Administration Department
This is the backbone of the organization. It acts as a link between the Units’ various departments and ensures the smooth flow of information from one department to the other. It is tasked with providing logistical support to the entire organization.
Mandate of the Administration Department include:-
– General office management and running
– Human Resource Management
– Transport management
– Registry management
– Assets management
– Property management
– Security and safety
General office management and running provides services which include:-
– Provision of offices for all staff
– Provision of all office equipment for use by staff e.g. computers
– Ensuring a clean and secure office environment
– Ensuring availability of adequate lighting, water, telecommunication, e-mail, fax, computers etc.
– Providing where possible designated parking for vehicles
– Ensuring availability of stationery
– Ensuring availability of adequate photocopying services/ facilities
– Setting of internal operating rules
The function is carried out in adherence to the Human Resources Policy and Procedures Manual which sets out policies and administrative procedures for employees of the Unit. It is a set of guidelines designed to assist SEPU staff undertake their operational responsibilities without impediments or conflict.
The Unit takes into consideration
I. Any statutory obligations in particular the provisions of the Constitution of Kenya and the Employment Act 2007
II. Any directive or instruction from the Government
The office co-ordinates performance contract in line with performance contracting guidelines every financial year. Various committees are in place to implement and help achieve the set out targets.
Key responsibilities are:-
– Administering leave and related issues
– Administering medical scheme and related issues
– Administering statutory contributions
– Capturing all staff related issue
– Providing basic counseling to staff
– Providing effective guidance and supervision of staff
– Assisting in handling staff grievances in a prompt and conscientious manner
– Ensuring accurate maintenance of personnel records
– Administering the central registry and its related services
– The department is responsible for the acquisition of transport(cars, trucks and motorcycle)
– It provides fuel for all vehicles, plant and equipment
– It is in charge of repairing and maintenance of all vehicles
This department manages and controls all financial functions of the Unit in accordance with generally acceptable principals of government accounting and various government statutes and administrative codes. Where applicable to Donor financial management procedures and covenants
The finance department is comprised of three main areas:-
– General Accounting
– Accounts Payable
– Payroll
Duties of the finance department include:-
– Controlling expenditures and obligations( including operating expenses, debt, payroll)
– Receipting and depositing all revenues
– Managing the investment of all monies
– Accounting for all assets and capital project expenditures
– Exchequer funds are monitored and used in an efficient and transparent manner in line with Gok regulations and guidelines.
– Internal and external reporting
– Works with heads of departments to prepare the organization’s budgets and forecasts, and to report back on the progress against these throughout the year.
The financial activity of the Unit is supervised by the Managing Director to ascertain solid internal controls are in place. An audit of financial practices and principles is conducted annually by an outside auditing firm. The finance staff assists in providing the information for the audit
Production is the functional area responsible for turning inputs into finished outputs through a series of production processes. The production Assistant is responsible for making sure that new materials are provided and made into finished goods effectively. He makes sure that work is carried out smoothly, and supervises procedures for making work more efficient and more enjoyable.
The production department is comprised of:-
– Wood Works Section
– Metal Works Section
– The Store
Wood Works Section
This is headed by Wood Works Supervisor
This section is concerned with the manufacture of wood products. This will include the maintenance of the product line and other necessary repairs. It also has the responsibility for quality control and inspection.
Metal Works Section
This is headed by Metal Works Supervisor
This section is concerned with the manufacture of metal products. This will include the maintenance of the product line and other necessary repairs. It also has the responsibility for quality control and inspection.
The Store
It is responsible for stocking all necessary tools, spares, raw materials and equipment required to service the production process.
Where sourcing is unreliable buffer stocks is kept. The workshop store in charge maintains proper stock control systems which help keep stock at a minimal but necessary level for production to continue unhindered.
The department is responsible for the acquisition of goods, works, and services for the Unit. Providing the materials, components, and equipment required to keep the production process running smoothly. It ensures stocks arrive on time and to the right quality
This function is carried out in strict adherence to the Public Procurement and Disposal Act, 2015 and the Public Procurement and Disposal Regulations, 2020. Its roles are to:-
– Maintain and update annually standing lists of registered tenders required by the procuring entity
– Prepare, publish and distribute procurement and disposal opportunities including invitations to tender, pre-qualification documents and invitations for expression of interest
– Co-ordinate the receiving and opening of tender documents
– Co-ordinate the evaluation of tenders, quotations and proposals
– Implement the decisions of the procurement, tender and disposal committees, including co-coordinating all activities of these committees
– Monitor contract management by user departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts
– Co-ordinate internal monitoring and evaluation of the supply chain function
– Act as a secretariat to the tender, procurement and disposal committees.
It comprises of the main store. All stores purchased and received are stored in the main store and distributed to the users or customers.
The department is responsible for the following core functions:
– Manage all sales and marketing activities in line with revenue targets
– Preparing annual and periodic sales and marketing plans
– Drawing and implementing sales and marketing strategies
– Preparing periodic sales and marketing reports for the management
– Advising the management on sales and marketing issues when need arises
– Managing customer services and distribution activities
– Liaising with procurement and production departments to avoid stock outs
– Preparing sales budgets and projections