Abstract

This study was carried out on ICT competence and an executive assistant’s job efficiency in the Ministry of Forestry and Wild Life (MINFOF) Yaounde III. The objective of this study was to examine if there is any significant relationship between ICT competence and an executive assistant’s job efficiency by determining ICT resources available, establishing the relationship between the ICT skills executive assistant’s possessed, in-service training and their job efficiency. One research hypothesis was formulated to guide this study that is, the null and the alternative hypothesis. A quantitative research method with a survey research design was used. The questionnaire was used as an instrument for data collection. The sampled population consists of 46 executive assistants drawn from all services/departments in the Ministry of Forestry and Wild Life Yaounde III municipality in the Mfoundi Division of the Center Region of Cameroon.  The data collected were analysed using Pearson product Moment Correlation Co- efficient (correlation analyses). This was used purposely to test the relationship that exists between variables. The test was based on a 0.05 level of significance. The data was analyzed using a computer program, the Statistical Package for Social Sciences (SPSS) version 20. Findings reveal amongst others that, there is a significant relationship between ICT competence and an executive assistant’s job efficiency. We also found out that, for executive assistant’s to cope with their office work in this modern days, they need to possess the needed skills and competences required of a modern day executive assistant. More to the above, in order to meet up with this challenging task, executive assistant’s need to undertake refresher courses, seminars and conferences to upgrade their knowledge and continue to be relevant in their institutions. More so, an overwhelming recommendation for the state and private learning institution is that, they should provide their training centers with the needed ICTs and not just computers such that what is been thought in theory is also done practically, there by leading to a high skill and competence profile. Again, organisations should encourage their workers to undergo in-service training to be in line with the changing technology.

CHAPTER ONE

INTRODUCTION

1.1 Background to the Study

ICT has evolved over the years with technological inventions that are often complex to separate from its environment. The presence of older communication technology such as radio or television, typewriter in people’s lives does not have the same significance that it once did, although it still plays its role. According to my Typewriter.com when the idea of writing machines became technologically feasible, more than one hundred prototype models were created but Christopher Latham Sholes of Milwaukee invented their first typewriter in 1867. In 1961, International Business Machines (IBM) introduced the electric typewriter which executive assistants’ used to type correspondence. In recent years, Information and Communication Technology (ICT) has received a great deal of attention from both the academic and business world, because of its increasing deployments.

The first mechanical computer ever recorded was created in 1822 by Charles Babbage. In the 1970s, integrated circuit technology made the production of small and relatively inexpensive personal computers possible. Yet, even with this technology, many computer companies chose not to adopt personal computers (PC). At first, the PC was utilized to replace traditional typewriters and calculators, but persistent technological advances and innovation over the past two decades have put powerful PCs at the center of daily activities for people worldwide. According to the Medical Website (historical perspective of office automation) in the mid 1970s, computers began to support offices and organizations in more complex ways. In 1992, Microsoft lunched its new operating system (OS), Microsoft for workgroups, which enabled the collaboration of groups of people. Microsoft Office helps workers to complete common business tasks, including word processing, e-mail, presentations, data management and analysis which made business transactions much easier. More so, the original Internet was invented in 1967 for military purposes.  At first, it was used primarily by corporations for collaboration purposes.    Today the Internet is available everywhere and to everyone.

With regards ICTS in Cameroon, NDE. N (Hydra project international), BP 474 Bamenda Cameroon, says ICT has evolved rapidly over the years. Before 1990, the only means of communication was the fix phone and typewriter used in offices for the preparation of document. There were no computer let alone the internet connection. The internet came to Cameroon in 1998 and only major businesses had internet connection in their offices, which greatly influence business transactions and lowered the cost of communication. Also the Impact of ICT on enterprises, businesses, especially banks, has been great especially as they now have modern software and hardware to facilitate and safeguard Information and transactions.

In this light, we have noticed that, Information and Communication Technology (ICT) has become a vital engine of growth for organizations.  It has created opportunities for many individuals, firms and communities globally. It has  transformed  the  nature  of  organizational  work and  has equally changed  work  itself. The computer has metamorphosed from being a mainframe to the mainstream of office use.  It has certainly made office work more interesting and more productive. Computers have replaced typewriters, and mobile (cell) phone are computing with calculators, as well as fax machines are struggling with e-mails. The way businesses operate these days have changed all due to the advancement of ICT.

