14/76 : OFFICE ADMINISTRATOR GRADE II REF NO: DOT/ HRM/2026/22

Provide a support services to the Chief Director; Answer and record
telephone/facsimile/email activity on behalf of the Chief Director as well as
screen calls; Record and deal with queries from public and personnel in the
department; create a database of clients with respect to contact information,
line of business and other information. Attend to documentation (filing, tracking,
update and disposal thereof); Receive documentation, acknowledge receipt,
apply file number/ allocation, record data into computer system, file
appropriately; Perform document tracking for all documentation; Keep record
of incoming and outgoing documents. Perform general office administration;
Sent and receive faxes, email receive and dispatch items and do photocopying;
obtain relevant quotes and order supplies; Type letters, agendas, minutes and
other correspondences as necessary. Assist in organising meeting, workshops,
seminars and conferences. Prepare for meetings (arrange venues,
refreshments, equipment’s copy relevant literature; Buy refreshments supplies
for the office. Chief User Clerk; Complete and sign VAS 2 forms; Order
stationery, equipment and furniture for the office; Monitor office orders.