The Ministry of Foreign Affairs and International Relations invites applications from suitably qualified local candidates to fill the following position.
DEPARTMENT: FOREIGN SERVICE
JOB TITLE: Third Secretary
NO. OF POSITIONS: (3)
GRADE: F
RESPONSIBLE TO: COUNSELLOR (HEAD OF CHANCERY)
JOB SUMMARY
Under the supervision of the Head of Chancery, the Third Secretary is responsible for ensuring that the financial management of the mission is in accordance with the financial regulations of the Government of Lesotho, assists in the preparation of the budget and monitors expenditure to preclude over-expenditure, prepares monthly returns and reconciliation of bank statements and ensures safety of accountable documents.
FINANCIAL MANAGEMENT
- Advises the Head of Mission and the Head of Chancery on the financial management of the mission so that practices are in accordance with the Financial Regulations of the Government of Lesotho.
PROCESSING OF ORDERS AND PAYMENTS
- Processes approved orders for purchases/services and effects payment of such purchases/services so that the functioning of the mission is not hampered by shortages or service denied to it because of failure to pay on time.23
- Monitors the expenditure of the mission in relation to the budget position so that he gives timely warning to the Counsellor and the Head of Mission for appropriate interventions where there may be over expenditure or exhaustion of funds.
PREPARATION OF THE BUDGET AND RETURNS
- Assists the Counsellor in the preparation of the mission’s annual budget so that adequate funds can be requested for running the mission.
- Prepares monthly returns, reconciliation of the bank statement with the cash book and the Status of Funds reports for the head of mission before transmission to headquarters.
COLLECTION OF REVENUE AND SAFETY OF ASSETS
- Collects revenue and any refunds due to the mission and issues receipts.
- Ensures safe keeping of accountable documents and petty cash so as to be accounted for whenever the occasion demands.
- Ensures safe keeping of keys to all mission’s property, staff houses, the chancery, and vehicle ensure their availability in cases of emergency.
- Maintains an inventory of the mission’s property so that assets of the mission can be account for at any time.
- Ensures that all insurances of the property of the mission are up- to-date and applicable insurances of the staff of the mission and qualifying dependents are paid and up-to-date.
- Arranges for maintenance and servicing of the official vehicles of the mission.
- Performs any other related duties that may be assigned from time to time.
KNOWLEGDE AND SKILLS
Education and Training
- Bachelor’s degree in Accounting or Chartered Accountant and Certificate in Diplomatic Training.
Experience
- Two years’ experience in Government accounting procedures.
RESPONSIBILTY
For work of others
The job has no supervisory responsibilities.
For property (Equipment, Materials and Finance)
The incumbent has responsibility for the proper use of the financial
Regulations of the Government of Lesotho in the disbursements of funds and in the use of the material assets of the mission.
For effects of Errors
The incumbent is responsible for errors of miscalculations on his part, negligence for timely payment of accounts and insurances resulting in surcharge to the mission, making payments not supported by regulations, making unauthorized orders and payments.
Safety of others
This factor does not apply in the duties of the incumbent.
COMPLEXITY
Authority for decision making
The incumbent is guided principally by the financial regulations as well as the public service and Foreign Service regulations in processing the disbursement of the finances allocated to the mission.
Problem solving
Anticipated problems relating to over-expenditure and non-availability of funds (with suggestions for solution) should be communicated to the Counsellor for attention of the Head of Mission.
Supervision received
Once authority has been given for orders/payments the incumbent requires no supervision. The incumbent has to impose a rigorous timetable for himself for timely payments.
Dexterity
This factor is considered minimal in the job.
CONTANCTS
The incumbent has contact with banking authorities, suppliers of goods and services and the staff of the mission.
EFFORT
Mental effort
The incumbent has to use a great deal of mental effort in handling the finances of the mission and in the preparation of the budget.
Physical effort
This factor does not apply in the job.
Emotional effort
This factor does not apply in the job.
WORKING CONDITIONS
Unfavorable conditions of work
This factor does not apply to the job except in an area designated “a hardship area”.
Hazards
This factor does not apply in the Lesotho diplomatic missions and consular posts.
All applications should be on relevant forms GP104 forms for Serving and GP103 for job seekers, accompanied by certified copies of Educational Certificates and transcripts should be delivered to:
Human Resources Office
Ministry of Foreign Affairs and International Relations
P/Bag 1387
Maseru 100
The closing date for the applications is 14th April, 2023.