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Secretarial work, a noble but constraining profession

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par Hayami Marie Nadège YE
IBAM - DUT 2006
Dans la categorie: Rapports de stage
  

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UNIVERSITY OF OUAGADOUGOU BURKINA FASO

........................ ..............

INSTITUT BURKINABE DES Unity-Progress-Justice

ARTS ET METIERS

(IBAM)

.........................

Executive Bilingual Secretariat

Department

REPORT OF END OF TRAINING COURSE

Made at BUMIGEB ?Bureau des Mines et de la Géologie du Burkina? from the 19th of October to the 17th

of December 2006

Topic:

SECRETARIAL WORK, A NOBLE BUT CONSTRAINING PROFESSION

Presented in order to obtain a University Degree in Technology

Option: Executive Bilingual Secretariat

Presented by: Supervised by:

Miss Hayami Marie Nadège YE Mrs ZANGO Martine/PAFADNAM

Executive Secretary

Academic year 2006-2007DEDICATION

I dedicate this report to:

our father Nayé YE, 

our mother Martine YE/KINI, 

for their consent in my education and my future.

my sister Prisca and brothers Parfait and Guy who gave me the courage during my years of school.

my friends who did not stop supporting me.

Receive our profond gratitude.

ACKNOWLEDGEMENT

Our heartfelt thanks go in particular to:

Mr Pascal DIENDERE, General Manager of BUMIGEB for accepting to train us in his company;

Mr Jean Martin KONDE, Director of DSIME for his advice ;

Mrs Martine ZANGO, Executive Secretary for her support, sharing of her knowledge and her experience during our training;

all the secretaries of BUMIGEB who embraced us in their offices and accepted to share their knowledge and experiences ;

the staff of BUMIGEB for their reception and particularly the those of DSIME for their frank collaboration ;

the professors and to the administrative staff of IBAM who agreed to support our whims while sharing with us their knowledge and their experiences;

Mrs Gisèle DAGAWA for her assistance;

Our recognition goes to all for their support and their encouragements.

ABBREVIATIONS

ACRONYM

SENSE

ADP

Assembly of Member of Parliament of People

AOF

Western Africa of French

ADSE

General Assembly of State Societies

BUMIFOM

Mining Office of France Overseas

BUMIGEB

Mining Office and the Geology of Burkina

BUVOGMI

Voltaic Office of Geology and Mines

CA

Board of Directors

DAF

Finance Management Administration

DG

General Director

DGM

Burkina Office of Geology and Mines

DRGM

Geological and Mining Research Administration

DSF

Survey and Water Drilling Administration

DSIME

Industrial Safety, Environmental and Mining Administration

EDII

Dangerous, Unhealthy or black listed Companies

EPIC

Public Institution with Commercial and Industrial Characteristics

MCDIM

Ministry of Trade, Industrial Development and Mines

MCE

Minister of Mines, Career and Energy

MCIA

Ministry of Trade, Industry and Handicraft

MCPEA

Ministry of the Company promotion and Handicraft

MEB

Ministry of Economy and Budgeting

PM

Prime Minister

PRES

President of FASO

PCA

Chairman of the Board

SCMH

Mining Controls and Hydrocarbons Department

SSIEM

Industrial Safety, Environmental and Mining Department

INTRODUCTION

BIBLIOGRAPHY

Documents

· Guide of BUMIGEB: organizational chart on June 2003.

· Miss Agathe NANGA's report of end of cycle. Training made at eProcess Burkina. TOPIC: ?CONTRIBUTION OF THE EXECUTIVE SECRETARY IN THE EMERGENCE OF COMPANY COMMERCIAL ACTIVITIES?.

· Miss Madeleine YAMEOGO's report of end of cycle. Training made at BUMIGEB. TOPIC: ?CONTRIBUTION OF NTIC IN THE SECRETARY'S PROFESSION?.

· Rôle and importance of the secretary in the civil service or in the private company (report of the conference of Madam Toussida OUEDRAOGO, on the profession at Liptako Gourma from the 17 May 2003).

· Report on the specialized seminar: the daily secretary made from the 21st June to the 2nd July 1999 at the ?Centre africain de Management et de Perfectionnement des Cadres? (CAMPEC) at the University of Cocody in ABIDJIAN.

· Secretariat revision note.

