EXECUTIVE LEADERSHIP OFFICE MANAGER

MINISTRY OF FOREIGN AFFAIRS AND INTERNATIONAL COOPERATION

REF: EA 4/8/18/1 I
VACANCY CIRCULAR NO 2 OF 2015 `

The Ministry of Foreign Affairs and International Cooperation has an overall responsibility of promoting Botswana's national interests abroad.

Talented, proactive, self-driven individuals are sought to fill the below listed vacancies

EXECUTIVE LEADERSHIP OFFICE MANAGER II–
(1 POST)

VACANCY REF NO: 150100099.2

Salary Scale: D2 (P231 708 – P255 828) per annum
Leave: 30 working days per annum

Benefits:

i. Optional Contributory Medical Aid Scheme (Government contributes 50% and employee contributes 50%).
ii. Contributory Pension Scheme (Government contributes 15% and employee contributes 5%).

Qualified Applicant Profile

To be considered for appointment to this position, candidates must have a Degree in Secretarial Studies. Certificate in Corporate governance from the Chartered Institute of Secretaries and Administration would be an added advantage.

Promotion to this grade is limited to serving officers who have served at least two (2) years as Senior Executive Secretary and have acquired at least proficiency rating Level 3 of the Executive Leadership Office Manager II skills and competencies and attained at least a minimum of level 3 of overall performance rating.

Experience

The applicant must also have a minimum of ten (10) years experience in Secretarial Services, two (2) of which should have been served as Senior Executive Secretary or equivalent.

Main Purpose of the Job

To provide secretarial and office management services to the Executive Leadership.

Duties and Responsibilities

• Manages the office of the Executive Officer
• Receives calls, screens and directs them to the relevant action officers in various Ministries.
• Processes and handles classified government documents and manages records where necessary.
• Prepares travel arrangements, i.e. reserves flights, hotel accommodation and also prepares and retires imprest and compiles meeting documents for the Executive Leadership.
• Researches, collates and summarises information from files, documents and other materials as requested by the Executive Leader.
• Assists and advises customers on procedures and process in the absence of the Executive Leader.
• Provides office safety and security for the Executive Leadership.
• Records minutes of meetings at Leadership Managers level.
• Undertakes any other related duties as assigned by management or supervisor.

Required Competencies and Skills

• Strategic skills
• Operating skills
• Energy and Drive
• Written Communication
• Integrity and Trust
• Interpersonal Savvy
• Customer Focus
• Composure
• Ethics and Values
_______________________

How to apply:

Applications:

Quote the vacancy ref number and provide the following details:

a) Full name, address, date and place of birth,
b) Brief summary of career duties (Curriculum Vitae),
c) Certified copies of certificates together with their transcripts
d) Certified copy of National Identity Card (omang)
e) Submit at least two (2) recent (not more than six months old) work related references confirming the required experience (Please include contact details)
f) In case of serving public officers; date of first appointment, present post and date of appointment thereto
g) In case of candidates from Parastatals and Private Sector Organization, please provide a statement of salary/pay should be provided.

Important:

Applications from serving Public Officers should be routed through their Heads of Departments and Permanent Secretaries. Applications not so routed will not be considered.

Applicants who do not meet the minimum requirements stipulated above will not be considered. Only short-listed candidates will be contacted.

Applications should be addressed to:

The Permanent Secretary,
Ministry of Foreign Affairs and International Cooperation,
Private Bag 00368,
Gaborone

or

hand delivered to the Ministry, Records Management Unit – BLOCK B

Closing Date: Friday, 10th June 2015

For further information please contact Human Resource Management Unit @ 3600721/819.