Due to these advances in Information and Communication Technology, devices such as computers have become smaller and more effective, and they eventually become a necessity to every business today. Instant messaging, the Internet, internal and external telephone systems especially mobile devices and Intranets are now integral to the workings of office life. These advances in Information and Communication Technology have shaped the development of the modern office. Most business offices of today have turned their desks into “workstations,” with desktop, computers or laptops connected to a network of other PCs in the same office and even beyond.

The typewriter, and to some extent the pen and paper now belongs to a different era in office history. Today’s executive assistants are exposed  to  office  technology  including  the  internet that  make  work  much  easier  and  knowledge  more accessible. ICT has changed  the  equipment  and  work  groups,  of  course; nobody today would like to work in an office where information processing  and  other  activities  are  done  manually.  So, the mechanized office is gradually given way to the automated office.

Nwaokwa .E et al (Information of Communication Technology on the Influence Performance of Secretaries) observed that due to the introduction of sophisticated technological office equipment into today’s office, executive assistants need to play a great role in ensuring accuracy and efficiency in their jobs. The executive assistants need to meet the challenges by acquiring new skills and competencies for efficient operations in the electronic office. The roles of the executive assistants have been turned around by technology. It has provided the tools that have shifted the role of executive assistants from that of information recorders to business strategists. Therefore, executive assistants are supposed to be abreast with modern technologies to meet in present challenges in the office.  As the office becomes increasingly dependent on technology, computers have become standard equipment. Eze (2000) maintains that any office staff of today who are lacking in Information Communication Technology would be boring, repetitive and would produce very little. Executive assistants have to get themselves acquainted on how to operate new office automation such as information storage systems, the internet and other new software packages. The effective performance of any executive assistant depends upon the office equipment, knowledge and his competences.

 

1.2 Statement of The Problem:

The ministry of wild life which is one of the renounce ministry nowadays is facing a lot of challenges and threats as far as the effectiveness and efficiency in the management of administrative affairs is concerned with the world fast becoming a global village, administrative environment has become complex and unpredictable considering the rapid growth in technology which has come to boast the effectiveness and efficiency in the accomplishment of administrative tasks.

Observation at MINFOF reveals that, as far as effective and efficient management of administrative affairs is concerned, tasks handed to executive assistance, were seldom accomplished in time and even when it was done, it was rarely at the satisfaction of their bosses.  It was also realized that, some of these offices whose task were hardly satisfactory, had adequate office automation which were rarely or in adequately exploited while on the other hand, some of the offices did not have adequate office automation and at times have to seek assistance from other offices in other to accomplished their task. This usually led to time wastage, unsatisfied output and inadequate conservation of professional secrecy. In a nutshell, Ministry of Wild Life faces challenges of inefficiency in the execution of executive assistants job.  The emergence and the introduction of these office technologies in organizations have challenged the occupational skills of employees especially the executive assistants and have rendered skills such as transcription skills, typing on the manual typewriter insufficient, given rise to some unknown skills such as webpage design, desktop publishing, networking, internet skills in modern organizations. Again these advancements has led to the need for executive assistants to reposition themselves in other to continue to be relevant in their performance of office functions as well as cope with the trend of technological changes in today’s modern offices. In view of the mentioned problems, the researcher wishes to find out if there is any significant relationship between this information and communication technology competence and executive assistants job efficiency.

1.3 Research Questions

1.3.1 General research questions

What is the relationship between ICT competence to the executive assistant’s job efficiency?

1.3.2 Specific research questions:

1. To what extent do available ICT resources influence executive assistants’ job efficiency?
2. How does an executive assistant’s in-service training in ICT influence his or her job efficiency?

 

1.4 Research Objectives

1.4.1 General research objective

To examine if there is any significant relationship between the ICT competence of executive assistant’s and their job efficiency.

1.4.2 Specific objectives

Specifically, the study seeks to:

1. Determine the extent to which the availability of ICT resources influences executive assistants job efficiency.
2. Establish the ICT skills needed by executive assistants to enhance their job efficiency
3. Ascertain the executive assistant’s in-service training in ICT and his or her job efficiency.