Sites

http:// www.secretairededirection.com

http:// www.supersecretaire.com

APPENDIXES

Appendix I : Organizational chart of BUMIGEB

Appendix II : Geological and mining map of BURKINA FASO

Appendix III : Programme of the training

Appendix IV : SCOM

Appendix V : Schedule of receiving and sending electronic mail of

BUMIGEB

Appendix VI : Certificate of gauging

Appendix VII : Invoice

TABLE OF CONTENTS

DEDICATION........................................................................................................I

ACKNOWLEDGEMENT....................................................................................II

LIST OF ABREVIATIONS................................................................................III

INTRODUCTION................................................................................................. 1

Part one: INTRODUCTION OF BUMIGEB

CHAPTER I: GENERAL INTRODUCTION .......................................................... 3

I. HISTORICAL BACKGROUND 3

II. LEGAL AND INSTITUTIONAL FRAMEWORK 5

III.BUMIGEB MISSIONS 5

1. Public services missions 6

2. Commercial services missions 6

CHAPTER II. GENERAL ORGANIZATION ......................................................... 7

I. SUPERVISORY AUTHORITIES 7

II. THE BOARD OF DIRECTORS 7

III. HEAD OFFICE 8

A. THE SUPPORT AND ADVISORY SERVICES 8

1. The Executive Secretariat 8

2. The Internal Audit Section 9

3. The Researches and Marketing Section 9

4. Data Processing Management System 9

B. CENTRAL TECHNICAL ADMINISTRATIONS 10

1. The Geological and Mining Research Administration 10

2. Industrial Safety, Mining and Environmental Administration 11

3. Finance Management Administration 13

4. Laboratories Administration 14

5. Survey and Water Drilling Administration 15

6. The BUMIGEB Regional Office in Bobo Dioulasso 16

C. BUMIGEB RESOURCES 17

1. Human resources 17

2. Material resources 17

3. Financial resources 17

Part two: STUDY OF DIFFERENT SECRETARIATS

CHAPTER I. THE INDUSTRIAL SAFETY, MINING AND

ENVIRONMENTAL SECRETARIAT .......................................... 19

I. WORKING POST DESCRIPTION 19

II. PERFORMED DUTIES 20

A. MAIL HANDLING 20

B. CUSTOMERS' RECEPTION 23

C. FILING 23

D. DOCUMENTS TYPING 24

CHAPTER II. OTHER SECRETARIATS ....................................................... 26

Part three: SECRETARIAL WORK, A NOBLE

BUT CONSTRAINING PROFESSION

I. DEFINITION 29

II. THE SECRETARIAL WORK NOBILITY 29

1. Physical qualities 29

2. Human qualities 30

3. Morals qualities 30

4. Professional qualities 31

III. CONSTRAINTS IN SECRETARIAL WORK 32

A. CONSTRAINTS WITHIN THE OFFICE 32

1. Constraints with colleagues 32

2. Constraints with visitors 32

3. Constraints with the director 33

B. EXTRA HOURS 34

Part four: THE TRAINING COURSE ASSESSEMENT,

OBSERVATIONS AND SUGGESTIONS

I. THE TRAINING COURSE ASSESSMENT 35

II.OBSERVATIONS AND SUGGESTIONS 36

CONCLUSION .......................................................................................38

BIBLIOGRAPHY

APPENDIXES

INTRODUCTION

IBAM «Institut Burkinabé des Arts et Métiers» is a high technical Institution which trains middle level management professionals for a period of two years.

Created in 2000, it is linked up to the University of Ouagadougou and endeavours to ensure its autonomy.

IBAM is in its fifth year of existence and ensures students' training with category G Baccalaureate Degree, University Degree (DEUG) and Master's Degree level in the following fields:

- Executive/Bilingual Secretariat;

- Finance-Accounting;

- Banking;

- Insurance;

- Commercial Management;

- Master of Science and Technology/ Methods, and Computing Business

Management (MIAGE).

The training includes theoretical courses followed by continuous assessments, visits and training courses in companies.

At the end of the second year, two months practical training course in a company is compulsory for each student. This training course is approved by a report at the end of course defended in front of a board of examiners and then a university diploma is granted (DUT, Master's Degree or a DESS).

It is within this framework that we carried out two months practical training course from October 19 to December 17, 2006 at BUMIGEB ?Bureau des Mines et de la Géologie du Burkina? office.

The training course took place at the secretariat of the Industrial Safety, Mining and Environmental Administration, one of BUMIGEB central offices.

During the training, we noted that though secretarial work is noble it is a constraining profession. This justifies the choice of our topic with the title: ?SECRETARIAL WORK, A NOBLE BUT CONSTRAINING PROFESSION?.

The choice of this topic is also justified by our desire to contribute our quota to better develop the profession and better understand challenges of our future profession.

Our report is made up of four parts which are:

- introduction of BUMIGEB;

- the studies made at the different secretariats;

- secretarial work, a noble but constraining profession;

- the training assessment , observations and suggestions.

CHAPTER I: GENERAL INTRODUCTION

I. HISTORICAL BACKGROUND

Before independence and under the colonization, there was the Overseas Mining Office of France called "BUMIFOM" based in Dakar. It controlled the French colonies of West African Countries (AOF), namely Senegal, Mali, Ivory Coast, Niger, Haute Volta and Benin.

After independence, the Administration of Geology and Mines (DGM) was created. It was settled in Bobo Dioulasso till the end of 1968 when it was moved to Ouagadougou with about fifty burkinabe in its staff. This office functioned as a central administration.

On May 17, 1978, the Voltaic Office of Geology and Mines (BUVOGMI) was created in accordance with decree No. 78-165/PRES/MCDIM which replaced the Office of Geology and Mines with the constitution of Public Institution with Commercial and Industrial Characteristics (EPIC). This statute conferred it the legal and financial autonomy required for its operation to justify the change.

BUVOGMI has worked under a double supervision as follows:

- the Ministry of Mines with regards to technical problems;

- the Ministry of Finance for its financial management.

Later, the country changed its name in 1984 and BUVOGMI was then known as BUMIGEB "Bureau des Mines et de la Géologie du Burkina''.

