“200”, Aptitude Test Questions and Answers
for Administrative Officer Grade II – MDA &
LGA.
ABSTRACT
This guide provides 200 multiple-choice
questions to help candidates prepare for the Administrative Officer Grade II
online aptitude test in Tanzania. The questions focus on real job tasks,
including office administration, staff supervision, records management,
disaster preparedness, ethics, and workflow efficiency. Each question comes
with four answer choices, the correct answer, and a clear explanation to help
you understand why it is correct. Designed for candidates from different
backgrounds, this guide helps build practical knowledge, decision-making
skills, and confidence for the test.
Prepared by: Administrative Officers
Compiled by Johnson Yesaya Mgelwa.
A lawyer based in Dar-es-salaam.
0628729934.
Date: October 19, 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 Administrative Officer Grade II interview at Public Service
Recruitment Service.
ALL
QUESTIONS ARE COMPILED TOGETHER.
1.As an Administrative Officer II, which action is most appropriate when receiving a written complaint from a member of the public about poor service delivery?
A. Register the complaint, acknowledge receipt to the complainant, and forward
to the responsible unit for investigation. B. File the complaint without
acknowledgement and wait for the next meeting. C. Reply directly blaming the
complainant for lack of information. D. Destroy the complaint if it seems
insignificant.
Answer: A
Rationale: The correct administrative procedure is
to register complaints to create a record, acknowledge receipt to show
responsiveness, and forward to the responsible unit for proper investigation
and action. This preserves transparency, ensures follow-up, and protects the
institution from claims of inaction. Other options either ignore accountability
(B), are confrontational and unprofessional (C), or illegal/unethical (D).
2.During the preparation of a staff
meeting, you are responsible for drafting the minutes. Which of the following
is the most essential element that must appear in official minutes?
A. Personal opinions of the minute-taker
written in full B. Informal jokes and anecdotes shared during the meeting C. A
list of absentees only, without recording decisions D. Accurate record of
decisions taken and actions assigned, including responsible persons and
deadlines
Answer: D
Rationale: Official minutes are meant to capture
the outcomes of the meeting, not personal commentary or unrelated content. The
most essential elements are the decisions made, actions assigned, the
responsible persons, and the deadlines. This ensures accountability, clarity,
and follow-up. Attendance lists can be included, but without recording
decisions, the minutes fail their primary purpose.
3.Which record-keeping principle helps
ensure that important institutional events are preserved for historical and
administrative use?
A. Discard documents after six months regardless of content. B. Implement a
retention schedule and archive records according to category and retention
period. C. Keep everything in office drawers indefinitely without indexing. D.
Allow any staff to remove files without sign-out.
Answer: B
Rationale: A retention schedule categorizes records
and prescribes how long each type should be kept and when to archive or
dispose, ensuring preservation of important institutional events and efficient
retrieval. Options A and C undermine systematic archiving; D compromises
security and accountability.
4. Your supervisor asks you to organize
protocol arrangements for a visiting senior official. Which of the following
tasks should you prioritize first?
A. Choose the menu for the refreshments
only B. Design commemorative gifts without checking protocol C. Confirm the
official’s arrival time, transportation, and security requirements D. Publish a
press release immediately
Answer: C
Rationale: In protocol management, logistics and
security are the top priority. Confirming arrival time, transportation, and
security ensures the official’s visit proceeds safely and smoothly.
Refreshments, gifts, or press releases are secondary and should only be addressed
after the essential logistics are confirmed. For exam scenarios, always
prioritize safety, timing, and official protocol requirements first.
5.An Administrative Officer is assigned to supervise small repairs in the office building. What is the most appropriate first step?
A. Inspect the site, prepare a simple scope of work, and obtain quotations from
authorized suppliers. B. Order materials immediately without approval. C. Ask
staff to do repairs informally over weekends. D. Close the office until all
repairs are complete.
Answer: A
Rationale: Proper asset and infrastructure
management starts with inspection, documenting scope, and getting quotations to
ensure value for money and compliance with procurement rules. Options B and C
risk unauthorized spending or liability, while D is impractical.
6.Which behavior best demonstrates adherence to public service ethics when handling an applicant’s confidential information?
