Thursday, November 23, 2017

NATIONAL CEREALS RESEARCH INSTITUTE BADEGGI

 “ADMIN AND SUPPLIES DEPARTMENT”

 

CLICK HERE TO SEE THE ORGANOGRAM OF THE DEPARTMENT

INTRODUCTION

  • Goals and objectives of Admin & Supplies Dept.
  • Mandate of Admin & Supplies Department.
  • Basic qualities of a good administrator.
  • Basic principles of administrative management practice.
  • Ethics of Administration.
  • Staff strength of Admin & Supplies Department.
  • Admin & Supplies sections and their functions.
  • Who is a Good Public Servant?
  • Ways to Improve and Sustain good performance of Public Servant.

GOALS AND OBJECTIVES OF ADMIN & SUPPLIES DEPARTMENT:

        Administration as an integral part of any organization, is often concerned with identifying, maintaining, motivating, controlling and unifying formally and informal of both human and material resources within an integrated system designed specifically to achieve pre-determined objectives. On this bases, the objectives of Admin and supplies department of NCRI, includes the followings:-

-          The creation of an environment which would enable the management to recruit, train and motivate people needed for today’s and tomorrow’s jobs.

-          To ensure continuous development of people’s potentials, creation of a climate in which all is motivated to meet the objectives of the institute.

-          To help the institute secure a balance between the diverse interests of her stakeholder’s i.e. the employees, suppliers, at National and Local Government, NGO’s and the host Community.  

-          Fostering mutual interest and encouragement of Teamwork within and across the institute.

-          To ensure effective management of change and its operation, promotion and stability of Public Policies and decisions of Federal Civil Service Commission.

-          To provide direct and indirect range of services that would support operational processes within and across the institute.

-          Sourcing, placement and development of staff to ensure adequate replacement.

-          Adoption of due process principles to ensure equal opportunities for the employees of the institute.

-          Objective disengagement of staff in line with the statutory principles of Federal Civil Service commission of Nigeria.

Indeed, Admin and supplies department of NCRI is essentially concerned about the management of people in way to boost the organizational effectiveness. Therefore, it is the responsibility of all management committee members, sectional Heads and departments in collaboration with personnel specialists to ensure adequate contribution to these processes using innovations and intervention approach as well as provision of advice, help and services where and when the need arises.


MANDATE OF ADMIN & SUPPLIES DEPT:

        The department of Admin and Supply of NCRI operates and executes the institute’s management policies based on the following mandates:

  • Recruitment of Staff
  • Placement of staff
  • Supervision of staff
  • Development of staff
  • Adoption of Public Policies and decisions in line with the directives from Federal ministry of Agriculture and Rural Development.

BASIC QUALITIES OF A GOOD ADMINISTRATOR:

          An administrator in any organization occupies the most sensitive position. All eyes are always on him or her, hence the success or failure of the organization solidly relies in their hands. On these bases therefore, they are expected to possess the following basic qualities to enhance their performance and efficiency.

-          Tactfulness

-          Modesty

-          Sense of judgment

-          Foresight

-          Ability to Delegate

-          Sympathy and consideration

-          Flexibility and catholicity

-          Relaxation and fellowship

-          School of experience

BASIC PRINCIPLES OF ADMINSITRATIVE MANAGEMENT PRACTICE:

          There are some principles that are regarded as the totality of principles which serves as guide to administrators. Therefore, one can .easily be referred as a modern administrator if these principles are identified and adopted where and when necessary. They are basically classified into five sub-sections having direct bearing with Henry Faiyol’s 14 principles of Administration:

A.     The fundamental Principles

        *        Responsibility

          *        Delegation of Authority

          *        Communication.

B.     The Humanitarian Principle

        *        Democracy

          *        Justice

          *        Human Relation

C.     Prudential Principle

        *        Economy

          *        Responsibility and Authority

          *        Loyalty

D.     The Principle of Change

        *        Adoptability

          *        Flexibility

E.     Bureaucratic Principles

        *        Division of Work

          *        Hierarchy

          *        Impersonality in Official Matter


ETHICS OF ADMINISTRATION:

          As a rigid position in response to adoption of management policies and decisions but possible to change and relation, ethics of effective administration includes the following:-

-          Continuity: As a servant of all despite change in government and public leaders.

-          Political Neutrality: total submission to the will of the people as a mediator between the management and the stakeholders of the institute.

-          Policy Executor: interprets and ensures adoption of management policies.

-          Directive in writing and speech: displaying good sense of loyalty and commitment as a delegate.

