SECTION : Human Resources
JOB TITLE : Executive Secretary (3 Positions)
GRADE : F
REPORTING TO : Human Resource Manager
JOB TITLE : Executive Secretary (3 Positions)
GRADE : F
REPORTING TO : Human Resource Manager
1. MAIN PURPOSE OF THE JOB
Under the general supervision of the Human Resources Manager, the Executive Secretary is responsible for production and distribution of documents, mail processing and records management; organisation of official meetings, conferences and official entertainment, organisation of official trips and visits, office security , improvement of secretarial services and dissemination of information in order to provide an effective administrative support.
2. KEY RESPONSIBILITIES:
• Organisational arrangements.
• Production of Documents.
• Maintenance, storage and retrieval of documents.
Under the general supervision of the Human Resources Manager, the Executive Secretary is responsible for production and distribution of documents, mail processing and records management; organisation of official meetings, conferences and official entertainment, organisation of official trips and visits, office security , improvement of secretarial services and dissemination of information in order to provide an effective administrative support.
2. KEY RESPONSIBILITIES:
• Organisational arrangements.
• Production of Documents.
• Maintenance, storage and retrieval of documents.
3. MAIN DUTIES:
• Makes arrangements for meetings and consultations, notifying participants and confirming times and venues.
• Types correspondence and documents to put written communication into a legible presentation.
• Obtains, distributes copies and files documents as required.
• Receives and gives messages to enable appropriate action.
• Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
• Prepares travel bookings (domestic and international) and arranges visas, accommodation for the Commissioners and Director of Elections to enable successful stay in the host country.
• Consults and maintains diary of events and appointments to enable effective time management.
• Types correspondence and documents to put written communication into a legible presentation.
• Obtains, distributes copies and files documents as required.
• Receives and gives messages to enable appropriate action.
• Issues letters of invitation for meetings, conferences and official entertainment and confirms attendance to facilitate participation and hosting logistics.
• Prepares travel bookings (domestic and international) and arranges visas, accommodation for the Commissioners and Director of Elections to enable successful stay in the host country.
• Consults and maintains diary of events and appointments to enable effective time management.
4. JOB SPECIFICATION
Diploma in Secretarial studies from a recognised institution plus 10 years experience in secretarial duties.
OR
Typing speed of 60 wpm, and 10 years experience in secretarial duties and office procedures; and Advanced Microsoft Word, Excel and Outlook is essential.
Diploma in Secretarial studies from a recognised institution plus 10 years experience in secretarial duties.
OR
Typing speed of 60 wpm, and 10 years experience in secretarial duties and office procedures; and Advanced Microsoft Word, Excel and Outlook is essential.
Applications from suitably qualified candidates accompanied by a CV with a list of 3 contactable referees, certified copies of educational certificates and transcripts should be submitted to:
The Human Resources Manager
Independent Electoral Commission
2nd Floor MGC Park Building
Corner Pope John Paul II & Mpilo Boulevard
P.O. Box 12698
Maseru
Independent Electoral Commission
2nd Floor MGC Park Building
Corner Pope John Paul II & Mpilo Boulevard
P.O. Box 12698
Maseru
NOT LATER THAN THE 30TH MAY 2014