A. Leave files on an open desk for easy access. B. Post applicant details on
social media for transparency. C. Give copies to friends to help process
quickly. D. Store the information securely, share it only with authorized
personnel, and obtain consent where needed.
Answer: D
Rationale: Ethical handling of
confidential information requires secure storage and limited access to
authorized staff only; consent and adherence to data protection principles are
crucial. Other options violate confidentiality and professionalism.
7.
Under labour law of Tanzania, how many
days of paid annual leave is an employee normally entitled to per year?
A. 14 days B. 28 days C. 35 days D.
42 days
Answer B.
Rationale: Most Tanzanian employment standards and public service rules
entitle employees to 28 days of paid annual leave per year once they qualify.
This leave must be taken within the defined leave cycle.
8.
A staff member reports a minor fire in
the office kitchen that has been extinguished. What immediate administrative
actions should you take?
A. Ignore since it was minor B. Fire the
person who caused it without investigation
C. Document the incident, inspect for damage, notify facilities management, and
report the incident to supervisor D. Close the kitchen permanently
Answer: C
Rationale: Even minor incidents require proper
administrative handling. Documenting the event, inspecting for damage,
notifying facilities management, and reporting to the supervisor ensures
accountability, safety, and preventive measures. Ignoring the incident (A) is
negligent, firing without investigation (B) is unlawful, and closing the
kitchen permanently (D) is an overreaction.
9.
When does an employee in Tanzania
normally become eligible for annual leave entitlement?
A. Immediately on first day of employment B.
After 1 month of service C. After 6–8 months of continuous service D. After 2
years of service
Answer C
Rationale: As per labour standards and public
service rules, employees generally must complete a qualifying period (often
around 6–8 months) before they are entitled to annual leave.
10.
The office has an annual budget of TZS
12,000,000 for minor maintenance. You have already used TZS 3,600,000 for
repairs. What percentage of the budget remains? (Round to one decimal if
needed)
A. 40% B. 30% C. 60% D. 70%
Answer: D
Rationale: The total budget is 12,000,000 TZS, and
3,600,000 TZS has been used. Remaining funds = 12,000,000 − 3,600,000 =
8,400,000.
Percentage remaining = (8,400,000 ÷ 12,000,000) × 100 = 70%.
This question tests the candidate’s budget awareness and ability to perform
basic calculations, which are essential for monitoring and managing office
expenditures.
11.Which approach is most appropriate when preparing agendas for the staff council?
A. Consult stakeholders, list key items with time allocation, and circulate
agenda before the meeting. B. Create agenda on the spot during the meeting. C.
Include only personal topics of interest. D. Keep the agenda secret until the
meeting starts.
Answer: A
Rationale: A well-prepared agenda
requires stakeholder consultation, clear items with time allocations, and prior
circulation so participants can prepare. Options B, C, and D undermine
participation and effective meeting outcomes.
12.
When handling public inquiries by phone,
which practice best reflects professional customer service?
A. Put the caller on hold indefinitely B.
Tell the caller to visit without explanation C. Answer politely, confirm
caller’s details, note the inquiry clearly, provide accurate information or
refer to the right unit, and record the interaction D. Provide an immediate
promise to solve complex issues without authority
Answer: C
Rationale: The hallmark of professional customer
service is politeness, clarity, accuracy, and accountability. Option C
demonstrates all these elements: it ensures the caller is treated respectfully,
their information is confirmed, inquiries are properly documented, and accurate
guidance or referrals are provided. Recording the interaction also ensures
follow-up and accountability. In contrast, putting callers on indefinite hold
(A), giving vague instructions (B), or promising solutions beyond authority (D)
undermines trust, frustrates the public, and violates good administrative
practice.
13.
If a Tanzanian public servant’s annual leave is not granted by the employer,
what is the employee entitled to?
A. No compensation B. Additional
leave later C. Pay in lieu of leave D. Mandatory overtime
Answer C.
Rationale: Public service rules provide that if
annual leave is not granted within the leave period, the employee may be paid
salary in lieu of that leave
14.
Two departments claim responsibility for
the same asset procurement. As Administrative Officer II, what should you do
first?
