Ans.

01

a.

Vacancies for Secretaries

In the Republic of Maldives

ALFA TEX- a garment manufacture setting up a subsidiary in the Maldives, requires

the following secretarial position to be filled by candidates possessing these
qualifications and experience .

Positions

Personal Assistant to CEO, PA to operation Manger and Secretary – Administrator &

HR.

Qualifications

Candidates should have an excellent knowledge of English and ICT, preferably they
should have obtained the LCCIIQ Private Secretary’s Diploma.

Experience

The chosen candidate will be expected to have a minimum 2 years experience in a

similar capacity.

Age

The ideal candidate should be below 35year of age.

Send in your CV’s to the Manager Personnel at ALFA –TEX # 12, Vauxhall street,
Colombo-02 or email postms@alfatex.com .

b.

1. Decide on the positions vacant

2. Draw up the job descriptions and person specification.

3. Decide on the reporting structure and the hours of work and remuneration
packages.

4. decide on the all kind of recruitment.

Internal or External

External - I. Decide on the media of advertisement / type of advertisement

 II. Approach a job bank

III. Do web hunting

IV. Lookup data base of previous applicants

Contact professionl college running sections comes

5. draw up a brief advertisement or carry out above options.

6. Fix date of interview

7. Choose interview panel

8. Decide in locaton

9. Arrange times

10. a. Candidate short list

b. Interview panel

11. Draw up a check list for interviewers

12. Prepare copy of CV’s for interview panel

13. Get names and candidates of selected or rejected candidates

14. Provide appropriate letters.

C.

Acceptance letter

Dear ………………….,

Re: Position applied for …………………

We are pleased to welcome you as ………………….. to Alfa Tex. You may drop in out
our office in …………….to collecte the appointment letter.

Wishing you the best.

……………………………..
Personal manger
ALFA TEX LTD.
Rejection letter

Dear ………………….,

Re: Position applied for …………………

We regret to inform you that we are not in a position to accept your application but
will put it on file and contact you when a vacancy arises.

We thank you for the interest.

Thank you

Yours faithfully

……………………………..
Personal manger
ALFA TEX LTD.

INTERVIEWER’S CANDIDATE CHECKLIST Decision

Accept
Name of the candidate:
Reject
Position: Call again for second
interview
Date of interview

Personal Character

Disposition : Serious Jovial/ Charming sad

Appearance Smart Clumsy Extra casual

Communication skills

Language Good Excellent Poor

English

Tamil

Sinhala
Honesty and integrity

Excellent Good Satisfied Poor

Marital status

Married Unmarried

Qualifications

Adequate
Inadequate

Details of special qualification

………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
……………………………………………………………………………………………………

Experience

Relevant
Non relevant
Years

Reason for apply

………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
……………………………………………………………………………………………………

Expectation

Salary :…………………………………..

Packages :………………………………….

Other benefit

Final Comments/Remarks:

………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
……………………………………………………………………………………………………
Ans 02

a)
1. Computer
2. Telephone
3. Fax
4. Shredder
5. Printer
6. Photocopier
7. Binder
8. Laminator
9. Airconditioner
10.Guillotine / Puncture

B) telephone – to communicate with customers / suppliers and other staff.

Computer – to process & store data and send e-mail.

Fax – to send out fax messages

Shredder – destroy confidential document after they are not longer request.

Printer – to print out correspondent letter, reports, memos. Etc.

Photocopier – to take copies

C)

1. Visit the new location for idea of space & facilities as well as documents
2. Plan layout of new office
3. Decide in people, equipment, furniture and fittings to be purchased and those
to be taken for old office.
4. Set date for moving
5. Check with telecom/ other service provider when move can be made.
6. Inform to the customers staff and stakeholders
7. Make checklist of things to be done
8. Make budget and get approval
9. Move
10.Check if office is operating factuality
Memo

To : All Supervisors
From : Administrative Assistant
Subject : Move to new office
Date : May 12, 2010

Text

As you are aware that we are involving to a new location of 29 Galle road, Colombo
-03 on 29th May 2010. We wish to have the following actions to be taken.

• Inform to the staff about the departure

• Ask them to discard all unnecessary items at the office which are not in
use( with your permission)
• Make a list of staff to be moved
• Pack all material to be take with labels clearly marked with the relevant
department.
• Inform the operations Manager & arrange movement logistics.

Please coordinate with staff in the respective department and report any assistance
or problem faced.

Ans.3

Motivation

Strategic planning involves top level arrangement making plans that are long term
(3 – 5yrs) . these are used by lower level management to develop action
plans(tactical) for operate of the organization

Motivation involves creating the feeling in employees to do that little extra then
they would usually prefer

Teamwork involves a group of employees working together to achieve organization

goals.
1. MOTIVATION

Giving employees the stimulus to go

the extra

2.

TYPES OF MOTIVATION

Intrinsic – within the job

Job enrichment
Job enlargement
Extrinsic - External Factry
Salary /status
/rewards

3.

TYPES OF PEOPLE

Theory X

Theory Y

4.

HYGENE

&

MOTIVATING FACTORS

HERBERG’S TWO FACTOR THEORY

5.
Hierarchy of needs

6.

Application in our organization

Motivated employees

Great performance

Good Rewards

Happy customers and stakeholders.

 No motivation
7.
Demoralized employees

Poor performances

Bad results

Closure of branch

8.

DECIDE WHAT YOU WANT