“200”, Aptitude Test
Questions and Answers for Office Assistant II – Tanzania Ports Authority (TPA).
ABSTRACT
This document presents a set of 200
multiple-choice aptitude test questions and answers designed to assist
candidates preparing for the position of Office Assistant II at the Tanzania
Ports Authority (TPA) through the Public Service recruitment system. The
questions are based on general knowledge, reasoning, communication skills,
office procedures, and basic cleaning and delivery tasks relevant to the duties
outlined in the job description. Each question is accompanied by four
horizontally arranged answer options, the correct answer is clearly marked in
bold, and a brief rationale is provided to enhance understanding. The test is
tailored to reflect the actual complexity and close similarity of choices often
found in public aptitude tests in Tanzania.
Prepared by:
Office Assistants II compiled by
Johnson Yesaya Mgelwa.
A lawyer stationed in Dar-es-salaam.
0628729934.
Date: June 1, 2025
Dear applicants,
This collection of questions and answers
has been carefully prepared to help all of you to understand the key areas
tested during the interview. The goal is to provide a useful, and practical
study guide so you can all perform confidently and fairly in the selection
process. I wish you the best of luck, and may this resource support you in
achieving success!
Warm regards,
Johnson Yesaya Mgelwa
For Personal Use by Applicants Preparing for Office Assistant II interview at Tanzania Ports Authority (TPA).
ALL
QUESTIONS ARE COMPILED TOGETHER.
1. What is the first task an Office Assistant should perform when reporting to the office in the morning?
A. Sweep the compound B. Start preparing tea for staff C. Open doors and windows D. Collect files from supervisor
Answer: C
Rationale: Opening doors and windows is typically the first duty to
ensure air circulation and office readiness before other activities like
cleaning or tea preparation.
2. Which item is most essential when serving tea in an office setting?
A. Electric kettle B. Sugar bowl C. Tray D. Clean cup
Answer: D
Rationale: While all are useful, a clean cup is essential because it
directly relates to hygiene and service quality.
3. What is the most appropriate action after using electrical equipment in the office?
A. Unplug the equipment and report usage B. Leave it on for others to use C. Switch it off and close windows D. Clean it and return it to storage
Answer: C
Rationale: Turning off electrical equipment and securing the office is a
basic responsibility to ensure safety and energy conservation.
4. When instructed to collect a parcel from another office, what should you do first?
A. Ask someone to go with you B. Finish your tea-serving duties C. Confirm the office location and go immediately D. Wait until break time
Answer: C
Rationale: Prioritizing assigned tasks without delay ensures office
operations run smoothly and demonstrates responsibility.
5. Which tool is mostly used in gardening around office premises?
A. Mop B. Broom C. Hoe D. Duster
Answer: C
Rationale: Gardening duties require tools like hoes to dig or till the
soil, unlike brooms or mops used for cleaning indoor surfaces.
6. The best way to ensure files reach the intended office safely is to:
A. Send them via another staff B. Drop them at the reception C. Deliver them directly and confirm receipt D. Wait until the recipient asks for them
Answer: C
Rationale: Personally delivering and confirming ensures accountability,
preventing file misplacement or delay.
7. Before locking the office at the end of the day, what should be checked first?
A. Cleanliness of the office B. Whether everyone has left C. All lights and electrical appliances are off D. Number of windows in the room
Answer: C
Rationale: For safety and cost-saving, ensuring that electrical devices
are switched off is a core end-of-day duty.
8. What is the politest way to knock on a closed office door?
A. Bang three times quickly B. Knock once and enter immediately C. Tap lightly 2–3 times and wait D. Shout to announce your arrival
Answer: C
Rationale: Lightly knocking and waiting shows respect and
professionalism in office etiquette.
9. Which of the following best describes the role of an Office Assistant in handling mail?
A. Writing official letters B. Collecting and distributing mail C. Sealing confidential parcels D. Receiving salaries through mail
Answer: B
Rationale: One core responsibility of an Office Assistant is to ensure
efficient mail circulation in and out of the office.
10. Which is the best cleaning material to clean a computer screen?
A. Wet towel B. Rough sponge C. Dry microfiber cloth D. Paper towel
Answer: C
Rationale: Microfiber cloths are gentle and suitable for screens without
scratching or leaving marks.
11. How should files be arranged on an office shelf?
A. According to thickness B. By color C. Alphabetically or by subject D. Randomly
Answer: C
Rationale: Systematic arrangement ensures quick retrieval, and
alphabetical or subject-wise methods are commonly used.
12. If you are unsure about an instruction from your supervisor, what should you do?
A. Ignore the instruction B. Do what you think is best C. Ask for clarification D. Ask a colleague to do it
Answer: C
Rationale: Seeking clarification ensures the task is done correctly and
shows responsibility.
