Secretary

By
Thato Maqalika
-
1431

External Vacancy: Secretary

Post no. 0226

Faculty of Humanities

The National University of Lesotho invites applications from suitably qualified candidates for the above position.

A secretary works closely with senior managerial or Directorial staff to provide secretarial and administrative support. She/he helps them to make the best use of their time dealing with routine tasks. Secretary acts as the first point of contact to both internal and external stakeholders that interact with the office served.

1. DUTIES AND RESPONSIBILITIES:

  • Deals with incoming correspondence and emails, in particular identifying priority items of business for immediate attention, as well as sifting less urgent items of business for action elsewhere within the University Offices;
  • Provides administrative and clerical support to the Faculty and affiliated
  • Departments.
  • Services student support services including admissions, registration and examinations.
  • Setting up and maintaining Department stock control systems for books and other teaching materials in line with regulations and procedure.
  • Purchase office supplies, sort and distribute the mail.
  • Types documents, letters, reports, etc, including rapid production of drafts against deadlines; responding to routine correspondence and emails, and drafts responses where necessary;
  • Design and preparation of PowerPoint presentations and spreadsheets;· Manages electronic mail, including maintenance of email circulation lists;
  • Organizes and files documentation;
  • Arranges meetings and visits;
  • Serves as the first point of contact for visitors;
  • Devises and maintains office systems, including data management and filing;
  • Operates office equipment such as photocopier, fax machine and coordinates the servicing of equipment;
  • Assists in the preparation of papers for the meetings and distributes them within specified times;
  • Takes notes or dictation at meetings and provides general assistance during presentations;
  • Manages phone calls, Screen phone calls, attends to phone enquiries and requests and handles them courteously and promptly;
  • Sources and orders stationery, office equipment and refreshments;
  • Makes travel arrangements by securing visas and booking accommodation;
  • Liaises with internal and external stakeholders;
  • Follows up with other departments and stakeholders to ensure that requests are carried out;
  • Maintains positive relationship on behalf of the office;
  • Maintains confidentiality at all times;
  • Provide occasional cover for reception in the Faculty Office when required.
  • Carrying out such similar duties as may be required by the Supervisor, commensurate with the post.

2. MINIMUM QUALIFICATIONS AND REQUIREMENTS:

  • Diploma in Secretarial Studies/ Office Administration.
  • Three (3) years relevant experience.

3. KNOWLEDGE, SKILLS & ABILITIES:

  • 3.1 Excellent word processing skills (MS Word) and ability to work from hand-written copy;
  • 3.2 Knowledge of using Email and World Wide Web, and of database, spreadsheet, and PowerPoint;
  • 3.3 Attention to detail in working on reports, correspondence, including accurate typing and proof reading skills;
  • 3.4 Ability to work on a variety of tasks at the same time, and to organize and prioritize own work, including photocopying with unpredictable volumes of work and busy periods;
  • 3.5 Ability to acquire quickly the knowledge necessary to assess and prioritize demands of the office;
  • 3.6 Ability to maintain an electronic dairy and arrange meetings, visits and travel;
  • 3.7 Evidence of tact and discretion in dealing with confidential or sensitive matters;
  • 3.8 Ability to deal effectively with a wide range of people, to work as part of a team, and to liaise with colleagues where work interests overlap;
  • 3.9 An understanding of office filing systems and standard office equipment;
  • 3.10 Excellent telephone etiquette and interpersonal skills;
  • 3.11 Flexible approach, Self-Motivation, and resilience;

Remuneration:

The University offers salaries and other benefits commensurate with qualifications and experience.

Employment type:

Permanent and pensionable/gratuitable for Locals.

Information Required from Candidates:

  1. Signed application letters stating relevant qualifications and experience and provide other information that will assist the University to determine the candidate’s suitability for the position;
  2. Applicants should quote the vacancy number of the post applied for;
  3. Provide current CV’s (including telephone and e-mail contact details) and certified copies of educational certificates and transcripts;
  4. Provide names and contact details of three (3) contactable professional referees;
  5. Certified copy of an Identity Document.

All applications should be e-mailed to [email protected] and addressed to:

Director Human Resources

National University of Lesotho

Roma 180

Lesotho

The closing date for receiving full applications for the position is 7th March, 2023.

NB. ALL THE ATTACHMENTS (APPLICATION LETTER, CV, CERTIFICATES, & ID) SHOULD BE COMBINED AND EMAILED AS ONE PDF DOCUMENT

DISCLAIMER: If you do not receive any response within three months after the closing date, you must consider you application unsuccessful.

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