Office Admins

OFFICE ADMINISTRATOR II | SHA/236/2025

Job Term: Permanent and Pensionable

Position Level: SHA 8

Number of positions: 54

Qualifications, Skills and Experience Required:

For appointment to this grade, a candidate must have: –

1. Bachelor’s degree in any of the following disciplines:- Secretarial Studies; Business and Office Management or equivalent qualification from a recognized institution;
   OR
2. Bachelor’s degree in Social Sciences plus Diploma in Secretarial Studies from a recognized institution; and
3. Proficiency in computer applications;

Responsibilities:

This is the entry and training grade for this cadre. An officer at this level will work under the guidance of a senior officer.

Duties and responsibilities at this level entail:

• Taking oral dictation;
• Using e-office to research and process data;
• Operating office equipment;
• Attending to visitors and client;
• Handling telephone calls;
• Handling customer inquiries and complaints;
• Coordinating travel arrangements;
• Ensuring security of office records, equipment and documents, including classified materials;
• Ensuring security, integrity and confidentiality of data;
• Updating an up-to-date filing system in the office;
• Drafting responses to routine correspondence;
• Managing office protocol and etiquette;
• Identifying areas of risk in the department;
• Implementing the department’s charter;
• Promoting Business Process Re-engineering (BPR);
• Implementing the business continuity plan for the department; and
• Fostering a corporate culture that promotes ethical practices and good corporate citizenship.