© TVET CDACC

041305T4OAD
OFFICE ADMINISTRATION LEVEL 5 AND 6
BUS/OS/OA/CR/04/5/A

BUS/OS /OA/04/6/A

COORDINATE OFFICIAL MEETING

2024

TVET CURRICULUM DEVELOPMENT, ASSESSMENT AND

CERTIFICATION COUNCIL (TVET CDACC)

WRITTEN ASSESSMENT

TIME: 3 HOURS

INSTRUCTIONS TO CANDIDATES
1. This paper has THREE sections A, B and C.
2. Marks for each question are as indicated in the brackets.
3. You are provided with a separate answer booklet.
4. Do not write on the question paper.

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This paper consists of SEVEN (7) printed pages

Candidates should check the question paper to ascertain that all
pages are printed as indicated and that no questions are missing

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SECTION A: (20 MARKS)

In this section each question carries one (1) mark.
Attempt all questions in this section.

1. The following are documents prepared by an Office Administrator before a meeting. Which
one is not.
A. Agenda
B. Notice
C. Quorum
D. Minutes
2. is a gathering of persons in an organization who meet to exchange views, ideas,
information with a view of making decision.
A. Medium
B. Forum
C. Meeting
D. Presentation
3. Select the most suitable reason for proper labelling of meeting rooms.
A. Ensures the meeting starts on time.
B. Avoids confusion to the members attending the meeting.
C. Avoids interruption that may occur during the meeting.
D. Ensures easy identification of the venue of the meeting.
4. Meeting proceedings are recorded in
A. Active Voice
B. Direct Speech
C. Reported Speech
D. Question Form
5. What is the primary responsibility of a chairman in a meeting.
A. Presiding over the meeting
B. Making decisions
C. Taking down minutes of the meeting.
D. Welcoming guests to the meeting.

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6. How can a chairman address the issue of external noise during a meeting.
A. Ignore and proceed with the meeting
B. Encourage the participants to talk louder
C. Consider minimizing its impact
D. Disruption of discussion flow
7. By actively motivating team members to share their insights, the chairperson of a meeting is
dedicated to.
A. Dominating discussions
B. Overlooking voices
C. Open communication
D. Diverse perspectives
8. A committee that deals with specific problems and issues and it is dissolved after the
assignment given has been completed is known as.
A. Staff committee
B. Executive committee
C. Advisory committee
D. Standing committee
9. When preparing Minutes, In Attendances refers to
A. Members
B. Invited Guests
C. Signatories
D. Shareholders
10. The following are visual tools of communication that can be used during the meeting. Which
one is not.
A. Projectors
B. Slides
C. Laptops
D. Circular
11. Identify an office equipment that is used during the meeting.
A. Projector

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B. Tables
C. Whiteboard
D. Chairs
12. Why is it essential to consider room lighting when preparing a meeting room.
A. Create gloomy atmosphere
B. Proper visibility for participants
C. Showcases expensive lightings
D. Saves energy by turning off lights
13. During the meeting, the minutes of the previous meeting are read and thereafter
A. Signed, Typed, Filed
B. Confirmed, Approved, Signed
C. Approved, Signed, Sent
D. Approved, Checked, Signed
14. What is the purpose of offering members of a meeting a selection of beverages and snacks
during the meeting.
A. Ignoring members
B. Avoiding unnecessary expenses
C. Creating a welcoming atmosphere
D. Promoting a rushed meeting
15. Registration of members in a meeting, can be done through the following ways EXCEPT.
A. Through counting
B. Through confirmations
C. Through apologies
D. Through program
16. Identify the natural factors that can lead to unsuccessful meeting .
A. Rain, Noise, Floods
B. Banging doors, Songs, Rain
C. Floods, Sun, Rain
D. Mountains, Wind, Songs

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17. The type of minutes that is suitable for meetings where discussions are crucial and
understanding the context is important is known as.
A. Verbatim
B. Action minutes
C. Informal minutes
D. Narrative minutes
18. Which behavior demonstrates professionalism for an Office Administrator during the meeting.
A. Dressing casually
B. Staying attentive
C. Taking personal calls
D. Sharing confidential information
19. For what purpose are previous meeting minutes commonly circulated before a new meeting.
A. To inform attendees of decisions and actions taken
B. To maintain records of a meeting
C. To create unnecessary paper work.
D. To generate confusion among the members
20. During confirmation of resolution passed in a meeting an Office Administrator should compare
the meeting notes with the chairpersons notes to ensure _
A. Accuracy of the minutes
B. The Chairperson’s notes are correct
C. Two documents are filed.
D. Feedback is provided of the previous minutes

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SECTION B: (40 MARKS)

Attempt all questions in this section.

21. Highlight two classes of meetings that are carried out in an organization. (2 Marks)
22. Feedback is very important when preparing a meeting. Mention three benefits of giving
feedback from the participants before the meeting. (3 Marks)
23. Give three challenges associated with online meetings. (3 Marks)
24. You have been tasked with the responsibility of identifying meeting requirements in your
organization. List five meeting requirements that are necessary for a successful meeting.
(5 Marks)
25. David is organizing a team meeting to discuss the implementation of a new project. He knows
that having a clear agenda is essential for keeping the discussion focused and achieving the
meeting objectives. Name five factors that he should consider when drafting an agenda for a
meeting. (5 Marks)
26. The ability to physically gather and share ideas in a shared space can lead to creative
breakthroughs. Outline five advantages of face-to-face meeting. (4 Marks)
27. State five methods that are used to dispose meeting documents that are not in use after a
meeting.
(5 Marks
28. You are the secretary of Chao Welfare Association and you are required to convene a meeting
to be held in two weeks’ time. Write a notice of the meeting to the members. (4 Marks)
29. At the start of the meeting, an Office Administrator should review the assigned roles and
responsibilities to ensure everyone is aware of their tasks. Highlight four challenges an
organization may face in ensuring that these tasks are carried out. (4 Marks)
30. List five challenges of conducting meetings. (5 Marks)

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SECTION C: (40 MARKS)

Attempt ANY TWO questions in this section

31. (a) Conducting effective meetings involves various elements that contribute to its productivity.
Discuss five factors that contribute to an effective meeting. (10 Marks)
(b) Explain the meaning of the following terminologies as used in meetings: (10 Marks)
i. Point of order
ii. Ultra vires
iii. Addendum
iv. Rider
v. Ex – officio

32. (a) Kaka Company Limited was holding its Annual General Meeting during which
disagreements arose among members. As the Chairperson of the company. Explain five steps
you would take to restore order in the meeting. (10 Marks)
(b) A good Office Administrator must ensure confidentiality of meeting materials in an office.
Outline five ways through which she can ensure confidentiality of these documents.
(10 Marks)

33. (a) Umoja Company Limited intends to hold their Annual General Meeting in a weeks’ time.
As an Office Administrator suggest to them six steps they should follow when planning for a
meeting. (12 Marks)
(b) Outline four advantages of proper budgetary control when preparing to conduct a meeting.
(8 Marks)

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