MINISTRY : PUBLIC SERVICE
JOB TITLE : SENIOR EXECUTIVE OFFICER
GRADE : E
NUMBER OF POSITION : 1
RESPONSIBLE TO : ASSISTANT ADMINISTRATION OFFICER
JOB SUMMARY
Under the supervision of the Assistant Administration Officer, the Senior Executive Officer is responsible for overseeing the smooth and effective running of the Registry. He/She provides guidance in implementation of the procedures and guidelines for smooth running of Registry.
MAIN DUTIES
1. PROTECTION AND PRESERVATION OF RECORDS/GOVERNMENT DOCUMENTS
1.1 Ensures that all files/documents in the registry are securely kept
1.2 Recalls all files from action officers
1.3 Locks files in the filing cabinets
1.4 Provides safety of confidential correspondence
2. MANAGEMENT OF MAIL
2.1 Oversees the registration of incoming and outgoing mail
2.2 Ensures that the mails are treated properly according to classification Keeps closed files properly.
2.4 Dispatches mail to the relevant offices
2.5 Marks the files to action officers
2.6 Maintains file movement cards to keep track of all distribution of files to action officers
2.7 Monitors classification and registration of correspondence
2.8 Updates filing index to ensure Indexing accuracy and accessibility of documents
2.9 Disposes records in accordance with procedures in practice
3. SUPERVISION AND MANAGEMENT OF STAFF
3.1 Initiates regular team building events to motivate and encourage staff
3.2 Coordinates formulation and implementation of sectional annual operational plans
3.3 Allocates duties to registry staff to ensure implementation of plans
3.4 Conducts annual performance appraisals on individual supervisees to assess their performance against the set standards and to identify training and development needs.
3.5 Coordinates preparation and implementation of sectional budget.
3.6 Maintains staff discipline
3.7 Recommends training for the registry staff.
3.8 Advises management on all matter relating to registry organization and control.
JOB SPECIFCATION
Diploma in Records Management/Library & Information Studies
OR
C.O.S.C/LGSE with at least 5 years’ experience in records management/registry office
KNOWLEDGE, SKILLS AND ABILITIES
-Knowledge of office (Registry) organization and structure.
-Knowledge of Government rules and regulations pertaining to the Registry.
-Knowledge of the Registry operations.
-Ability to communicates clearly in both spoken and written English and Sesotho.
-Ability to manage effectively both materials and Human Resources
Demonstrated ability to manage different priorities and work under minimum supervision and as part of diverse team.
Demonstrated ability to maintain confidentiality and neutrality, in a sensitive environment.
Applications on relevant forms of G.P 104 for serving officers and GP 103 for job seekers duly accompanied by certified copies of educational certificates, transcripts, I.D., C.V’s & Council on Higher Education (CHE) certificate of verification should be hand delivered to HUMAN RESOURCES OFFICE AT THE MINISTRY OF THE PUBLIC SERVICE NOT LATER THAN 24th FEBRUARY, 2025.