Job Description
TVO/06/2023/009
GENERAL PURPOSE
DUTIES AND RESPONSIBILITIES
1. Making, answering, routing phone calls to the correct person, taking and
delivering messages.
2. Receiving, resolving, escalating inquires and giving feedback.
3. Write, receive, reply, sort and distribute routine correspondences
4. Taking oral dictation; word and data processing from manuscripts.
5. Handling both incoming and outgoing correspondence memos, letters and
forms.
6. Assist in preparation of regularly scheduled reports including processing,
typing and formatting reports.
7. Develop, undertake, maintain up to date manual and computer filing system,
document copying, scanning, filling and retrieval including of confidential
material, corporate records, documents and reports.
8. Ensuring security of office equipment, documents and records.
9. Helping in preparing and scheduling meetings and appointments including
preparing meeting/events facilities, refreshments and meals.
10.Take accurate minutes of meetings.
11.Handle sensitive information in confidential manner.
12.Book and organize travel arrangements for the Board of Directors,
Managing Director and head of departments.
13.Book conference calls, rooms, taxis, hotels for the Managing Director and
Senior managers.
14.Help in managing the board of Directors calendar of events and meetings,
diary of scheduled events and meetings for the Managing Directors office.
15.Welcome and provide general support to visitors, staff, clients, service
providers and other stake holders and provide information by diligently
answering questions and requests and or directing them accordingly.
16.Ensure operation of equipment by completing preventive maintenance
requirements; calling for repairs, maintaining equipment inventories systems
to make them more efficient.
17.Develop, coordinate office procedures and update administrative
18.Any other duties as may be assigned by your supervisor from time to time
Personal Specifications
For appointment to this grade, an officer must have: -
i. A Diploma in Secretarial Studies/Diploma in Business
Management/Diploma in Business Administration or its equivalent
from a recognized institution
ii. Have relevant work experience of not less than three (3) years in a
reputable organization
iii. Proficiency in computer skills
iv. Good communication, interpersonal and time management skills