Applications are invited from suitably qualified local candidates for the below positions tenable at the Ministry of Education and Training:
POSITION – PERSONAL SECRETARY, ONE (1) POST – GRADE E (M101,604.00 – M117,828.00 PA) – TVD
JOB SUMMARY
Under the general supervision of the Director, the Personal Secretary is responsible for performing the duties in the area of assignment production and distribution of documents, office administration, and preparation of meeting and official trips, office security and supervision of subordinate staff.
MAIN DUTIES
1. TYPING, PRODUCTION AND DISTRIBUTION OF DOCUMENTS
1.1. Typing correspondence and documents to put communication into legible presentation.
1.2. Seals
classified documents to
accord office secrecy.
1.3.
Takes
and transcribes dictation
to a legible
presentation to cut
down on the
CEO’s drafting time.
1.4. Photocopies documents to enable wide distribution.
1.5. Binds reports and other documents and distributes them as necessary for information.
2. OFFICE ADMINISTRATION
2.1. Receives and relays messages through a suitable medium to facilitate the taking of appropriate action.
2.2. Takes minutes during administrative meetings and distributes them to members for their record.
2.3. Maintains the CEO’s official duty to facilitate timely and relevant actions.
2.4. Receives, records and passes incoming mail to the CEO to facilitate appropriate action.
2.5. Annotates mail as necessary to indicate the urgency and / or importance of certain portions that require immediate attention.
2.6. Prepares routing slips as necessary to facilitate immediate action.
2.7. Maintains a record system and files correspondence for access of information and reference.
2.8 Registers out-going mail and instructs messenger on delivery / postage for record and appropriate dispatch.
2.9. Receives visitors, attend to their queries and other officers as necessary to regulate and speed up the process of service delivery.
2.10. Checks office equipment in the CEO’s office and own office and recommend service or replacement to minimize workflow disruption.
3. ARRANGEMENT OF OFFICAIL TRIPS AND VISITS
3.1. Composes itinerant of business journeys for the CEO as assigned to enable successful travel.
3.2. Arranges entry visa, accommodation and transport for official guests to enable their successful stay and movements in the host country.
3.3. Advises the CEO to retire tour imprest as appropriate for accountability of public funds.
3.4. Checks and confirms the validity of travel documents and certificates of inoculation of the CEO in order to ensure adherence to immigration and health requirements of host country.
3.6. Arranges entry visas, accommodation and transport for official guests to enable their stay and movements.
3.7. Arranges appointments and leisure activities for official guests to ensure a hospitable visit.
4. ORGANISATION OF OFFICAL MEETINGS, CONFERENCE AND OFFICAL
ENTERTAINEMENT
4_1. Issues letters of invitation for meeting, and official entertainment and confirm attendance to facilitate participation and hosting logistics.
4.2. Organises refreshments for official meetings to promote good public relations.
4.3. Communicates the CEO’s acceptance / decline of invitation in order to facilitate hosting logistics and to avoid disappointments.
4.4. Maintains an official guest list in order to adhere to protocol practices and to avoid errors of omission.
5. OFFICIAL SECURITY
5.1.
Closes windows and
locks the entire
office suite and
activates the alarm
system to prevent loss
and theft.
5.2.
Locks
in all classified
correspondence and documents
to prevent unauthorized access.
5.3. Switches off heating / cooling system on vacation of office to prevent accidental fire occurrences.
5.4. Posts security procedures in the CEO and own office in order to facilitate adherence to security.
5.5. Logs in the bios system of the computer to restrict access.
6. SUPERVISION OF STAFF
6.1. Occasionally conducts induction for subordinate staff in the cadre to enable their adaption in their work.
6.2. Conducts in-house training for subordinate staff to ensure continuous.
6.3. May assign work to subordinate staff and checks progress to monitor flow and quality control.
6.4. Performs any other duties that may be assigned due to the demand of the service.
JOB SPECIFICATION
ENTRY REQUIREMENTS DIRECT ENTRY
Diploma in Secretarial studies from a recognised institution.
5 years experience in secretarial duties plus 50wpm Typing Speed
OR
Advance typing or typing speed of 50 wpm
10 years experience in secretarial duties and office procedures Advanced word processing
Applications on the relevant forms G.P. 104 for serving officers and G.P. 103 for job seekers duly accompanied by certified copies of educational certificates, performance appraisal forms (for serving officers), transcripts, diplomas etc. must be addressed to:
THE PRINCIPAL SECRETARY
MINISTRY OF EDUCATON AND TRAINING
P. O. BOX 47
MASERU – 100
Not later than 31.07.2019