“200”, Aptitude Test Questions and Answers for Committee Clerk Grade II – MDA & LGA.
ABSTRACT
This collection of 200 multiple-choice
questions prepares candidates for the Committee
Clerk Grade II (MDA & LGA) aptitude test in Tanzania. The
questions cover a balanced range of areas including public administration,
law, governance, records management, office practice, ethics, communication,
and reasoning. Each item is designed to reflect the real complexity of
public service examinations, testing analytical ability, accuracy, and ethical
judgment. Together, they strengthen a candidate’s understanding of government
procedures, administrative accountability, and professional conduct
essential for effective performance in Tanzania’s public sector.
Prepared by: Committee Clerks
Compiled by Johnson Yesaya Mgelwa.
0628729934.
Date: July 15, 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 MDA and LGA Committee Clerk Grade II at Public Service Recruitment Service.
ALL
QUESTIONS ARE COMPILED TOGETHER.
1. Before preparing the minutes of a council meeting, the Committee
Clerk should first ensure that:
A. The meeting has been attended by at least half of the members B. The meeting
notice was circulated in time C. The Director has approved the agenda D. The
venue was properly arranged
Answer: B
Rationale: Minutes are official records and must
reflect a legally convened meeting. Circulating notices in time ensures proper
quorum and validity of proceedings. Without this, minutes may later be
challenged as irregular even if the meeting was well attended or the venue
arranged.
2. Which of the following best describes the main role of a
Committee Clerk during meetings?
A. To guide members on policy issues B. To record proceedings and procedural
decisions C. To participate actively in discussions D. To supervise the
Director’s remarks
Answer: B
Rationale: A Committee Clerk’s primary duty is
documentation—accurately recording deliberations, decisions, and procedural
actions for official records. They remain neutral, focusing on precision rather
than participating in debate.
3. When keeping attendance records of councilors and officers, what
is most important?
A. Recording the time of arrival and departure B. Using alphabetical order C.
Verifying that the Director has signed first D. Ensuring the attendance list is signed
personally by members
Answer: D
Rationale: Signed attendance registers provide
legal proof of presence and participation. Alphabetical or time order matters
less than the authenticity of the signature, which establishes accountability
and legitimacy of quorum.
4. Which of the following best ensures confidentiality of meeting
documents?
A. Keeping them in locked cabinets with controlled access B. Storing them in
office drawers C. Handing them to the Chairperson after meetings D. Uploading
them to shared email folders
Answer: A
Rationale: Official records require secure storage
with restricted access. Locked filing or record management systems maintain
confidentiality, especially for sensitive committee or council deliberations.
5. In the context of Local Government Authorities, the term
“cutting of minutes” refers to:
A. Removing sensitive details from minutes B. Correcting grammatical errors
after meetings C. Typing and final formatting of approved minutes D. Editing
minutes before approval
Answer: C
Rationale: “Cutting” in meeting procedure refers to
the final typed, formatted, and bound version of minutes after approval, ready
for official circulation or record-keeping.
6. A Committee Clerk preparing a meeting schedule should primarily
coordinate with:
A. The District Executive Director B. The Head of Human Resources C. The
Committee Chairpersons D. The Treasurer
Answer: C
Rationale: Although the Director oversees
administration, actual scheduling depends on committee leadership. Coordination
with chairpersons ensures alignment with their availability and agenda
priorities.
7. The most reliable way to ensure implementation of council
resolutions is:
A. Maintaining a follow-up register and deadlines B. Issuing a circular
summarizing all resolutions C. Verbally reminding officers D. Requesting
monthly reports without records
Answer: A
Rationale: An organized follow-up registers with
clear timelines and responsible officers’ enables systematic tracking of
resolution implementation, ensuring accountability and audit readiness.
8. In minute writing, what should the Clerk avoid?
A. Recording only key decisions B. Using direct speech quotations C. Indicating
the mover and seconder of motions D. Noting procedural interruptions
Answer: B
Rationale: Minutes must be objective and concise.
