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Job Opportunity for Executive Secretary

Post Title : Executive Secretary
Details :

 

MINISTRY OF DEFENCE, JUSTICE AND SECURITY

 

EXTERNAL ADVERTISEMENT

 

The Ministry of Defence, Justice and Security invites applications from talented, decisive and self-driven individuals from qualified citizens of Botswana to fill the following post:- 

 

VACANCY CIRCULAR NO. 1 OF 2021

 

EXECUTIVE SECRETARY (1 POST)

 

SALARY SCALE:   D4 (221, 076 – 243, 684 per annum)

 

MAIN PURPOSE OF THE JOB

 

Provide secretarial and administrative services.

 

KEY PERFORMANCE AREAS

 

1.    Maintain diary, schedule appointments and meetings based on personal knowledge of the workload and current issues of importance and remind on matters to be considered during scheduled meetings.

2.    Receive all visitors and telephone calls, ascertain the nature of the call or business of the visitors and determine appropriate action.

3.    Research, collate and summarize information as required from files and documents as requested or in anticipation of the need to do that.

4.    Establish and maintain confidential and correspondence files and other related documents.

5.    Safeguard classified material for the Ministry.

6.    Ensure that forms for application and retirement of imprest and perdium are prepared, authorized and retired on time.

7.    Arrange hotel and travel reservations and ensure that all the necessary documents and related material needed for such travels are in order.

8.    Study incoming correspondence, publications, regulations and Directives to keep abreast with the latest developments.

9.    Review outgoing correspondence for signature for proper format, conformance with procedural instruction, typographical accuracy and necessary attachments. Advice the writer of inadequacies.

QUALIFIED APPLICANTS PROFILE

To be considered for this position, candidates must have at least National Diploma in Secretarial Studies or Higher National Diploma in Secretarial Studies (NDSS/HNDSS) complemented by six (6) years relevant post qualification experience, two of which should have been served at the level of Senior Personal Secretary (C1 salary scale).

        

KEY SKILLS AND COMPETENCIES

 

·      Customer Service

·      Planning and Execution

·      Communicating effectively

·      Building Effective Teams

·      Drive for Results

·      Ethics and Values

BENEFITS APPLICABLE TO ALL POSITIONS

a)    Leave of 30 working days per annum.

b)   Optional contributory Medical Aid Scheme (Government pays 50% and employee 50%).

c)    Contributory Pension Scheme (Government pays 15% and employee 5%).

 

IMPORTANT

Applicants should quote the reference number of this vacancy circular and provide the following details.

a)    Up to date detailed Curriculum Vitae

b)   Certified copies of certificates, Omang and at least two recent work related references (not more than six months old) confirming the required experience.

c)    Serving officers should indicate present position, salary grade and appointment thereto.

 

NB: In case of serving public officers, applications must be routed through Heads of Department and Permanent Secretaries.  Applications not so routed will not be considered.

 

Applications should be addressed to the:

Permanent Secretary, Ministry of Defence, Justice and Security

Private Bag 00384, GABORONE or hand delivered to the Ministry Headquarters, Plot 54355 Central Square Building, West Wing, and Office Number 221. Gaborone CBD, Phase 2.

 

For further information contact 3698253/3698205   

 

CLOSING DATE: 12TH MARCH 2021

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