Background Info

School Equipment Production Unit (SEPU) was established in 1967 as a department of Kenya Science Teachers’ College (KSTC). In 1975, the Government of Kenya set up the Unit as an independent entity separate from KSTC management. In 1976, it was established as a SAGA under the Ministry of Education (MOE) and incorporated as a limited company (under Cap 486) by guarantee not having share capital.

SEPU is mandated to design, manufacture, supply, and distribute STEM materials and apparatus for educational institutions. It also acts as an agent, consultant, stockist of chemicals and drugs and publisher of educational materials for the purpose of promoting standards and quality assurance of STEM education. SEPU also ensures accessibility, equity and inclusivity in distribution of learning materials to all schools in Kenya.

The Board of Directors is the governing body of the Company. The responsibility of the Board is to establish and maintain full and effective control over the strategic, financial, operational and compliance matters of the company. The Board shall approve the strategic plan, provide policy direction, receive period monitoring and evaluation reports, and provide overall oversight in implementation of the Plan.

The CEO/Managing Director is responsible and accountable to the board for the day to day operations of the company including: Overseeing development and implementation of policies and procedures.

Establishment of systems to facilitate efficient and effective operations in the company.

Overseeing development of plans to facilitate achievement of objectives and targets.

All staff matters, particularly human resource development and training are attended to.

Adherence to the established code of conduct.

Ensuring proper books of account are kept.

Ensuring effective human resource management.

These functions are actualized through the following functional departments:

1.Production Department

The department undertakes the following core functions:

• Planning and scheduling production activities to meet sales targets.
• Ensuring high quality standard of goods
• Ensuring safety and security of staff within the production environment.
• Carrying out surveys for laboratory installations in educational institutions.
• Offering consultancy services.

2.Sales and Marketing Department

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.

3.Finance and Accounts Department

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.

4.Procurement Department

The department is responsible for the following core functions:

• Consolidation of procurement plan for every financial year.
• Receiving and processing requisitions from users for the purchase of goods, works and services as may be required from time to time.
• Requesting for quotations, proposals or tenders from would-be suppliers as per the specifications.
• Ensuring statutory and regulatory compliance.
• Implementing the assets disposal procedure
• Ensuring that respective committees evaluate received quotations, tenders or proposals.
• Developing good partnership with suppliers, clients and relevant government agencies.
• Pre-qualification of suppliers and undertaking supplier performance appraisal.
• Advising management on technical issues regarding supplies and procurement.

5.Human Resource Department

Mandate of the 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

6.Internal Audits Department
This department deals with Internal Auditing in the Unit, which is an independent, objective
assurance and consulting activity designed to add value and improve the Unit’s operations.
It helps the Unit accomplish its objectives by bringing a systematic, disciplined approach to
evaluate and improve the effectiveness of risk management, control and governance processes –
The Institute of Internal Auditors Inc.; (IIA)
PFMA s73(3) and PFMR s160(1) stipulate the roles and responsibilities of Internal Audit.
PFMR s160(1) stipulates the mandate of the Internal Audit function in National government
entities is to provide reasonable assurance through the Audit, Risk and Compliance Committee
on the state of the entities’ Risk management, controls and Governance.
VISION: To promote accountability of the Unit’s resources, integrity and good governance
MISSION STATEMENT;
I. To provide an independent assurance that operations within the Unit are conducted
according to highest standards and advise on best practices.
II. To assist other departments, accomplish their objectives by evaluating and improving
the effectiveness of risk management, internal controls and governance processes.

Using a risk-based approach, Internal Audit Department ensures it delivers on its Vision and
Mission Statement by providing the following Core Services;
I. Assurance services- This involves review of operations, policies and procedures to
evaluate the adequacy and effectiveness of and compliance with related control structures
so as to provide an assessment as to whether the organization’s risks are appropriately
considered and addressed.
II. Advisory Services- Assist the Audit, Risk and Compliance Committee and other
stakeholders by helping them deal with specific issues and concerns that are better
addressed through a trusted Management advisory type engagement.
III. Investigative services- Investigate allegations of financial misconduct or non-violent
criminal acts involving the Unit’s resources. This includes addressing matters brought to
the Internal Audit’s attention through its safe disclosure mechanisms.
IV. Information Technology (IT) Services- Undertake IT specific assurances and advisory
engagements that help ensure the Security, Integrity, confidentiality and availability of the
Unit’s Information systems and Resources

Through the IIA’s guidance on the role of Auditing in the Public Sector which requires that the
auditor’s role supports the governance responsibilities of Oversight, Insight and Foresight,
Internal Audit Department supports the same in the Unit by providing;
a) Oversight- This addresses whether the entity is doing what is supposed to do and serves
to detect and deter any irregularities.
b) Insight- Assists decision -makers by providing an independent assessment of programs,
policies, operations and results.
c) Foresight- Identifies trends and emerging risks and challenges.

7.Corporate communications Department

• Developing communication strategies for the SEPU;
• Overseeing general protocol at SEPU;
• Stakeholder management;
• Events management;
• Advising on media issues and acting as a link between the media key stakeholders and SEPU;
• Media monitoring;
• Ensuring appropriate branding and visibility within and without SEPU;
• Arranging for media coverage of all SEPU’s events;
• Sourcing for appropriate television and radio programs to disseminate information on activities of SEPU;
• Documenting SEPU’s events through video, photography and news supplements;
• Preparing and placement of radio and TV infomercials;
• Coordinating the preparation of official speeches;
• Coordinating the preparation of SEPU’s IEC materials and corporate materials; and
• Ensuring that appropriate feedback mechanisms are in place in SEPU.

1. Administration Staff
2. Workshop Staff