The organization invites applications from qualified, motivated, and results-driven individuals for the position of Secretariat Officer. This recruitment presents an opportunity to join a reputable public institution that values professionalism, integrity, and service excellence. The role is designed to provide administrative and secretarial support to various departments while fostering efficiency and order in official communication and record management processes.
With a total of 54 positions available, the Secretariat Officer role offers candidates a chance to build a meaningful and stable career within a structured environment. The position is at Job Level SHA 8, and it provides a permanent and pensionable employment opportunity, allowing successful candidates to contribute to institutional goals while advancing their personal growth and professional experience.
This role requires individuals who can operate effectively under guidance, maintain confidentiality, demonstrate organizational discipline, and exhibit strong interpersonal and communication skills. As this is an entry and training grade, successful candidates will receive the necessary exposure, mentorship, and support from senior officers to perform their duties effectively.
Position Title: Secretariat Officer
Job Term: Permanent and Pensionable
Position Level: SHA 8
Number of Positions: 54
Job Purpose
The Secretariat Officer plays a vital role in supporting the efficient and professional operation of administrative units across departments. The officer ensures the smooth handling of correspondence, record-keeping, and information flow within and outside the organization. The position also involves maintaining effective communication channels between the department and key stakeholders, ensuring high standards of confidentiality, and upholding the organization’s values through ethical office practices.
Key Responsibilities
The Secretariat Officer will perform a wide range of administrative and secretarial duties under the supervision of a senior officer. The responsibilities are designed to develop core skills, professional discipline, and organizational insight for career progression within the administrative structure.
The specific responsibilities include:
1. Taking Oral Dictation
The officer will take dictation and transcribe accurate reports, correspondence, and official documents as instructed by senior officials. This requires precision, speed, and strict adherence to confidentiality protocols when handling sensitive materials.
2. Using e-Office Systems to Research and Process Data
The officer will utilize modern e-office platforms to conduct research, process internal data, and facilitate administrative communication. This includes entering and retrieving information, preparing summaries, and supporting data-based decision-making processes.
3. Operating Office Equipment
The officer will be responsible for the proper use and maintenance of essential office equipment such as photocopiers, scanners, printers, and communication tools. They will also ensure that all equipment is in working condition and report malfunctions to the relevant department.
4. Attending to Visitors and Clients
As the first point of contact for many visitors, the Secretariat Officer will maintain a professional demeanor while managing appointments, welcoming guests, and providing information or directing them to the relevant departments. The officer will ensure that visitors receive courteous and efficient service.
5. Handling Telephone Calls
The officer will handle incoming and outgoing calls, screen inquiries, and relay messages promptly. This function requires clear communication skills, professionalism, and accuracy in information exchange.
6. Handling Customer Inquiries and Complaints
The Secretariat Officer will assist in receiving, recording, and responding to inquiries and complaints. The officer will ensure that customer issues are handled in a timely, professional manner in accordance with the institution’s service standards and policies.
7. Coordinating Travel Arrangements
The officer will organize and facilitate official travel for staff, including preparing itineraries, processing travel documents, and liaising with relevant departments to ensure logistical efficiency.
8. Ensuring Security of Office Records, Equipment, and Documents (Including Classified Materials)
The officer will maintain the integrity of office documentation and ensure that classified or sensitive materials are stored securely. This responsibility includes monitoring access to documents and ensuring adherence to institutional data protection policies.
9. Ensuring Security, Integrity, and Confidentiality of Data
The Secretariat Officer will play a key role in ensuring that all office information systems and manual records are protected from unauthorized access or alteration. They will uphold confidentiality standards in all communications and data handling activities.
10. Updating and Maintaining an Up-to-Date Filing System
An effective filing and record management system is crucial for operational efficiency. The officer will develop, organize, and maintain both physical and electronic filing systems to ensure timely retrieval of information.
11. Drafting Responses to Routine Correspondence
The officer will prepare and draft routine correspondence, reports, and memoranda as directed. They will ensure clarity, accuracy, and adherence to institutional formats and language standards.
12. Managing Office Protocol and Etiquette
The Secretariat Officer will ensure that official meetings, events, and communications adhere to established protocols. This includes maintaining decorum, professionalism, and consistency in all office engagements.
13. Identifying Areas of Risk in the Department
The officer will assist in identifying operational and procedural risks that could affect the department’s efficiency or integrity. They will also report any potential risks for further review and mitigation.
14. Implementing the Department’s Charter
The Secretariat Officer will support the implementation of the departmental service charter, ensuring that all administrative activities align with the institution’s performance standards and public service principles.
15. Promoting Business Process Re-engineering (BPR)
The officer will contribute to process improvement initiatives by identifying inefficiencies and suggesting new approaches to enhance productivity, simplify workflows, and improve service delivery.
16. Implementing the Business Continuity Plan for the Department
The Secretariat Officer will assist in implementing the department’s business continuity and disaster recovery strategies. This includes ensuring that operations continue effectively in case of disruptions or emergencies.
17. Fostering a Corporate Culture That Promotes Ethical Practices and Good Corporate Citizenship
The officer will embody and promote ethical behavior, accountability, teamwork, and respect within the workplace. They will also participate in initiatives that strengthen the organization’s commitment to social responsibility and integrity.
Key Competencies and Attributes
While the qualifications for appointment have been clearly defined, the role demands strong interpersonal, communication, and organizational skills. The Secretariat Officer must demonstrate attention to detail, reliability, and a high degree of discretion in handling sensitive information. Additionally, teamwork and the ability to operate effectively within a dynamic institutional environment are critical attributes for success in this role.
Work Environment
The Secretariat Officer will operate in an office setting, interacting frequently with departmental staff, senior management, and external stakeholders. The work environment requires consistent adherence to established policies and procedures, time management discipline, and professional behavior in all interactions.
As this is an entry-level position, the officer will undergo continuous learning and mentorship under the guidance of experienced supervisors. Over time, successful performance may lead to advancement within the administrative cadre, offering long-term career prospects and professional development opportunities.
Opportunities for Growth
This position provides a foundational experience for individuals seeking to establish a career in administration and public service. Through structured training, exposure to multiple departments, and engagement with diverse operational areas, the Secretariat Officer will gain insights into institutional management and governance structures. This experience can serve as a stepping stone to higher administrative and management roles within the organization.
Expected Impact
The Secretariat Officer’s contribution will directly influence the organization’s operational efficiency, communication effectiveness, and service quality. By ensuring that administrative processes are well-coordinated, information is managed effectively, and confidentiality is maintained, the officer supports the broader goal of institutional excellence and accountability.
How to Apply
Interested and qualified candidates should submit their applications in accordance with the instructions provided in the official job notice. Applicants are advised to ensure that all relevant documentation, including academic credentials and other supporting materials, are submitted before the stated deadline.
Applications should be submitted via email to the designated address as indicated in the official advertisement.
This job opportunity presents an excellent platform for individuals eager to contribute to public service while developing administrative expertise. The Secretariat Officer role is both challenging and rewarding, offering a chance to participate in meaningful work that impacts institutional performance and service delivery.
