Ministry of Trade & Industry

Functions:

• Ensures the preparation of monthly, half yearly and yearly consolidated accounts of the Ministry
• Assist in the preparation of the Ministry’s annual budget
• Ensures the effect management of cash, financial planning and cash flows
• Ensures the efficient collection and lodgment of non-tax revenues into the designated accounts
• Receives disburses and ensures the secure custody of all project funds under the care and control of the Ministry
• Makes recommendations aimed at improving the accounting and reporting systems of the Ministry
• Assists the internal and external auditors to carry out their statutory functions
• Collates all financial reports prepared from various units of the Ministry

Functions:

• Ensures an effective and efficient system of internal checks and the practice of transparent and accountable administration.
• Ensures the availability of services and facilities necessary to support the administrative and technical functions of the Ministry.
• Ensures employees health and workplace safety
• Ensures the efficient management of stores
• Develop a system for guidance and counselling
• Initiate action on welfare matters
• Estate Management and Security Unit
• Maintain and update the Ministry’s assets register
• Ensure regular maintenance of the Ministry’s buildings, plant & equipment and utility services
• Plan the effective utilization of office space
• Maintain effective house-keeping services in the Ministry
• Manage the Ministry’s Estates
• Provide security services to avert losses, shield property and human assets

Transport Unit

• Develop and maintain Inventory of the Ministry’s fleet of vehicles
• Advise on vehicle procurement, allocation, disposal and replacement
• Operate Planned Preventive Maintenance for fleet of vehicles
• Produce Transport Management Performance report at specified periods for management
• Assess the human resource needs of the Unit and advise on training and recruitment of staff
• Undertake transport monitoring and evaluation support visits to regions

Records Unit

• Maintain and protect classified information
• Create and maintain an effective filing system
• Receive, register, file, and dispatch mails
• Determine the Classification system
• Retrieve information and provide references
• Transfer records to National Records Centre
• Ensure security and safety of mails
• Ensure prompt return of files for safe keeping

Procurement Unit

• Ensure that every procurement is conducted in compliance with procurement law, guidelines and regulations
• To advise Management on matters pertaining to the procurement of goods and services and logistics management
• Ensure that the Ministry adhere to the procurement process and procedures as per the Public Procurement Act
• Develop an annual procurement plan for the Ministry
• Procure materials and services to support the logistical requirements of the Ministry
• Maintain and update inventory of goods, supplies and materials
• Be the Secretariat to the Tender Board as per the Public Procurement Act
• Support the Ministry to obtain the best value of money in terms of price, quality and delivery, having regard to set specifications

Stores Unit

• Exercise general control over all activities in stores unit
• Initiate purchase requisitions for the replacement of stock of all regular store items whenever the stock level of any item of store approaches the minimum limit fixed in respect thereof
• Initiate action for stoppage of further purchasing when the stock level approaches the maximum limit
• Check and receive purchased materials forwarded by the receiving department and arrange for the storage in appropriate places
• Reserve a particular material for a specific job when so required
• Ensure that the store is out of bounds to unauthorised persons
• Periodically check book balances, with the actual physical stock at frequent intervals by war of internal control over wrong issues and pilferage
• Ensure proper handling and storage, adequate and timely distribution of office supplies and materials