Reading and analyzing incoming memos submission and reports to determine their significance and plan their distribution;
Scheduling of meetings;
Ensuring security and integrity of office records, equipment and documents, including classified materials;
Ensuring compliance with office protocol and etiquette by screening visitors/clients in a diplomatic manner to ensure corporate image is maintained;
Maintaining an up-to date filing system that includes physical and e-archiving of records for ease of document retrieval and reference;
Using e-office to research and process data;
Handling customer inquiries and complaints in a diplomatic manner to ensure corporate image is maintained;
Managing office protocol, etiquette and telephone calls;
Managing petty cash;
Ensuring office equipment such as scanners, photocopiers, shredders, computers and printers are serviced and in good working condition;
Generating drafts and responding to incoming and outgoing correspondence;
Support preparation, custody, archival and retrieval of reports and document.
Required Qualification
For appointment to this grade, a staff must have: -
Bachelor's degree in any of the following fields:- Business and Office Management, Secretarial studies or equivalent qualification from a recognized institution; and
Cumulative service period of three (3) years of which must have been at the grade of Office Administrator I or in a comparable position;