STRATEGIES FOR ENHANCING EFFECTIVE SECRETARIES OFFICES FUNCTION IN NNPC WARRI

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CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF THE STUDY

The lexicon Webster Dictionary define strategy as a method or plan to achieve some goals. Every business organization is set up with some goals (which is referred to as the organizational goals) in mind. These goals can not be achieved without the employees to carry out various duties towards the achievement of organizational goals.
Fro the employer to get the best from these employees he needs to embark off strategies that would be beneficial in achieving this aim. A very important staff among the work. force is the secretary. The secretary is the image –maker of the organization, in other work, the first impression about the organization is gotten from the secretary and as such she should be very efficient and effective in the discharge of her duties.
An efficient secretary is a pride to her organization, she can represent her boss and take vital decision within the scope of her assigned duties she does her job with less or no assistance from supervisor. Information and correspondence of the office are confidentially handled by the effective secretary.
In general, the effective and efficient secretarial services have a multiplier effect on the corporate performance of organization, Ayawu (1991). Thus it is necessary to identify ways of enhancing their effectiveness.

1.2 STATEMENT OF THE PROBLEM
The continuous improved job performance of workers in general and secretaries in particular is a concern to any organization and NNPC is not exceptional. It is in view of this that this research work is carried out to find out strategies for enhancing secretarial office function in NNPC.

1.3 THE PURPOSE OF THE STUDY
This research work aims at finding out the strategies for enhance effective secretarial office function in NNPC. The study will as well serve in addition the following specific purpose.

Finding out the role of management in eliciting the best performance from the secretaries .

Finding out the role of the secretaries enhancing her own effective.

1.4 RESEARCH QUESTIONS
The question that will guide this research are;

Are there roles of management towards enhancing effective secretarial office function in NNPC warri?

Do secretaries have roles to play towards enhancing their secretarial office function

1.5 RESEARCH HYPOTHESES

Ho: Management have no role toward enhancing effective secretarial office functions.
Hi: management have role to play towards enhancing effective secretarial office function

Ho: secretaries have no role to play toward enhancing the secretarial office function.
Ho: secretaries have role to play toward enhancing the secretarial office function.

1.6 THE SIGNIFICANCE OF THE STUDY
This research work will enlighten the management on those factors that will promote the effectives and efficient of secretarial office functions it will also be of help to management if the same principle is applied to other worker in order to achieve increased or maximum productivity.
Secretaries will also find this work useful as it highlights the role the secretary is to play to enhance her own secretarial office function.
1.7 SCOPE OF THE STUDY
The scope of this project work is limited to NNPC Warri, Delta State. This study is on the strategy for enhancing secretarial office function in NNPC Warri.

1.8 LIMITATION OF THE STUDY
In the course of carrying out this project work we encountered some limitation which are:

i. Financial constraints

Time limitation

Uncooperative attitude of some of the employee

Logistic problem

Not enough professional to administer questionnaire

Restriction of some vital areas in the case study.

1.9 OPERATIONAL DEFINITION OF TERMS
a. Strategies: This is define as a method or plan adopted to be applied in other to achieve group goal or objective in an organization.
b. Office: the oxford Advanced learner Dictionary define set of the rooms or building where people work usually sitting at desk and chair
c. Satisfaction: This is define as the good feeling some one have when you achieve a long desired goal or objective.
d. Employee: These are group of individual hired to accomplished tasks in an organization or firm. They from the work force of that particular organization which hired them.
e. Management: The definition of management cannot be over emphasized, although many author has define management according to their various field of discipline for the sake of this research wee would outline only the definition of authors that are relevant to the study.

According to C.E.O, Anuku, Management is define as the process of performing those function which are directed toward achieving stated goals and objective of an organization.
ii. According to P.A Omoile, Management is define as the process undertaken by one or more individual to co-ordinate the activities of others to achieve results not achievable by one individual acting alone.
f. Performance: This is define as the act or process of performing a task, an action or getting a job don
g. Function: The oxford Advanced learner Dictionary define it as a special activity or purpose of a person or thing to fulfill.

