|
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
|
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MCE
|
Minister of Mines, Career and Energy
|
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MCIA
|
Ministry of Trade, Industry and Handicraft
|
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MCPEA
|
Ministry of the Company promotion and Handicraft
|
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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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