A. Check the procurement records, asset
register, and seek clarification from department heads before action B. Approve
duplicate procurement immediately C. Ignore the issue D. Announce public tender
without consulting records
Answer: A
Rationale: Proper administrative practice requires
verifying records and consulting relevant department heads before taking
action. This prevents duplication, ensures accountability, and avoids
unnecessary expenditure. Approving duplicate procurement (B), ignoring the
issue (C), or initiating a tender without verification (D) is negligent and may
lead to mis procurement or waste of resources.
15.
Which type of leave in Tanzania is granted when an employee’s spouse, parent,
or registered dependent dies?
A. Annual leave B. Maternity
leave C. Compassionate leave D. Study leave
Answer C.
Rationale: Compassionate leave is specifically
provided to employees following the death of a close family member, and it does
not count against annual leave.
16.
How long is compassionate leave normally granted under public service rules in
Tanzania?
A. 3 days B. 7 days C. Up to 14
days D. 28 days
Answer C
Rationale: Compassionate leave in the Tanzanian
public service can be granted up to 14 days for deaths in the immediate
family.
17.
A staff member approaches you with
concerns that a colleague is consistently late, affecting team performance.
What is the appropriate administrative response?
A. Discuss the issue privately with the
colleague B. Publicly shame the colleague during a team meeting C. Fire the
colleague without investigation D. Discuss the issue privately with the
colleague, document the conversation, and, if needed, refer to HR for formal
action
Answer: D
Rationale: Proper administrative practice requires
handling performance issues sensitively and professionally. Discussing the
concern privately, documenting the conversation, and involving HR if necessary,
ensures fairness, accountability, and adherence to workplace policies. Options
A–C either omit critical steps, are unprofessional, or neglect the officer’s
responsibility to manage team performance effectively.
18.Which approach is best when updating institutional protocols that are outdated?
A. Review existing protocols, consult stakeholders, incorporate best practices,
and obtain management approval before implementation. B. Discard all protocols
and work informally. C. Change protocols single-handedly without consultation.
D. Delay updates indefinitely.
Answer: A
Rationale: Correct administrative reform
requires systematic review, stakeholder consultation, and approval (A). The
other options are either chaotic, unilateral, or avoidant.
19.
In Tanzania, what
happens to annual leave that is not taken within the specified leave cycle?
A. It automatically doubles B. It is lost
forever C. It must be paid immediately D. It may be carried forward or paid in
lieu under certain conditions
Answer D.
Rationale: Leave may be carried forward or
compensated to the employee if not taken, depending on employer policy and
labour legislation, often with restrictions.
20.
You must prepare a short roster for three
officers to cover the office between 08:00–17:00 with one officer on lunch
break at a time. If each officer must take 1-hour lunch and two officers must
always be present, which rotation is feasible?
A. Officer A: 12:00–13:00; Officer B:
13:00–14:00; Officer C: 14:00–15:00
B. Officer A: 08:00–09:00; Officer B: 09:00–10:00; Officer C: 10:00–11:00
C. All take lunch at 12:00–13:00 simultaneously
D. No one takes lunch
Answer: A
Rationale:
A staggered lunch schedule ensures continuous office coverage, with only one
officer absent at a time. Option B, while technically only one absent, does not
represent realistic lunch hours. Option C violates the rule that two officers
must be present, and D is unrealistic and ignores the requirement for breaks.
21.
Which of the following best reflects an
Administrative Officer’s role in staff training coordination?
A. Force staff to attend without planning
B. Ignore training needs C. Identify training needs, liaise with training
providers, organize logistics, and maintain training records D. Cancel all
external training
Answer: C
Rationale: The professional role of an
Administrative Officer in training coordination involves assessing training
needs, arranging logistics, liaising with providers, and maintaining training
records. Options A, B, and D neglect staff development or are punitive, and
therefore are not appropriate.
22.
Which filing system is most effective for
frequent retrieval of active personnel files?
