13.00: Office Resources

ASSETS are defined as non- expendable items and supplies are those items that are routinely utilized on a daily basis in the office. All items value of Tshs. 50,000.00 or more shall be identified as equipment. All assets will be labeled with an identification number and inventoried on an annual basis. The identification number will contain the year purchased the item number and project code. The program storekeeper is responsible for maintaining the inventory.

Labels may not be removed.

13.01: Assets:

  • Each member of staff is responsible for the care and maintenance of all office assets as allocated to them.
  • Any loss, theft or damage should be notified to the supervisor as soon as it becomes known to the staff member.
  • Personal liability for replacement of lost items shall be at the discretion of the Executive Director after taking into account the circumstances of the loss.
  • All deliveries of assets and equipment should be inspected by the programme officers and certified fit before included in the inventory list.
  • Staff on official travel shall for all assets and equipment being taken on the trip.
  • Staffs in all programmes are responsible for theft damage or loss of assets or equipment.
  • Office supplies will be maintained and inventoried by the programme secretary supplies that are utilized and consumed on a daily or weekly basis such as pens, paper, and envelopes.
  • Photocopier machine will be managed and cared by storekeepers or cashiers at district level.
  • Office supplies are not be used for personal business.
  • Kitchen utensils should be recorded and checked regularly for any additions or replacement.
  • Supplies needed for workshops and training activities should not be taken from office suppliers.
  • Training supplies will be purchased, catalogued, accounted for and stored separately from the office stocks and should be ordered through the program system.

13.02  Supplies:

  • Office supplies will be maintained and inventoried by the programme secretary supplies that are utilized and consumed on a daily or weekly basis such as pens, paper, and envelopes.
  • Photocopier machine will be managed and cared by storekeepers or cashiers at district level.
  • Office supplies are not be used for personal business.
  • Kitchen utensils should be recorded and checked regularly for any additions or replacement.
  • Supplies needed for workshops and training activities should not be taken from office suppliers.
  • Training supplies will be purchased, catalogued, accounted for and stored separately from the office stocks and should be ordered through the program system.

13.03: Inquiries and applications:

Written:

  • A mail register should be maintained by the logistic data officer to record all in-coming and out-going mail.
  • All correspondence and inquiries are received by the logistic & data officer and date stamped.
  • The correspondence is submitted to Executive Director for directions.
  • Information on the organization submitting the letter is put into a database maintained by staff responsible for data management.
  • The correspondence is filed by the staff responsible for data management.