Job Specification
Education and Experience Requirements:
- Diploma in Secretarial Studies from a recognized institution.
- Minimum of five (5) years relevant experience in secretarial duties.
- Advanced typing speed of 60 words per minute (wpm).
- Proficiency in advanced word processing.
Key Competencies
- Excellent organizational and communication skills.
- High level of discretion and confidentiality.
- Ability to manage multiple tasks and prioritize under pressure.
- Strong interpersonal skills and customer service orientation.
- Attention to detail and commitment to accuracy.
- Proficiency in Microsoft Office applications and digital correspondence tools.
Application Instructions
Applications should be made on the relevant forms, i.e. G.P. 103 for first appointment and G.P. 104 for serving officers. Applications must include:
- Certified copies of educational certificates,
- An up-to-date and duly filled performance appraisal form,
- A copy of the confirmation letter, and
- A certified copy of the national ID.
All applications should be addressed to:
The Human Resource Office
Ministry of Information, Communications, Science, Technology and Innovation
P.O. Box 36, Moposo House, 3rd Floor
Maseru 100
Applications must be hand-delivered to the Human Resource Office, Moposo House (3rd Floor).
Closing Date: 26th November 2025