CHAPTER TWO

LITERATURE REVIEW

This chapter reviewed the related literature on this study. The review covered the following headings;

The Importance of effective secretarial office function.

Management roles in enhancing effective secretarial office function.

Secretaries role in stimulating their secretarial office function.

2.1 THE IMPORTANCE OF EFFECTIVE SECRETARIAL OFFICE FUNCTION.

Secretarial office function has to do with how job is carried out, executed or done. The office function of the secretary effectively therefore, is the execution of the duties of the secretary effectively.
Shaw (1978), said the “secretarial function or duty is universally acknowledge as an indispensable contribution to the conduct of business in government, professional organizations, commercial and industrial office of all kinds.
The secretary who effectively performs her job can take care of her boss’s work schedule, ensure that important company information are safeguard and that the machinery she works with are in good conditions. She can also supervise junior secretary, typist, messengers and other office clerks and at the same time maintain good human an relationship with them, Saulawa (1984).

2.3 MANAGEMENT ROLES IN ENHANCING EFFECTIVE SECRETARIAL OFFICE FUNCTION.

Some of the strategies that can enhance the office function of secretaries in particular and workers in general are;

JOB SECURITY
A worker always wants to feel secured in his job. This sense of security of job enhances the productivity of the workers, this is because he/she is not afraid of losing the job at anytime.
Molokwu, (1993), in support of the above fact said that even if there is a full and easy employment opportunities, the secretary should be given the right to choose when to resign his appointment with an organization”. It is a very disconnecting for a secretary to be told that are services are no more needed by are employees.
Insecurity of job according to McCormick and Tiffin (1979), Creates a shallow mind in workers and retard their productivity and efficiency. It can result in absenteeism and mass labour turnover as workers will continue to seek possible avenue for a more secured job. A secretary who feels secured in her job can budget, purpose and embark on development plans and projects. Employers should therefore not threaten workers with the possibility of loss of job as this will lead to inefficiency in the office function of the workers.

ADEQUATE PAY
The workers has so many basic needs to satisfy. He needs food shatter and clothing, social amenities and some pleasure. His salary is the only obvious means for satisfying these wants and the bigger the salary, the more needs he will be able to satisfy and the better disposed he will be in his work.
Monetary rewards and pay serve as a vital means of making the employees satisfied with their jobs because according to Armstroge and Murkins, (1980) money has the capacity of attract and retain employees for a long period of time and it also induces them to increase their efforts. This in turn will enhance effective office function.
Udoka, (1986) stated that “Monetary incentives also known as employees benefits or allowance include pensions, sick pay, rent, transport allowance, car and mortgage loans” these make up a major aspect of every organization’s conditions for service and every worker including the secretary looks forward to receiving them.
Lack of monetary incentive has negative effect on the worker such as psychological withdrawal, poor physical and metal health, fear of job insecurity e.t.c. These ultimately lead to frustration which cause ineffective office function.

SUPERVISION
The efficiency of the office service and morale of the clerical staff an influence by every considerably by the type of supervision provided.
According to Rav and Narayara (1987) an employee centered leadership enhances a great amount of job satisfaction. Any worker is likely to perform his job effectively.
They also opined that production oriented leader may cause low job satisfaction to employees and may grossly affect office function Davis and Newstorm, (1989) stated that “Employees often feel more comfortable with a considerate supervisor, one who will show concern for their feelings and also provide opportunities for them to participate in decision making”.

RESPONSIBLE AND INTERESTING WORK
Though, it might not obtainable to ensure that all tasks that makes up a complete job is interesting, the job as a whole must be interesting, to restrain the employees from being frustrated and board.
Giving a responsibility to a worker creates an atmosphere of maturity, trust, importance and suher’s in the feeling of efficiency and dependability on the employee.
Responsible and interesting work creates opportunities for personnel initiative which is a challenges to the secretary.

STRATEGIES FOR ENHANCING EFFECTIVE SECRETARIES OFFICES FUNCTION IN NNPC WARRI