A. Active files in a current files’
cabinet arranged by employee ID or name with index; inactive files archived
separately B. Throw files in a box with no order C. Store all files on the
floor D. Keep files only on personal devices
Answer: A
Rationale: Best practice is to organize active
files in a properly indexed cabinet and archive inactive files separately. This
ensures efficient retrieval, maintains security, and upholds professionalism.
Options B–D compromise accessibility, safety, and proper record management.
23.
Which type of leave is
taken for sudden urgent personal matters and may be deducted from annual leave?
A. Maternity leave B. Study leave C.
Emergency leave D. Sabbatical leave
Answer C
Rationale: Emergency leave is granted for urgent
personal needs and is sometimes taken as part of annual leave entitlement.
24.
When organizing an official event that
requires invitations, which detail is most important to include on the
invitation?
A. Only the event name and no details B.
A list of unrelated events C. Personal messages only D. Event date, time,
venue, dress code, RSVP instructions, and contact person
Answer: D
Rationale: In professional administration, official
invitations must provide full logistical details so participants can plan
accordingly. This includes date, time, venue, dress code, RSVP instructions,
and a contact person. Options A–C omit critical information and reduce the
effectiveness of the invitation.
25.
Under Tanzania public service rules, paid maternity leave is typically granted
for how many days?
A. 42 days B. 84 days C.
100 days D. 126 days
Answer B
Rationale: Although specific durations vary, common
public service guidelines provide around 84 days of paid maternity leave,
with additional provisions under certain conditions.
26. Which action best reflects proper handling of employee protocol
during a high-level government visit?
A. Allowing staff to freely choose seating positions B. Sending protocol guidelines only to senior officers C. Ensuring seating, introductions, and communication follow established protocol rules D. Assigning tasks without prior briefing
Answer: C
Rationale: Administrative Officers must ensure all organizational
protocol matters follow formal arrangements, including seating order,
introductions, communication lines, and movement coordination. This prevents
confusion and safeguards institutional reputation, unlike the other options
that reduce order and clarity.
27. Which of the following is the best method to prioritize tasks
when multiple urgent requests arrive at the same time?
A. First-come, first-served regardless of
urgency B. Prioritize based on impact on service delivery, statutory deadlines,
and instructions from senior management C. Always prioritize personal tasks D.
Ignore deadlines and handle at leisure
Answer: B
Rationale: Effective task prioritization considers
the impact on service delivery, statutory deadlines, and instructions from
senior management. This ensures that critical tasks are addressed first and
resources are used efficiently. Approaches such as first-come, first-served
(A), prioritizing personal tasks (C), or ignoring deadlines (D) are
unprofessional and can disrupt operations.
28. Which factor is most important when coordinating office building
maintenance?
A. The personal preference of the officer in charge B. Availability of staff who are off-duty C. The safety, functionality, and continuity of office operations D. The cheapest contractor available
Answer: C
Rationale: Building management prioritizes safety, functionality, and uninterrupted public service. Cost and convenience matter but cannot override essential operational continuity and structural safety, which are the core responsibilities of an Administrative Officer.
29. Which document best demonstrates an Administrative Officer’s
compliance when managing complaints?
A. A personal notebook with only names B.
A photograph of the complainant only C. An audio recording with no index D. A
logbook with complaint details, actions taken, responsible officer, and dates
Answer: D
Rationale: Proper complaint management requires a
formal, structured record that documents the complaint, actions taken,
responsible officer, and dates. This ensures traceability, accountability, and
compliance with administrative standards. Options A–C lack structure, omit
essential information, and may compromise confidentiality or follow-up, making
them unsuitable for official record-keeping.
30. You are tasked to coordinate a small-scale local disaster
response in your LGA. Which coordination role is most appropriate for an
Administrative Officer II?
A. Lead technical search-and-rescue
operations personally B. Coordinate communication between response teams,
maintain event logs, and ensure resource distribution records C. Ignore
documentation and focus only on media briefings D. Solely perform medical
triage
Answer: B
Rationale: Administrative Officers are responsible
for coordination, communication, and administrative oversight during disaster
responses. They ensure proper documentation, track resource distribution, and
facilitate effective team collaboration. Specialized technical or medical tasks
(A or D) require trained personnel, and neglecting documentation (C) undermines
accountability and efficiency.
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