In 1988, a State Secretariat of Mines was opened. It was aimed at modifying the organizational structure of the mining sector and therefore was the initial responsibility of BUMIGEB.

In this way, the geological definition and the checking of the mining programme will be under the responsibility of a competent administration.

In 1993, a major event was noted, it concerned a decision at an annual general meeting of all public liability companies to determine the enterprises and companies considered to be strategic and the law No. 53/ADP of 20th December 1993 was enacted classifying BUMIGEB among enterprises and companies considered to be strategic.

According to law No. 015-2001-AN of July 2001 concerning the authorization of enterprises privatization to participate in public funding, thirteen (13) states owned enterprises including BUMIGEB were retained.

Finally, within the context of economic reforms and globalization, the annual general meeting of the state owned enterprises, at its 10th annual general meeting held in June 2002, recommended the recentralization of BUMIGEB activities around its principal missions of national public services.

According to this law, a process of privatization has since started and is following its normal course.

The Head Office of BUMIGEB is in Ouagadougou.

District No. 28 Dassasgho on the main road No. 4 - (Fada N'Gourma)

Gate No. 4186

Address: 01 PO BOX: 601 Ouagadougou 01

Email: bumigeb@cenatrin.bf

Website: http:// www.bumigeb.bf

II. LEGAL AND INSTITUTIONAL FRAMEWORK

BUMIGEB was created as a Public Owned Institution with Industrial and Commercial Characteristics in May 1978 and was turned on August 1997 into a state owned enterprise by decree No.97-339/PRES/PM/MCIA/MEM/MEF.

Its authorized capital amounts to 900,000.000 F CFA made up of 90,000 shares valued at 10,000 F CFA each exclusively held the State of Burkina Faso.

According to the constitution adopted by decree No.97-340/PRES/PM/MCIA MEM/MEF on August 11, 1997, BUMIGEB has as objective directly or indirectly for its account or the account of the third party in Burkina Faso and in all the countries, the realization by all suitable methods of studies and works intended to:

- improve the country's geological and mining knowledge;

- the various mining controls delegated by the State;

- support the promotion and the development of small mines;

- support the description and the valorization of mineral substances contained in the country's subsoil;

- more particularly, undertake or take part in all industrial, commercial,

financial, shares and property operations attached to one of the above

mentioned objects or any similar or related object or likely to promote the

development of companies.

III. BUMIGEB MISSIONS

To achieve its objectives, BUMIGEB carries out missions of public and commercial services for third parties.

1. Public services missions

They are those entrusted by the State to BUMIGEB, which include:

- the collection, production and dissemination of basic geological and mining data;

- the implementation and management of a national geological information system by creating a geological and mining data bank;

- the geological works of surveys and geophysics of National or Regional interest;

- the inventory and the update of mining potential;

- the test and control of steam engines and gas pressure (boilers, tanks, gas bottles);

- the inspection of listed establishments;

- the quality control of mining and petroleum products;

- the sites maintenance;

- the promotion of substances and precious metals other than gold;

- the contribution to the mastery, safeguard of mining environment and the support for the development of small mines.

2. Commercial services missions

It carries out technical services on behalf of the third party.

This involves:

- chemical analysis;

- water drillings and their rehabilitation;

- mining surveys;

- geology, geochemistry, geophysics and topography;

- gauging petrol tanks, checking and punching of objects in precious metals (gold, silver).

CHAPTER II. GENERAL ORGANIZATION

By decision No.2003-001/BUMIGEB/PAC of 17th June 2003, BUMIGEB adopted a new organizational chart. Its implementation came from recommendations of the 10th session of the annual general meeting of state owned enterprises to refocus on activities of BUMIGEB around its principal missions of public service. The organizational chart is from the staff and line structure of responsibilities in a hierarchical manner. (See Appendix I)

As we noticed on the organizational chart, BUMIGEB is under the supervision of a board of directors. The General Administration is assisted by supporting and operational structures. The support structures play advisory and assistance roles to the General Manager.

The hierarchical structures are in charge of executing work, programmes and include central and regional structures.

I. SUPERVISORY AUTHORITIES

BUMIGEB is an enterprise placed under a triple supervision.

These are:

- the Ministry of Mines, Career and Energy (MMCE) for technical matters;

- the Ministry of Trade, Company Promotion and Handicraft (MCEA) for aspects relating to management;

- the Ministry of Finance and Budget (MFB) for matters related to finance.

II. THE BOARD OF DIRECTORS

The Board of Directors is the supreme organ in charge of BUMIGEB supervising and management.

It is composed of nine (9) members with one representative of the workers. It answers questions concerning the BUMIGEB management before the annual general meeting of state owned enterprises.

The Board of Director members are nominated by decree taken at the Ministers meeting cabinet for a three years mandate renewable once only.

III. HEAD OFFICE

The Head Office takes its power from the Board of Directors, the supreme organ of supervision and management. It is charged with defining the various developmental and strategic plans of BUMIGEB.

Five (5) central technical administrations and one (1) regional administration give support and advisory services to the Head Office. These are:

- the Geological and Mining Research Administration;

- the Industrial Safety, Mining and Environmental Administration;

- the Finance and Management Administration;

- the Laboratories Administration;

- the Survey and Water Drillings Administration;

- the BUMIGEB Regional Administration in Bobo-Dioulasso.

