Office Practice JAMB, WAEC, NECO AND NABTEB Official Past Questions

As the purchasing officer of a service provider firm planning to purchase office equipment, state four factors you would consider in purchasing the equipment.

a) Differentiate between adjournment and postponement.

b) i) What is office layout?
ii) State three benefits of open office layout.
iii) State four factors to be considered before locating an office.

a) State five functions of Finance Department in an organization.

b) State five importance of communication in an organization

a) As a Secretary of the Secretarial Students Association, write a notice of meeting to invite members to a meeting to be held in three weeks time.

b) Explain this media of communication:

i) Print
ii) Electronic

c) Identify and explain four attributes of good filing system.

a) i) What us information?
ii) List four uses of information in an office?

b) State five importance of a report.

c) What is the difference between a statutory report and a routine report?

a) i) Explain this office document: Delivery note.
ii) Explain this office document: Receipt.
iii) Explain this office document: Bin card.
iv) Explain this office document: Quotation.

b) Identify the types of equipment which would be used to perform this task in an office;

i) attaching a cheque to a letter to be sent to suppliers
ii) boring holes on letters received in the registry for filing.
iii) getting a carbon copy of a query letter to a worker.
iv) sending an exact copy of a document to an overseas partner.
v) making more copies of minutes of a meeting.
vi) disposing of unwanted documents.

c) Explain this type of mail:

i) Personal mail
ii) Confidential mail
iii) Urgent mail

Read the case below carefully and answer this question

PROBLEMS CAUSED BY THE MANAGING DIRECTOR OF OKF LIMITED
OKF limited, an initially fast growing company, was established twelve years ago to deal in office machines. The vision of the Managing Director, Dr. Rock Bansco was that the Company would become the leading supplier of office machines. He also hoped that the company would provide employment for many secondary school leavers.
Within the first five years of the company’s inception, its profit grew rapidly. The customers increased so much that by the sixth year of the company’s operation, the staff strength had become more than one hundred. However, all the workers who were employed in its sixth year of operation were both unqualified and inexperienced, worse still, they were given supervisory positions because of their relationship to the Managing Director in one way or the other.

As a large company, OKF Limited had six Heads of Department. However, the Managing Director hardly involved any of them in the day-to-day running of the company. He did all recruitment, purchases as well as salaries and wages administration. Staff salaries and wages were also very poor. As time went on, virtually all the staff became unhappy and this affected their morale.

The Managing Director recently called an emergency meeting to address the staff, surprisingly, he did not appoint anyone to record the proceedings of the meeting.
 

a) State two problems in OKF Limited.

b) Outline departments in OKF Limited that should be responsible for the following activities:

• recruitment of workers
• sales promotion
• acquisition of machines
• payments

c) i) When is an emergency meeting called by the management of an organisation?

ii) What is the meeting’s related title of the officer who should have recorded the meeting proceedings?

iii) State two duties the officer in (c)(ii) should have carried out before the day of the meeting

iv) List five headings under which the officer would have recorded the proceedings of the meeting.

The tenure of an ad-hoc committee is

In an organization, a receptionist may sometimes act as

A document from the seller to the buyer showing the date, description and quantity of goods supplies is

The means of internal communication in an organization is

The process of interpreting a received message is

The use of a picture to convey information to receiver is an example of

Standardized letters which give the same information and reply to regular inquires and requests are

One of the duties of a mail room clerk is to

An example of open office in a school is the

The part of a report where the highlights of an investigatory committee’s assignment are stated is the

Which of the following types of correspondence is used to convey information to a large number of customers?

Formal meeting held by the directors of an organization to consider policy issues is

Economy in the use of office equipment is one of the advantages of

A good information should be