-          Spirit of comradeship: demonstrating a good sense of judgment between the demands of employees & the management and ensuring existence of cordial relationship between the two.

-          Master and Servant relationship: such is the position and operation of a good administrator in any organization. High sense of commitment, with a focus on goal attainment using any available positive means.

STAFF STRENGHT OF NCRI ADMIN & SUPPLIES DEPARTMENT

          The department of admin & supplies is currently piloted by a highly experienced Director, (Dr) Theophilus Yisa Gana whose directives and instructions are carefully discharged by the current One Hundred and four (104) members of staff spread all over the headquarters and outstations of the Institute. 

ADMIN & SUPPLIES SECTIONS AND THEIR FUNCTIONS:

          Admin and supplies department of NCRI under the institute’s organogram has the following sections under her control:-

-              Personnel Section

-              Establishment Section

-              Pension and Record Section

-              Welfare and Training Section

-              Open Registry Section

-              Confidential Registry Section

-              Transport Section

-              Staff Clinic Section

-              Guest House Section

-              Maintenance Section

-              Stores


 

PERSONNEL SECTION

-      Supervision of Staff

-      Transfer and posting of Staff

-      In charge of legal matters

-      Serves as secretary to IMC meetings

-      Handle Disciplinary matters

-      Serves as secretary to junior staff promotion exercise

-      Assist in Preparing Board papers.

ESTABLISHMENT SECTION:

In the Establishment section of Admin and Supplies Department, the adoption of “Civil Service Rules” is effected adhering to the laid down guiding principles. However, major responsibilities carried out within the scope of establishment unit are:-

-          Evaluation of certificate for appointment/career progression of staff

-          Issuing of appointment letters

-          Prepare and process paper for promotion exercise.

-          Raising of variation advice

-          Conversion of staff

-          Preparation of institute’s budget. i.e. personnel cost

-          Upgrading of staff

-          Preparation of staff Nominal rolls

-          Custodian of rules and regulation

-          Confirmation of employees appointment  

OPEN REGISTRY UNIT

Open registry is all about information and record keeping and dispatching letters for smooth administration of the institute. This unit therefore generates and save records of each staff of the institute; serving and retired for reference purpose. These records are often referred to as mails which are saved in various categories of file and shelves or containers known as cabinets,

The records/file is often labeled using alphabetic and or alphanumeric style for easy identification and retrievals e.g. P2012/18. This section of Administrative Department is also in charge of preparation and procession of leaves of all kinds e.g. 

-      Maternity Leave  

-      Casual Leave

-      Sick Leave

-      Annual Leave

-      Sabbatical Leave

-      Study Leave

-      Prorate Leave

-      Compassionate leave

-      Pre-retirement leave

Indeed, open registry is headed by a senior staff/officer and assisted by a supervisor and other office clerks. The head of the open registry performs the following functions:-

-      Management and Control of the unit staff.

-      Serves as Secretary to some committee as assigned by the management.

-      Discharge duties and functions as assigned by the HOD and the management.

-      Reports any area of needs of the section to the HOD for further necessary action.

-      Pass comments and checks staff files when the need arises/demanded.

Other functions perform by this section includes the following:

-      Receipt of incoming mail

-      Indexing

-      Dispatch

-      File enclosure

-      File tracing

-      Receiving of mails before dispatch etc.

RECORD & PENSION SECTION:

          This unit is headed by a chief executive officer and assisted by an officer-in-charge while others serve as assisting clerks. The section performs dual functions i.e. Record and Pension.

RECORD:

        All records of staff: serving and retired, are kept in this unit. The content of records kept here are replica of staff records with the establishment and registry sections. Staff records in this unit are captured and documented into record of service’s sheet (Gen form 60) which are further fixed accordingly into the “Binder” with labels e.g. B9/300 etc bearing the staff personal index number e.g. P/2012/18 the binders are further kept in the cabinet and locks for security and save retrieval purpose. Hence, records here includes:-

-          Each staff promotion records

-          Upgrading records

-          Transfer of service records

-          Staff conversion records

-          Payment and emolument records

-          Record of service of each staff etc.

All these records of staff of the institute are kept to enhance objective disengagement of employees from the institute. Therefore, from this unit, retirement period and accrued benefits of each staff either based on service years or by age are determined. The retirement years as support service staff in Administrative department is currently 35 years or 60 years by Age while for scientist (Researchers) is 65 years by age. Hence, retirement can be by:

-          Statutory

-          Voluntary

-          Termination

-          Dismissal


PENSION:

          Pension and gratuity are worker’s entitlement after disengagement from service. There are the old and the new pension scheme systems. Based on the challenges experienced from the old pension scheme, the new pension scheme was given birth to in year 2004. Therefore, problems associated to the old pension scheme includes:
-   Inadequate financial support from Government.