A. THE SUPPORT AND ADVISORY SERVICES

Their role is to support and advise in the coordination of the activities carried out by the hierarchical services.

These include:

1. The Executive Secretariat

The duty of the Executive Secretariat is to give administrative assistance for the execution of the activities of the Head Office.

This office is in charge of the following activities:

- handling mail and managing the Director's telephone calls;

- writing letters, reports, minutes of meetings and other correspondences;

- ensuring the mail confidentiality;

- distributing mail diligently;

- drawing the itinerary, diary of the General Director;

- welcoming visitors.

2. The Internal Audit Section

It protects and safeguards BUMIGEB heritage. For this reason its role is to:

- control the implementation of management procedures, technical and administrative rules as well as instructions;

- follow up the update of procedure, the reliability of accounting information ensuring, its good distribution as well as budgeting and treasury operation;

- endorse transfers and invoices of cheques handing-over of.

3. The Researches and Marketing Section

Its role is to ensure research for the General Manager and its duties are:

- working on instructions in various files entrusted by the General Manager;

- programmes synthesis and annual progress reports;

- semi-annual evaluation of contract plan state of execution;

- analysis of operational procedures and full application of the factors of production (human and material).

4. Data Processing Management System

This section is in-charge of ensuring the coordination, development of the data-processing tool and to facilitate access to information.

Its role is to:

- manage BUMIGEB web site;

- maintain the softwares and computer equipment;

- ensure the maintenance of Internet connection;

- develop and/or update the software;

- ensure the safeguard and data confidentiality, the internal training of the staff, advise and support users of the services.

B. CENTRAL TECHNICAL ADMINISTRATIONS

They are constituted of five (5) technical administrations and one (1) regional administration.

1. The Geological and Mining Research

Administration

It is in charge of researches studies and counselling in geology in order to:

- improve the country's geological and mining knowledge by setting up development programmes and projects;

- diversify Burkina mining potential;

- support the promotion of mineral substances and sustainable mining development;

- ensure the dissemination of geological and mining information.

This administration includes three (3) Departments:

- Geology;

- Geophysics;

- Geological and Mining Information.

1.1. Geology Department

This department is responsible for works, researches and advices relating to geology. It generally takes care of researches and studies of mining substances.

1.2. Geophysics Department

This Department supports department for geological and mining research. It uses indirect methods of investigation to study the behavior of the rock in the subsoil. When the customer is in need, this department realizes a water drilling.

Geological and Mining Information

Department

It is in charge of the collection, typing, handling, transmission of geological and mining information. It comprises two branches:

- the data bank where information relating to the geology of Burkina Faso is processed and stored. This branch also takes care of developing Burkina geological maps; (see Appendix II)

- the documentation (library and archives).

2. Industrial Safety, Mining and Environmental

Administration

This Administration is in charge of all the works, surveys and advices which will guarantee the quality of mining and petroleum products, to ensure the industrial, mining and environmental safety with its technical knowledge.

It ensures the control and the follow up of the pollution of the mining exploitation zones and industrial and oil establishments.

It includes:

- Mining Controls and Hydrocarbons Department;

- Industrial Safety, Environmental and Mining Department.

Mining Controls and Hydrocarbons

Department

This department controls the quality of mining products (gold ingots, jewellery, etc) of the hydrocarbons (gasoline, gas oil, oil); it brings liquid hydrocarbons and gas tankers to comply with safety standards.

If the authorization of importation, buying, carrying of explosives substances are controlled by the Ministry of Mines, their storing is controlled by the Industrial Safety, Mining and Environmental Department of BUMIGEB.

Industrial Safety, Mining and Environmental Studies Department

This department is responsible for the update of Black listed establishments' files, for the control and test of apparatus and pressurized containers of vapour or gas, the maintenance of vehicles and dangerous industrial machines.

It is also in charge of bringing out the statements of debt recover, tanks gauging, reservoirs scaling as well as the environmental and mining studies.

The inspection of the EDII consists of seeking for the compliance of safety regulations by the people and the environment through offices visit of the concerned establishment. Depending on the degree of their danger, the EDII were filed in three (3) classes where there is 3rd class, 1st or 2nd category. The inspection of the EDII is materialized by the official report.

Gauging makes it possible to determine the capacity of vehicle tankers.

The scale is used for the best consuming of hydrocarbons in the tanks or vats storage.

The tanks and pipes test enables to know if they are watertight for storages.

3. Finance Management Administration

It is in charge of the administration and human resource management, financial transactions, accounting operations budgeting, debt recovery, supply, logistics and maintenance.

This department comprises four (4) departments which are:

- Human Resources;

- Financial and Accounting Operations;

- Supply;

- Maintenance and Logistics Department.

Human Resources Department

This department takes care of the management of staff professional careers, salaries handling and workers' welfare (training, improvement, retirement).

Financial and Accounting Department

The Financial and Accounting Department is in charge of the accounts, the production of West Africa Accounting Systems (SYSCOA) particularly with regard to regulations of Accounting Institutions.

Supply Department

It is responsible for an efficient supply of goods and services to BUMIGEB various structures.

This section is composed of two branches:

- the "supply follow-up and mini shopping" branch;

- the follow up of "engaged orders and expenditure" branch.

