MINISTRY OF INFORMATION, COMMUNICATIONS, SCIENCE, TECHNOLOGY AND INNOVATION
EXTERNAL CIRCULAR NOTICE NO. 2 OF 2025
CM/CIR/2
Applications are invited from suitably qualified local candidates for the following position:
JOB DESCRIPTION
MINISTRY: Information, Communications, Science, Technology and Innovation
DEPARTMENT: Postal Services
TITLE: Personal Secretary (1)
GRADE: H E
RESPONSIBLE TO: Director General
LOCATION: Maseru
JOB PURPOSE
Under the supervision of the Director/Head of Department/Division, the Personal Secretary is responsible for providing the following office management services in the Ministry/Department of assignment: producing documents, record keeping, receiving visitors and phone calls, processing mail, arranging meetings, official entertainment and travel, requisitioning office supplies and repair of equipment, and responding to queries.
MAIN DUTIES
- Types Note Verbals, Information Papers, Memos, Letters, Savingrams, Minutes, Reports to put written communication into legible presentation
- Photocopies documents to enable wide distribution
- Binds reports and distributes as necessary for information
- Maintains a filing system for proper record keeping
- Receives visitors, interviews them and assists them as necessary to minimize interruptions in the supervisor’s work
- Receives, records, and passes to the supervisor incoming mail to enable the supervisor to manage time efficiently
- Arranges meetings as assigned by supervisor to enable attendance and availability of essential requirements
- Takes minutes during meetings and distributes them to members for their record
- Maintains a list of official invitees and invites them to enable attendance
- Arranges local and international business journeys for the supervisor and other members of the mission, as assigned, to enable their successful travel
- Arranges entry visas, accommodation, and transport and makes appointments for official guests to enable their stay and movement in the country, as well as their access to government officials
- Organizes official entertainment to promote good public relations
- Operates a reminder system for the supervisor to enable necessary work to be done at the right time
- Checks all office equipment in own office and supervisor’s and recommends service and replacement as necessary to ensure continuity of services
- Prepares and submits on regular basis stationery requisitions to stores to ensure availability of necessary supplies
- Responds to routine letters, memoranda, and queries to maximize efficiency of the office
- Inspects the supervisor’s office daily and accordingly opens/closes windows, regulates heating/cooling, closes any open filing cabinets, arranges documents on the desk and in the shelves, and instructs the cleaner to do tidying up work as necessary, in order to keep the office properly organized, clean, secure, and habitable
- Performs any other related duties that may be assigned due to the demand of the service
KNOWLEDGE AND JOB SPECIFICATIONS
Direct Entry
- Diploma in Secretarial Studies from a recognized institution
- Plus: Five (5) years’ experience in secretarial duties
In-Service Entry
By promotion of a serving Assistant Personal Secretary with:
- Three (3) years satisfactory service at that level
- Shorthand/typing speed of 100/50 wpm respectively
- Proven integrity and potential for higher secretarial responsibilities
APPLICATION INSTRUCTIONS
Applications should be made on the relevant forms:
- G.P. 103 for first appointment
- G.P. 104 for serving officers
Applications must be accompanied by:
- Up-to-date, correctly filled performance appraisal forms
- Certified educational certificates
- National Identification
- Verification Certificate from the Council on Higher Education (CHE)
Addressed to:
THE DIRECTOR HUMAN RESOURCE
Mrs. Maseeiso Lenkoane
Ministry of Information, Communications, Science, Technology and Innovation
P.O. Box 413
Maseru
2nd Floor, Post Office Building
Maseru-100
Or hand-delivered to:
Human Resource Office, Post Office Building, 2nd Floor
🕒 Closing Date: 19th September 2025