-      Age limit for retirement was not specified

-      Haphazard approach to pension entitlement

-      Inadequate maintenance of staff record of service.

-      Large number of retirees.

Hence, the current new pension scheme tries to develop strategies to avoid the above stated problems by developing a standard table of reference for pension entitlements of staff either based on years of service or by age limit. Therefore, the appropriate age for pension benefits and withdrawal is 50 years of Age. 

The contribution of workers pension fund based on the July 2004 new pension scheme is 15%. As the employees contribute 7.5%, the employers contribute 7.5% which makes a total of 15% of the monthly salary.

On these bases, therefore, documents necessary for effective calculation of employee’s contributory pension are:

  1. Salary table as at June 2004.
  2. Accrued contribution as at retirement.
  3. Last promotion level and step
  4. Service years and % accrued
  5. Adoption of gratuity benefits.

This of course implies that each employee on retirement from service, his/her entitlement would depend on how much they contributed during their service years and as managed by the chosen PFA’s (Pension Fund Administrators).

The PFA’s execute their activities in line with the consent of PENCOM or (National pension Commission) as regulatory body. While the PFC’s (Pension Fund Custodians) saves the total contribution of both the employer and the employees. Therefore, the PFC’s includes financial institution e.g. First Bank, UBA, Zenith Bank and Diamond Banks.

There are also the closed PFC’s which refers to big organization like NNPC, PHCN, CBN, Shell etc that manages their own pension funds, because of their financial strength.

Pension Calculation

Ex. 1

Calculate the gratuity and monthly pension for Mr. XY whose 1st date of appointment with NCRI as a Researcher was 1/2/1972 and date of birth was 7/3/1950 if he retires in 1/2/2010 on grade level (conraiss) 12(9).

Solution

Years of Service with ref. to 2004 = 32Yrs

Total Annual Emolument=1,200,000.00{HATISS}

Gratuity Accrued = 276% T/E (3,312,00O.00)

Pension Accrued P.a = 74% T/E (888,000.00)

=>Accrued Right = 3,312,000.00

Contributory Pension b/w July 2004 to Jan.2010

=1,000,000.00

AR + CP=4,312,000.00

Lump sum =50% of ARCP=2,156,000.00

Balance 50% of ARCP=Pension

Life expectancy=70yrs

Monthly Pension =N17, 966.66

WELFARE AND TRAINING SECTION

This section is made up of two units under same umbrella just as the name implies i.e. Welfare and Training.

Welfare

Issues having to do with welfare are directed to enhance and motivate staff of the institute (NCRI) all in times of needs and assistance to boost their performance. Therefore, welfare is mostly concerned with the following:-

-      Registering, Control and issuance of staff-bus to easy movement of both staff and children to and fro the town on daily bases with little charge fees of N500 for staff per month and N100 for children while it’s free for IT and NYSC staff.

-      IT Students period of stay ranges from 6 months to one year just as NYSC periods elapsed at a period of 9-10 months. Therefore, this unit is directly in charge of all welfare, request and accommodation of IT students and corps members (NYSC).  

-      Drafting of a comprehensive evaluative reports on the serving Corps and IT Students at the end of their programme.

-      Takes charge of staff quarters for accommodation.

-      Oversees staff welfare in times of chronic ill health and deaths.

-      Directly in charge of welfare for Official visitors to the institute.

-      New employee posting and transfer of existing staff as directed by the HOD or the management.

-      Coordination of activities of National Health Insurance Scheme (NHIS) for employee’s welfare on behalf of the institute.

-      And any other duties and responsibilities deem-fit by the management.

 


TRAINING

The training of human resource and development for the institute all are direct responsibilities of this section of Admin and Supplies Department. Therefore, training as a sub-unit embraces the followings:-

  • Ensures adequate posting of staff.
  • Create opportunities for on – the – job training and if need be sends them for training elsewhere.
  • Exposes newly employees to existing staff association and cooperative to boost their moral and performance e.g. ASURI, SSA, NASU etc.
  • Oversees the affairs of the institute staff clinic, canteen and guest house.
  • Identifies training needs of the institute and suitable institutions.
  • Preparation of training plans for the institute every year.
  • Implementation of approved training plans.
  • Bonding of staff on training.
  • Procurement of staff training document from reliable agents and embassy i.e. Passport or Visas.
  • Verification of acquired additional educational certificates of the employees.
  • And execution of any other duties assigned by the management. 

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