Logistics and Maintenance Department

It is responsible for:

- the stock management (warehouse), materials, shares, car park and property;

- the mechanical maintenance (garage), telephone, electronic (geophysical laboratory);

- the buildings tidying, materials and facilities security (labourers, security men);

- management of BUMIGEB switchboard telephone.

4. Laboratories Administration

This Administration has the following role:

- carrying out samples analysis (soils, rocks, ores, water and pollutants);

- achieving rocks sawing task of and drill cores mining;

- setting up thin blades of polished rocks and ore section.

This Administration includes two Departments: the Laboratory Analysis and Mineralogical Laboratory.

4.1. Laboratory Analysis

It is responsible for the analysis of mineral substances, water pollutants and quality control.

The analysis laboratory department is made up of three sections:

- chemical analysis of soil and rocks section;

- pyro-analysis;

- cyanidation in bottles.

4.2. Mineralogy Laboratory Department

This Department is in charge of:

- reception, mechanical preparation and sample packaging;

- designing of thin blades rocks and polished mineralogy ore sections;

- mineralogy.

5. Survey and Water Drilling Administration

This administration is in charge of researches, giving pieces of advice on matters relating to hydrogeology, water drillings and mining surveys. It includes the Research and water drilling and the mining survey department.

5.1. Research and Water Drilling Department

This department is responsible for:

- the research and advice relating to water drillings;

- the setting up and follow up water drilling data;

- the technical assembly of tender documents;

- the work planning and cost follow up of the company's performance;

- the follow up of the execution and rehabilitation of water drillings.

Water drilling consists of collecting underground water. This department carries up a follow up on a customer who fills a request for drilling estimates.

After achievement and a drilling equipment, one carries out the development which consists to put the air under pressure to purify water and a pumping test. The pumping test is a test of discharge which allows to determine the depth that we can put the pump. A drilling can be positive or negative.

A drilling is positive when its flow is superior or equal to 700 litres/ hour and negative when it is inferior or equal to 700 litres/hour or 0,700m3 litres/hour. But a flow of 400 to 500 litres/hour can be considered a positive drilling in the difficult regions.

5.2. Mining Survey Department

This department carries out works of mining and geotechnical surveys. The mining survey is a hole from 35 to 50 mms in diameter dug in the group by a drilling machine. The surveys can be destructive (samples of rocks in bulk) or cored (samples in cylindrical form).

The survey is a method of investigation which makes it possible for geologists to determine the depth, the thickness, the volume and the content of an ore layer deposit.

Drilling makes it possible for the geotechnicians to know the nature of the unclaimed ground in order to calculate the elements of stability of the works to be done.

6. The BUMIGEB Regional Office

in Bobo Dioulasso

The BUMIGEB Regional Office in Bobo Dioulasso is a representation of BUMIGEB in the western part of Burkina Faso. It executes the same missions like BUMIGEB.

N.B.: Taking into account certain circumstances in particular the geographical location of this office, we could not go there.

C. BUMIGEB RESOURCES

In order to carry out its missions properly, BUMIGEB is well equipped with human, material and financial resources.

1. Human resources

From December 15th, 2006, BUMIGEB had 205 staff members in various categories divided up as follows:

- 28 senior executive members;

- 25 junior members;

- 152 field members.

2. Material resources

BUMIGEB material resources are made up of the following:

- a car park for approximately sixty (60) heavy and light vehicles;

- survey and drilling workshops;

- power generating units;

- compressors;

- office furniture (tables, chairs, cupboards);

- computers;

- geological, geophysics and laboratory equipments;

- various accessories.

3. Financial resources

BUMIGEB financial resources come from State subventions obtained within the framework of the execution of the contract plan and various receipts generated through commercial services.

During the training course, we worked in the secretariat of the various BUMIGEG departments to have knowledge on working procedures.

A scheduled programme was drawn for this purpose. (See Appendix III)

The objective of the training course is to familiarize ourselves with the profession practical aspects. We spent one month with DSIME administration and then we were transferred.

However, we will describe first and more largely DSIME, secondly the other secretariats.

CHAPTER I. THE INDUSTRIAL SAFETY, MINING AND

ENVIRONMENTAL SECRETARIAT

I. WORKING POST DESCRIPTION

A working post is a place where a series of work is carried out, a centre of activities including everything that is necessary for the execution of a definite work.

The secretariat of DSIME comprises the following material:

the office furniture:

- a table (1) with drawers;

- two (2) wooden cupboards with shelves;

- one (1) cupboard with valves;

- one(1) swivel chair with armrest;

- three (3) visitors chairs;

- three (3) vats for pending filing documents.

the office equipment:

- one (1) computer PENTIUM II;

- one (1) printer LASER JET 6P;

- one (1) electronic typewriter OLYMPIA;

- one (1) telephone set MATRACOM 36.

the office supplies:

- registers, envelopes, flat files, folders, superior's signature book;

- a stapler, a staple remover, paper clips, pins;

- sorters, box files, arch lever files;

- a pair of scissors, an eraser, glue, cellotape;

- a box of pens, staples, a calculator, memo pads, turnstile;

- a desk calendar, a telephone directory, a dictionary, a message pad, printed forms (letter heads);

- reams of papers.

II. PERFORMED DUTIES

At DSIME secretariat, we performed several duties such as:

- mail handling;

- customers reception;

- filing;

- documents typing; etc.

