External Circular No. 3 of 2025
Reference: MTIBD/CIR/GEN/8/7
Ministry: Trade, Industry & Business Development
Career Opportunity: Personal Secretary
Department: Industry
Location: Maseru, Lesotho
Number of Positions: One (1)
Reports To: Director – Industry
Job Summary
Under the general supervision of the Director Industry, the Personal Secretary is responsible for document production and distribution, office administration, coordination of meetings and official trips, office security, and supervision of subordinate staff.
Key Responsibilities
1. Document Production & Distribution
- Type correspondence and documents
- Seal classified documents to maintain confidentiality
- Take and transcribe dictation
- Photocopy and bind documents for distribution
2. Office Administration
- Receive and relay messages
- Maintain the Director’s diary and manage incoming/outgoing mail
- Annotate and prioritize mail for action
- Maintain filing and record systems
- Receive visitors and direct queries appropriately
3. Meetings, Conferences & Official Entertainment
- Issue invitations and confirm attendance
- Organize refreshments and logistics
- Communicate Director’s responses to invitations
- Maintain guest lists and adhere to protocol
4. Official Trips & Visits
- Compose itineraries and arrange travel logistics
- Secure visas, accommodation, and transport
- Advise on tour imprest and validate travel documents
- Arrange appointments and leisure activities for guests
5. Office Security
- Secure office premises and activate alarm systems
- Lock classified documents
- Manage heating/cooling systems
- Post security procedures and restrict computer access
6. Staff Supervision
- Conduct induction and in-house training
- Assign tasks and monitor progress
- Appraise staff performance
Entry Requirements
Direct Entry (any one of the following):
- Diploma in Secretarial Studies + 5 years experience
- Typing speed of 60 wpm + audio transcription + 10 years experience
- Advanced typing (50 wpm) + 10 years experience + advanced word processing
In-Service Entry (for promotion):
- Diploma in Secretarial Studies + 5 years experience + advanced word processing
- Advanced typing (60 wpm), audio transcription/shorthand (120 wpm) + 10 years experience
- Advanced typing (50 wpm) + training in secretarial duties + advanced word processing
Required Skills & Knowledge
Leadership and supervisory capabilities
Advanced word processing
Typing and transcription proficiency
Office procedures and administration
Strong organizational and communication skills
Confidentiality and discretion
Application Instructions
Applications must be submitted on:
- Form GP 104 (for serving officers)
- Form GP 103 (for job seekers)
Required Documents:
- Certified copies of educational certificates and transcripts
- Certified copy of ID
- Up-to-date performance appraisal form (for serving officers)
- Contact number and email address on the application form
Submission Locations:
- Registry Office – Lesotho Cooperatives College (Next to Setsoto Stadium)
- Registry Office – Ministry Headquarters, LNDC Building
Closing Date: 18 August 2025