“250”, Aptitude Test
Questions and Answers for Office Management Secretary II
– MDA & LGA.
This collection of 250 multiple choice
questions is designed to help candidates prepare for the MWANDISHI MWENDESHA
OFISI DARAJA LA II public service aptitude test in Tanzania. The questions
focus on key office management duties, including document handling, visitor
reception, records management, scheduling, and use of common office software.
Each question includes the correct answer and a brief explanation to aid
understanding. This resource supports candidates in building the knowledge and
skills needed to succeed in the exam and perform effectively in the role.
Prepared by:
Office Management Secretary, compiled by
Johnson Yesaya Mgelwa.
A lawyer stationed in Dar-es-salaam.
0628729934.
Date: July 15, 2025
Dear applicants,
This collection of questions and answers
has been carefully prepared to help you all understand the key areas
tested during the interview. The goal is to provide a useful and practical
study guide, enabling you to 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 Management Secretary II interview at Public Service Recruitment Service.
ALL
QUESTIONS ARE COMPILED TOGETHER.
1. Which of the following best describes the primary duty of an Office Management Secretary?
A. Preparing financial reports for the office B. Supervising field workers and recording attendance C. Typing letters, reports, and confidential documents D. Managing transport services and vehicle records
Answer: C
Rationale: The core duty involves typing documents, including confidential materials, which defines the secretarial role.
2. When receiving a guest in the office, what is your appropriate response as a secretary?
A. Ask the guest to write their name in the visitor's book and leave B. Direct them to the reception desk immediately C. Listen to their issues and guide them appropriately D. Refer them to another staff member without explanation
Answer: C
Rationale: A secretary must receive the guest, listen attentively, and direct them properly as part of front desk protocol.
3. Which tool is essential when organizing an official meeting?
A. Calculator B. Meeting schedule or planner C. Stapler D. Printer cartridge
Answer: B
Rationale: A planner helps schedule dates, participants, and topics—making it crucial for organizing meetings.
4. What is the best way to secure confidential files in an office?
A. Store them on open shelves B. Lock them in a file cabinet C. Leave them with the receptionist D. Keep them on your desk at all times
Answer: B
Rationale: Confidential documents must be locked away to ensure data protection and limit unauthorized access.
5. One of the tasks of an Office Secretary is to:
A. Supervise construction works B. Distribute files to relevant officers C. Conduct performance appraisal D. Manage pension records
Answer: B
Rationale: Secretaries handle internal communication by distributing files and correspondence to respective officers.
6. When a file is returned to the records room, what should the secretary do first?
A. Scan the file into the computer B. Place it on the desk of the record keeper C. Enter it into the file movement register D. Archive it permanently
Answer: C
Rationale: The movement register helps track the file’s flow and ensures accountability in file handling.
7. What is the correct format for a formal internal memo?
A. Greeting, story, conclusion B. From, To, Date, Subject, Body C. Dear Sir/Madam, Content, Yours sincerely D. Header, Attachment, Closing
Answer: B
Rationale: Internal memos use a formal structure including sender, recipient, date, subject, and message body.
8. Which software is commonly used to prepare spreadsheets?
A. Word B. Excel C. PowerPoint D. Outlook
Answer: B
Rationale: Excel is designed for creating spreadsheets, handling data entry, and performing calculations.
9. What does "cc" mean in email communication?
A. Contact call B. Copy client C. Carbon copy D. Central copy
Answer: C
Rationale: “cc” allows sending an exact copy of an email to another recipient aside from the main addressee.
10. A document that lists what is required in the office is known as:
A. Meeting minutes B. Inventory list C. Office requisition form D. Monthly payroll
Answer: C
Rationale: A requisition form lists office needs and is used to request supplies or services.
11. A good filing system must be:
A. Complicated and secure B. Simple, accessible, and classified C. Open for all staff D. Based on colors only
Answer: B
Rationale: A useful filing system ensures ease of access, clear classification, and organization of office documents.
12. What does typing speed of 100 words per minute mean in shorthand typing?
A. Typing 100 letters without any error B. Typing 100 words every second C. Writing 100 words by hand per minute D. Typing 100 words per minute accurately
Answer: D
Rationale: Typing speed in shorthand refers to the ability to type 100 complete words per minute with accuracy, using a typewriter or keyboard, which is a key qualification for office secretarial roles.