A. MAIL HANDLING

Mail is the whole correspondences sent and received by BUMIGEB.

There are the «Incoming" mail and the "Outgoing» mail.

1. " Incoming" mail

It's consists of all received documents. We have the physical mail which can be internal or external and the electronic mail.

Generally the mail received by DSIME consists of requests for gauging, test or retest, installations visits, settings under pressure of tanks or pipes.

When mail arrives, the secretary of the DSIME checks the numbers corresponding to the documents before signing the transmission book.

Then she proceeds with recording mail in the `'incoming'' mail register.

The object and the date are thus written on the register, using a date-stamp for the date, followed by DSIME sequence number and a `'slash DSIME''.

The secretary puts the whole in a strap folder and hands it over to the director for examination and processing. When the director finishes, she classify the mail by departments in arch lever files where the initials of departments are written for signatures.

For the mail distribution, the secretary uses transmission register where the mail is registered.

2. Outgoing mail

The outgoing mail consists of all documents sent by DSIME. It can be internal or external.

The external mail concerns gauging certificates, official reports, letters, and test certificates of tanks or pipes.

The internal mail concerns mission orders, memorandum, and reports.

The secretary types the handwritten document and gives it to the initiator for correction, then she prints out the document with BUMIGEB headed paper, introduces it to the concerned head of department and finally to the director for verification and signature.

The superior's signature book containing the document is transmitted to the secretary of the director. If the document is a correspondence, the secretary of DSIME joins an envelope with the address of the recipient.

The document once transmitted to the Head Office, is introduced to the General Manager into a director verification folder.

After verification and signature, the General Manager's secretary carries out the last handling which consists to:

- making the necessary copies (example: invoices in three (3) copies);

- dating the document using a date-stamp;

- numbering the letters;

- affixing the seal of the General Manager.

N.B.: The secretary of the General Manager has an outgoing mail register where she records all the outgoing mail.

Example of handling outgoing mail: the gauging certificate.

(See Appendix IV)

3. Electronic mail

The electronic mail consists of all mail sent or received by INTERNET. At BUMIGEB, this type of mail is sent or received by all the secretaries. For this reason a monthly reception planning and sending was set up to ensure a better execution of this task. (See Appendix V)

When the secretary in charge during the week prints the «incoming» mail, she gives it to the secretary of the General Manager for recording. This mail is recorded like any other mail but in an e-mail incoming register.

Any mail to be sent by e-mail is transmitted to the secretary in charge of that week for sending after the signature of the General Manager which means that he agrees for the mail sending.

B. CUSTOMERS' RECEPTION

Reception constitutes an element of marketing. A bad reception has a negative impression of the public image on the company and the secretary has an important role to play.

The DSIME secretary owing to the various administration duties of her administration (petrol tankers gauging, tests, tanks retest, precious metal controls etc.), she receives many customers. These customers generally come to withdraw their documents (various invoices, certificates, official reports) or to request information. They are thus welcome in a pleasant atmosphere.

C. FILING

Filing is a fundamental activity in managing various documents. So, the storage space of the support documents must be organized in order to reduce as much as possible time used to access these documents especially if they are media papers (the most cumbersome).

In the secretariat of DSIME, the secretary receives many documents and also produces documents.

In order to keep traces of all documents and especially to facilitate their research, she files all the documents in arch lever files. These arch lever files are arranged on shelves in cupboards, where they are classified vertically or upright, with the backs facing the user.

There are three (3) methods of filing, which are:

- chronological filing: it is a method which consists of classifying each document according to its arrival date.

The secretary uses this method to file letters, circulars etc;

- ideological filing: it is a method which consists of classifying the documents according to ideas. The secretary uses this process for official reports of petroleum companies, the EDII, gas distribution companies;

- numerical filing: where a sequence number is attributed to each document. This method is currently used at DSIME secretary's office for invoices, certificates (gauging, tanks, pipes test) and notes.

The secretary frequently uses another type of filing: the electronic filing which consists of classifying the files in the computer hard disk, a floppy disk or Cd-Rom.

The gauging certificates, tanks test etc. which are classified in the arch lever files are also classified electronically.

D. DOCUMENTS TYPING

This task is very important in the DSIME secretariat owing to the number and diversity of documents that the Secretary brings up.

All these documents are typed on BUMIGEB headed paper. The document handling that the secretary is responsible is made up official reports, gauging certificates, tests, conformity, invoices and dispatch notes.

- Official reports

After official site visits, stations commissioning, tanks and pipes fitting, the Staff who carried out the assignments writes an official report which is typed by the secretary and signed by the initiators and the General Manager.

- Gauging certificates, test of tanks or pipes

After each gauging, a gauging certificate is issued (see Appendix VI) valid for three years to the benefit of the customer.

This certificate comprises the results of gauging which make it possible for the owner to know the real capacity of compartments and the entire tank.

- Test or retest

The test or retest of tanks makes it possible to know the tank capacity, thickness of sheets and its resistance. It has ten years validity period. The pipes test permits to know its length, resistance, watertightness and diameter.

- Gauging attestation

They are issued provisory to truck tankers which have not registered and allow the Ministry of Transport to register them and establish a final certificate.