Direct quotations introduce bias and unnecessary detail. Instead, clerks
summarize decisions and proceedings in third-person, neutral tone.
9. Which of the following documents authorizes the convening of a
council meeting?
A. Standing Orders B. Council Calendar C. Written notice issued under the
Clerk’s signature D. Agenda from the Director
Answer: C
Rationale: A formal written notice, properly signed
by the authorized officer (often the Clerk), legally establishes that the
meeting was duly convened under applicable Standing Orders.
10. The Public Service Code of Conduct emphasizes that a public
officer must:
A. Maintain political neutrality B. Support ruling party initiatives C.
Prioritize private interests D. Disclose confidential information to the media
Answer: A
Rationale: Political neutrality ensures fairness
and professionalism. Public officers must serve government institutions, not
political entities, maintaining trust across administrations.
11. If two council committees plan meetings on the same day, the
Clerk should first:
A. Postpone both B. Consult the Director for coordination C. Allow both and
prepare both minutes later D. Cancel one without consultation
Answer: B
Rationale: Conflicting schedules affect attendance
and efficiency. The Clerk must coordinate with the Director to decide which
committee meets first or reschedule to ensure quorum and orderly proceedings.
12. Under Tanzania’s governance system, Local Government Authorities
operate under the supervision of:
A. The Ministry of State in the President’s Office (Regional Administration and
Local Government) B. The Ministry of Finance C. The Prime Minister directly D.
The Public Service Commission
Answer: A
Rationale: The PO–RALG Ministry oversees and
coordinates all LGA operations, ensuring alignment with national policies,
financial accountability, and administrative standards.
13. Which of the following best describes a council resolution?
A. A suggestion made by the Chairperson B. A recommendation awaiting approval C.
A discussion point without conclusion D.
A motion passed by majority vote and recorded in minutes
Answer: D
Rationale: A resolution is a formally adopted
decision—passed by vote and recorded in official minutes. Only resolutions hold
legal force and can be implemented or followed up.
14. A Clerk misplaces signed minutes before binding. What is the
correct immediate action?
A. Reconstruct minutes from memory B. Notify the Director and request
re-signing from the Chairperson C. Prepare new unsigned copies D. Ignore and
continue with next meeting
Answer: B
Rationale: Signed minutes are legal documents.
Losing them must be reported immediately to senior authority to maintain
transparency, accountability, and enable formal revalidation.
15. When a councilor requests to amend a motion already on the
floor, the Clerk should:
A. Reject it immediately B. Allow free debate without note C. Record only the
original motion D. Record the amendment
and seek Chairperson’s guidance
Answer: D
Rationale: Amendments are procedural actions
requiring Chair’s direction. Recording both the amendment and outcome maintains
procedural integrity in official records.
16. The main reason for keeping council meeting files separately
from departmental files is to:
A. Reduce bulk in department cabinets B. Decorate the record room C. Maintain
confidentiality and easy retrieval D. Reduce printing costs
Answer: C
Rationale: Council records have long-term
significance and must be easily retrievable for audits or references.
Separation safeguards confidentiality and facilitates orderly filing.
17. A Committee Clerk must be most familiar with which of the
following?
A. Standing Orders and meeting procedures B. Procurement regulations C. Medical
leave policy D. Building maintenance guidelines
Answer: A
Rationale: Standing Orders govern how meetings are
convened, conducted, and recorded. A Clerk’s effectiveness depends on mastery
of these rules to ensure legality of proceedings.
18. If a Clerk delays typing minutes for several weeks, the main
risk is:
A. Errors in recalling discussions B. Increased printing costs C. Members
forgetting to sign D. Needing more stationery
Answer: A
Rationale: Delay in minute preparation leads to
loss of accuracy and weak institutional memory. Timeliness ensures factual
completeness and credibility of records.
19. An effective communication skill most critical for a Committee
Clerk is:
A. Speaking loudly B. Using technical jargon C. Interrupting to clarify points D.
Listening attentively
Answer: D
Rationale: Active listening enables accurate
recording and comprehension of discussions. Clerks must capture proceedings
faithfully without interjecting or influencing debate.