13. If your supervisor is traveling and asks for a meeting reschedule, what is your first step?
A. Cancel all meetings indefinitely B. Delete the schedule from the system C. Notify participants and update the schedule D. Wait for the day of meeting to decide
Answer: C
Rationale: Informing participants and updating the calendar ensures smooth coordination and professionalism.
14. Microsoft Publisher is mainly used for:
A. Writing reports B. Calculating figures C. Creating brochures and newsletters D. Creating slide presentations
Answer: C
Rationale: Publisher specializes in desktop publishing for posters, flyers, brochures, and business cards.
15. During a meeting, what is the main responsibility of a secretary?
A. Announcing the guest of honor’s speech B. Arranging chairs for guests C. Recording minutes and keeping official records D. Receiving food on behalf of the guests
Answer: C
Rationale: The primary responsibility of a secretary during meetings is to accurately record the minutes and preserve official records for future reference and accountability.
16. What is the importance of using formal tone in typing letters?
A. To confuse the recipient B. To ensure professionalism and clarity C. To make it easy to delete D. To shorten the document
Answer: B
Rationale: A formal tone shows respect and ensures the message is clear, professional, and properly structured.
17. Internet tools that help in email communication include:
A. Paint and Sketch B. Excel and Word C. Outlook and Gmail D. PowerPoint and Notes
Answer: C
Rationale: Outlook and Gmail are used for managing and sending emails professionally in most offices.
18. When preparing for a meeting, which of the following is MOST important?
A. Posting it on WhatsApp groups B. Recording the meeting before it begins C. Ensuring agenda and participants are informed D. Serving snacks in advance
Answer: C
Rationale: Sending out the agenda and notifying participants ensures the meeting proceeds effectively.
19. How should an official confidential letter be prepared?
A. Orally communicated B. Sent through friends C. Following official procedures and formal context D. Using a mobile phone
Answer: C
Rationale: Confidential letters must be prepared carefully and according to official procedures to protect their content and ensure professionalism.
20. The main purpose of archiving old documents is to:
A. Free up office chairs B. Sell documents to recyclers C. Preserve important records for future reference D. Reduce office lighting costs
Answer: C
Rationale: Archiving protects documents that are no longer active but may be required in future references or audits.
21. What is the first step when you receive a telephone call for your supervisor?
A. Take a detailed message B. Put the caller on hold immediately C. Ask the caller to call back later D. Ignore the call if busy
Answer: A
Rationale: Taking a clear message ensures important information is relayed if the supervisor is unavailable.
22. Which Microsoft Office program is best for creating presentations?
A. Word B. Excel C. PowerPoint D. Outlook
Answer: C
Rationale: PowerPoint is designed specifically for creating and displaying presentations.
23. How often should office equipment be checked and maintained?
A. Once every five years B. Only when broken C. Regularly as per schedule D. When supervisor orders
Answer: C
Rationale: Regular maintenance prevents breakdowns and ensures smooth operation of office equipment.
24. When organizing files, what is the best practice?
A. Arrange alphabetically by subject B. Mix files randomly C. Group by color only D. Place all files in one drawer
Answer: A
Rationale: Alphabetical arrangement improves quick retrieval and organization.
25. What type of communication is used when you send a letter to another department?
A. Informal communication B. Internal communication C. External communication D. Social communication
Answer: B
Rationale: Sending letters within an organization is considered internal communication.
26. Which of the following is NOT a common office supply?
A. Stapler B. Printer ink C. Hammer D. Paper clips
Answer: C
Rationale: Hammer is a tool not typically used in office supply lists.
27. What is the main function of a receptionist in an office?
A. Preparing financial reports B. Answering and directing phone calls C. Conducting staff training D. Writing contracts
Answer: B
Rationale: Receptionists handle incoming calls and direct them appropriately.
28. What should be done if confidential documents are misplaced?
A. Ignore and continue work B. Inform supervisor immediately C. Share with coworkers D. Leave the office
Answer: B
Rationale: Reporting missing confidential documents promptly is critical to prevent misuse.
29. What does the “reply all” function in emails do?
A. Sends reply to sender only B. Sends reply to sender and all recipients C. Deletes the email D. Forwards the email to others
Answer: B
Rationale: “Reply all” sends your response to everyone who received the original email.
30. When typing a formal letter, which part comes first?
A. Signature B. Date C. Subject D. Greeting
Answer: B
Rationale: The date is placed at the top before the greeting or subject in a formal letter.
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