- Invoices

Every staff member who carried out a mission must established an invoice (see Appendix VII) corresponding to the cost of the service.

- Dispatch notes

They are generally established to transmit official reports or lands applications files to the Mining Ministry, the Department of Lands or BUMIGEB-BOBO regional administration.

The secretary has registers for the recording all these documents.

CHAPTER II. OTHER SECRETARIATS

During our training course, we noticed in the six administrations that the classic duties of the secretariat are carried out in the same manner. The differences reside in the fact that each secretary has specific duties assigned to her office.

The General Manager's secretary is in charge of handling all incoming documents and certain outgoing documents, allotting the numbers to the documents such as assignment orders, letters, memoranda, dispatch notes, fax, etc.

We learnt how to send and receive a facsimile message.

The fax is a mean of communication which makes it possible to send and receive written information. The trademark of the facsimile machine at BUMIGEB is Panasonic KX-F1010 BX. It comprises a receiver, a small rectangular screen, a digital keyboard and function keys.

A document is received in an automatically either in the presence or absence of the correspondent. We just connect the machine and put in sufficient paper for the printing of the message.

A fax sending requires the following procedure:

- preparing the document to be transmitted;

- inserting the document into the machine with the letter head upside down;

- dialing the fax number of the correspondence;

- pressing on key "START" after the facsimile tone of the machine which

means that the facsimile machine of the correspondence is ready.

The document is gently introduced into the machine and comes out at the bottom.

At the end of the transmission, the machine indicates, "OK", or "NO RESPONSE" and the process must be repeated again. As soon as the document is transmitted, the original falls and we can read on the screen (Copy sent OK).

Each secretary has the necessary materials and office furniture for the execution of her duties. BUMIGEB's secretaries maintain very good working relationship.

After moving round the different Secretariats, we realized that the role of the secretary is indispensable in the company. The secretary is the one who commits herself by giving her best. Professional satisfaction requires a spirit of initiative and creativity.

An Executive Secretary no longer performs only duties of "classic secretariat", but also assists a Head in an institution and works with several staff members of the same office in relation with the company customers.

Indeed, in decision making process, the Executive Secretary must necessarily be well informed and must excel in the art of communication because she puts her director in relation with internal and external collaborators.

Is it possible to tackle all these responsibilities without understanding? Certainly no.

Yet, the secretary must be able to manage both situations. She is therefore stressed.

Although secretarial work is painted as a noble job, the secretary encounters sometimes some difficulties.

To better analyse this topic, first of all we will try to define the word "Secretary". Then, we will show how this job is noble and finally, we will study some stressful cases that the secretary encounters.

I. DEFINITION

The term "Secretary" comes from a latin word "secretarium". It is derived from "secretus", a word which is used to designate a confident who was attached to a person of high rank to write, to transcribe letters and to manage relationship.

Nowadays, it can be defined as a person whose role is to treat mail, file documents, manage appointments, receive phone calls, visits, etc. for her boss. In sum, she is the information manager.

The secretary therefore plays an important role because she is the memory of the company which employs her.

II. THE SECRETARIAL WORK NOBILITY

In company's life, it often requires certain qualities that a secretary no matter her rank must have.

These qualities are of four types:

1. Physical qualities

The physical aspect of the Secretary is very important for her work.

- Good health and physical resistance: she must be able to work under pressure.

In addition, a good sight can prevent her making lot of mistakes when she

writes or types documents.

- Clothing: the secretary must be well dressed to gain other people respect. The secretary must be very elegant and discreet.

2. Human qualities

The secretary must acquire these qualities if she wants to carry out her work very well.

We can cite the following human qualities:

- sociability: the secretary must have a good mood, a good comprehension and have sympathy for others;

- courtesy: it is a golden rule to be very successful in receiving visitors;

- a smile: it erases a prejudgment to whoever receives it. A smile gives rest to the tired person and gives courage to the most discouraged person;

- helpfulness: this is a quality which permits the secretary to resolve all the problems requested by her collaborators;

- self-control: it is a quality which permits the secretary to be calm;

- integrity: this quality requires self respect and respect for others;

- love of well done work: the secretary must work with passion and by

constraint.

3. Morals qualities

There are:

- discretion: the secretary must be careful because it is this quality which allows her to gain confidence from others;

- availability: is a quality which allows the secretary to be responsible in front of her superiors;

- professional consciousness: the secretary must have the desire to work for the company development;

- honesty: the secretary must be genuine, open, trustworthy and faithful.

4. Professional qualities

A good training level, a good expression and writing will allow the secretary to be competent and execute very well her work.

In addition, there are other qualities that allow the secretary to handle difficult situations.

These are:

- professional lie: it is an easy way to prevent people disturbing the boss during a maintenance, a meeting or a deliberation. The professional lie with the boss consent is a means of getting rid of "undesirable" visitors;

- knowing the boss habit: the secretary must know her/his boss' temperaments to be able to anticipate his needs and provide the necessary assistance at the right time;

- general knowledge: the secretary must be able to give good information constantly. For this reason he/she must be well informed of current issues in the media.

All these professional and personal qualities permit the secretary to control all the company information through discretion.