13. Why is it important to lock office doors after working hours?
A. To avoid cold air entering B. To control mosquitoes C. For security of office property D. To prevent dust accumulation
Answer: C
Rationale: Locking the office protects files, computers, and other
assets from theft or tampering.
14. Which action should you take when you find mail addressed to your supervisor?
A. Open and read it B. Throw it in the bin C. Deliver it directly to them D. Return it to sender
Answer: C
Rationale: Delivering mail without tampering respects privacy and
ensures timely communication.
15. Which of the following contributes most to a clean office environment?
A. Listening to music while working B. Washing windows monthly C. Cleaning daily and disposing trash properly D. Air freshener sprays
Answer: C
Rationale: Consistent daily cleaning maintains hygiene, reduces pests,
and enhances workplace health.
16. What is the proper way to serve tea to a senior officer?
A. Place it on their desk quietly B. Give it to their assistant C. Hand it directly without greeting D. Wait outside and call them
Answer: A
Rationale: Placing it on the desk respectfully, without interrupting, is
the most professional approach.
17. How can you avoid confusion when carrying multiple files to different departments?
A. Carry one file at a time B. Memorize all names C. Use labels or notes for each file D. Ask someone to remind you
Answer: C
Rationale: Labeling prevents mix-up and ensures files reach the correct
destination efficiently.
18. What should you do after sweeping the office in the morning?
A. Leave the broom at the door B. Sit and wait for further orders C. Store the broom in the cleaning room D. Use it for sweeping again after tea
Answer: C
Rationale: Proper storage keeps tools organized and prevents clutter or
safety hazards.
19. If the office compound is littered with leaves, what is the best course of action?
A. Ignore since it's not inside the office B. Inform the gardener C. Sweep and clean it D. Wait for the rain to wash them
Answer: C
Rationale: As part of compound cleaning duties, prompt action maintains
cleanliness and reflects commitment.
20. Which language skill is essential for an Office Assistant’s communication?
A. French B. Spanish C. Kiswahili and English D. Arabic
Answer: C
Rationale: The job requires CSEE passes in Kiswahili and English, which
are widely used in Tanzanian offices.
21. Why is it important to report early at work as an Office Assistant?
A. To have breakfast first B. To chat with coworkers C. To prepare the office before others arrive D. To wait for others to give instructions
Answer: C
Rationale: Reporting early allows the assistant to prepare the
environment cleaning, unlocking doors, etc.
22. The phrase "assigned from time to time by Supervisor" means:
A. You will do only cleaning tasks B. You must refuse extra work C. Duties may vary based on need D. Supervisor will not give you tasks
Answer: C
Rationale: It implies flexibility; assistants may be required to perform
new or different tasks when needed.
23. Why is it necessary to knock before entering someone’s office?
A. To surprise them B. To notify them and wait for permission C. To see if they are not around D. To walk in boldly
Answer: B
Rationale: Knocking and waiting shows respect and maintains professional
boundaries.
24. What should be done if a tea cup is accidentally broken during cleaning?
A. Hide it in the cupboard B. Blame someone else C. Inform the supervisor and clean up safely D. Throw it outside the office
Answer: C
Rationale: Honesty and safety are essential—reporting and cleaning
avoids accidents and maintains trust.
25. When delivering documents to the post office, what is important to carry?
A. Food for the way B. Your phone only C. A delivery list or record D. Old letters
Answer: C
Rationale: A delivery list ensures accuracy and serves as proof of
dispatch or receipt if needed.
26. What is the main reason for switching off lights and equipment before leaving the office?
A. To stop heat B. To avoid noise C. To save energy and prevent danger D. To confuse thieves
Answer: C
Rationale: Turning off lights and electrical equipment helps conserve
electricity and prevents fire or other safety risks.
27. Which of the following is the most appropriate footwear when working in an office?
A. High-heeled sandals B. Flip flops C. Clean closed shoes D. Dusty boots
Answer: C
Rationale: Closed clean shoes are safe, presentable, and suitable for an
office environment.
28. A document labeled "Confidential" should be:
A. Left on a desk B. Shared with anyone asking C. Delivered directly to the recipient D. Posted on notice board
Answer: C
Rationale: Confidential documents should be handled discreetly and
delivered directly to maintain privacy and security.
29. What should you do if you're sick and unable to report to work?
A. Wait until recovery and explain later B. Send someone to work for you C. Inform your supervisor as soon as possible D. Say nothing
Answer: C
Rationale: Timely communication with your supervisor allows the office
to plan accordingly and shows responsibility.
30. Why should you handle office files carefully?
A. To avoid making noise B. To impress your supervisor C. To prevent loss or damage of important information D. To finish work faster
Answer: C
Rationale: Office files often contain important records; mishandling them could result in permanent data loss or errors.
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