20. The proper order of business in official meetings is guided by:
A. Chairperson’s mood B. Length of discussions C. Approved agenda D.
Number of members present
Answer: C
Rationale: The agenda provides the official
sequence of discussion items. Deviating from it risks procedural disorder and
invalid decisions.
21. Which of the following best demonstrates integrity in public
service?
A. Declining a personal gift related to duty B. Using office resources for
personal convenience C. Supporting a colleague’s private business D.
Withholding information for favor
Answer: A
Rationale: Integrity involves acting honestly and
avoiding conflicts of interest. Rejecting undue benefits preserves impartiality
and public confidence.
22. When a member’s speech becomes disorderly, the Clerk should:
A. Record the occurrence and wait for the Chair’s ruling B. Interrupt the
speaker C. Warn the member D. Leave the meeting
Answer: A
Rationale:
The Clerk’s duty is to document proceedings objectively. It’s the Chairperson’s
role—not the Clerk’s—to maintain order. Accurate recording ensures
accountability.
23. Which principle best supports transparent local governance?
A. Keeping all deliberations secret B. Limiting information to senior officers C.
Avoiding public feedback D. Open access
to council records where permissible
Answer: D
Rationale: Transparency builds trust between
government and citizens. Allowing lawful access to non-confidential records
demonstrates accountability and openness.
24. The ultimate purpose of minute-taking is to:
A. Record attendance only B. Replace meeting reports C. Entertain council
members D. Provide legal evidence of decisions
Answer: D
Rationale: Minutes are permanent, official proof of
what was decided. They serve as reference for implementation, audit, and legal
verification of authority actions.
25. Which of the following reasoning patterns best reflects logical
decision-making during meetings?
A. Using facts to support conclusions B. Following emotions of members C.
Agreeing to maintain friendship D. Ignoring evidence to please superiors
Answer: A
Rationale: Sound decisions stem from reasoned
arguments supported by facts and data. Public decision-making demands
objectivity, not emotional or political influence.
26. Before closing a council meeting, the Chairperson usually seeks
confirmation that:
A. The Director has made final remarks B. All refreshments are served C. The
minutes of the previous meeting were confirmed D. The quorum still exists
Answer: D
Rationale: A meeting remains valid only as long as
quorum exists. Before adjournment, the Chair ensures quorum has been maintained
to legitimize all decisions made during the session.
27. When typing final minutes, the Clerk should ensure they are:
A. Written in third-person past tense B. Expressed in future tense C. Written
in present tense D. Written in first-person plural
Answer: A
Rationale: Minutes record completed actions and
must therefore be written in the third-person past tense. This style maintains
neutrality and objectivity.
28. A Committee Clerk’s impartiality is most tested when:
A. There are few agenda items B. Disputes arise between members during
deliberations C. The Chairperson is absent D. The meeting is short
Answer: B
Rationale: Clerks must remain neutral even in tense
situations. Their professional credibility depends on documenting facts
impartially regardless of member disagreements.
29. When preparing meeting files, the Clerk should arrange documents
in what order?
A. Agenda, Notice, Reports, Attendance B. Reports, Attendance, Agenda, Notice C.
Notice, Reports, Agenda, Minutes D.
Notice, Agenda, Minutes, Reports
Answer: D
Rationale: The logical order mirrors the meeting
flow — notice calls the meeting, agenda guides proceedings, minutes record
discussions, and reports support agenda items.
30. The key legal framework governing local government operations in
Tanzania is the:
A. Local Government (District Authorities) Act, 1982 B. Public Finance Act,
2001 C. Employment and Labour Relations Act, 2004 D. Civil Procedure Act, 1966
Answer: A
Rationale: The 1982 Local Government Acts (District
and Urban Authorities) are foundational laws defining LGA powers,
responsibilities, and council operations under Tanzanian governance.
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