III. CONSTRAINTS IN SECRETARIAL WORK

A. CONSTRAINTS WITHIN THE OFFICE

1. Constraints with colleagues

The Secretary is often a victim of frustration because his/her colleagues underestimate his/her work or even see her as a barrier between them and the boss, because she manages his visits and communication.

She is thus obliged to manage the situation while being in harmony with the other workers.

2. Constraints with visitors

The secret of good contacts lies in the consideration given to others. Visitors screening often cause dissatisfaction.

The management of moods is a delicate task because all depends on the visitors understanding.

Confronted with a dissatisfied visitor for one reason or another, the secretary must keep cool, and sympathize with him/her. To face anger she will oppose calm, listening, understanding. She looks at him with consideration while he/she is speaking, lets him speak without interrupting him, listening with rapt attention until the end and gives him a positive reaction.

She lets him/her know that his complaints are not due to the company practices.

If it is possible that the boss or another qualified person meets him/her, she will guide him/her towards this latter; she reassures him/her that she will send her complaints to the appropriate service and that he will be contacted for the subject outcome.

In face with an arrogant interlocutor who often refuses to declare his identity for various reasons (his/her friend, brother, sister or it is me who called a few minutes ago) whereas the boss insists on knowing the person, the task then becomes difficult.

The secretary has the duty to make a valid communication (identity and the call object) without upsetting this interlocutor.

In attempt of making an effective communication, the secretary finds herself misunderstood by the interlocutors.

It could also happen that the boss does not want to communicate with certain people and refuses to take the call. Therefore the correspondent who called many times without satisfaction blames the secretary.

In this condition, the secretary must always be polite and seek to cool down situations.

3. Constraints with the director

- The management of the boss's moods

Like any person, theboss has moods. But since the secretary is his direct collaborator, she must learn how to know him and cooperate with him whatever is his temperament. She must know which type of Boss she is working with.

- Boss/secretary collaboration

v It should be recognized that many bosses rather treat their secretaries as slaves than as assistants, always ready to assist them, to take notes at any moment, saving all kinds of nuisance to them, prepare coffee and sometimes running errands for them.

This kind of boss considers her "as a good secretary" only if she performs her duties successfully and without complaining.

v Also in daily collaboration boss-secretary, more often both have other types of relations that we can describe as "extra professional relations" or sexual harassment.

In such situation, the secretary must kindly resist to the boss's advances to preserve a good professional atmosphere.

But often a refusal can cause secretary's dismissal, her contempt or a career blockage.

B. EXTRA HOURS

One of the most frequent constraints is how to manage extra hours. Most of the time, the secretary is forced to remain in the office beyond normal working hours for the execution of a certain number of tasks. Often, she is called during the weekend and sometimes late hours to come and perform certain urgent duties.

It is not always easy to manage and very often profanes give her a different image.

She must come in time and often stay in her office after working hours.

I. THE TRAINING COURSE ASSESSMENT

The two (2) months training course at BUMIGEB has been benefic because we have got a foretaste of a professional life. Indeed initiative is imperative as regards to the executive secretary`s duties.

Competences in organizing and managing priorities and adaptation capacities have become imperative in performing the job of secretary.

During this period, we performed the following duties:

- mail handling;

- customers' reception and management;

- telephone calls management;

- documents typing;

- documents photocopying;

- fax sending and reception;

- filling.

No human work is perfect but every human work can be perfected. It is in this view that at the end of our training course, we allowed ourselves to make some observations and suggestions towards IBAM and towards BUMIGEB.

II. OBSERVATIONS AND SUGGESTIONS

TOWARDS IBAM

- IBAM has to do something for students because they have difficulties to find training courses in companies.

In an environment where it is hard to find a job, it is very important that IBAM adopts a training policy by signing agreements with some companies, so that to help students finding trainings.

- When students finish their examinations and find training courses in companies, they are forsaken because there is no follow-up by teachers during the training.

We think it is necessary to affect professors to follow students during the progress of their training at the end of cycle.

TOWARDS BUMIGEB

- In certain secretariats, such as the General Manager's secretariat, visitors and even staff member enter his office through the second door without the secretary's knowledge.

We suggest that rules should be made and respected to inform visitors to necessarily pass through the secretary's office for any information and appointments. This is also important for the boss's security.

- The distances of certain administrations, more precisely the Administrations of Laboratories, Geological and Mining Research especially do not facilitate the secretary's tasks especially for documents photocopying.

We suggest putting a messenger for the transmitting of documents and simple photocopiers (Format A4, A3) to reduce time wasting.

CONCLUSION

After two (2) weeks at BUMIGEB, we can conclude that the training course that we undertook made it possible for us to know the realities of our future profession and to complete our formal training. Indeed, our stay in this office was a positive one because it enabled us to play the role of secretary and experience the difficulties and the rich lessons related to this job.

The training good progress is due to the good collaboration of the enterprise staff that contributed to our training.

The same concern guided all the secretaries to be available to explain to us the daily secretarial duties.

Our topic adapted to the current context of the evolution of the ?secretarial work? shows that the secretary who was in the past linked to the manual typewriter and her woman condition is today equal to any staff member in a company. It is therefore necessary for all her collaborators to know it and erase any prejudice so that together they can mobilize and do team work in the Company.

We know that one can never finish learning, but we can say that we are ready to do this job since we are already well informed of the probable difficulties we will encounter.

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