Office of the Registrar/Chief Executive

Key Functions:

• Governing Council Coordination: Coordinates all Governing Council activities as directed by the Registrar/Chief Executive
• Meeting Documentation & Records: Maintains records, prepares minutes, and manages documentation for TRCN Management Committee meetings, meetings with external organizations/professional bodies, and Governing Council meetings
• Meeting Notification: Issues notices of meetings to Governing Council members, Sub-Committee members, and Management Committee members
• Pre-Meeting Preparation: Secures and prepares all necessary correspondence, Management Memos, and relevant documentation for upcoming Management and Governing Council meetings
• Resolution Implementation Support: Produces Decision Extracts from Management Resolutions to guide day-to-day implementation by relevant Departments, Divisions, and Units
• Follow-Up Management: Presents Matters Arising from previous Management Committee Decision Extracts prior to the next meeting
• Unit Administration & Additional Duties: Manages all administrative functions within the Unit and performs other duties as assigned by the Registrar/Chief Executive

Key Functions:

• Periodic Verification: Verification of stock is carried throughout the year according to plan
• Annual Verification: Verification is conducted annually at the end of every year for efficiency and effectiveness

Procedures:

• To ensure all item procured are verified, stamped and subsequently received into the store
• Physical verification of all store items to ensure that they tally with the bin cards and store ledger
• Ensuring that all issued and consumption of stock are properly authorized and made to the rightful places required
• To ensure security arrangements and safety precaution such as fire extinguishers, smoke alarm etc. are adequate
• Identification, segregations and removal of unserviceable items
• Survey of all plants, vehicles, furniture, equipment used in all offices
• Stock taking and investigations of losses of stores items: Theft occurred or suspected, Fraud has occurred or suspected, There is misappropriation or suspected
• That approved supply procedures are complied with
• That the quantity and quality of stock supplied by contractors are in accordance with specifications on contract Agreement/Local Purchase Order
• That prices of stocks/items purchased are fair and reasonable
• That stock delivered are properly documented and taken on store charge
• That work/repair, jobs and services are verified
• That payments are made only for stock supplied and work/repairs jobs and services are actually rendered
• That stock/items procured through cash advances out of pocket expenses are verified

The unit also ensures checking, stamping and signing of store receipt vouchers, contract agreement and job certificate for services and supply of stocks.

Key Responsibilities:

• Supporting TRCN's mandate by Contributing to achieve the council goals and objectives through strategic media engagement and communication. The Media Unit aims to promote the TRCN mandate and vision, while also enhancing the Council's reputation and relationships with stakeholders
• Promoting TRCN's brand while Enhancing the Council's reputation through effective media engagement and communication.
• Reputation Management by Protecting and enhancing TRCN's reputation through proactive media engagement.
• Build and maintaining relationship with media outlets to ensure accurate and timely coverage of TRCN's activities.
• Communicate timely and accurate information to relevant stakeholders, specifically teachers, policymakers, and the general public
• Content Creation Development and disseminating contents to promote TRCN's vision, mission, and major activities.

Objectives:

• Ensure the application of fair, competitive, transparent, value-for-money, standards and practices for the procurement and disposal of public assets
• Conduct market surveys to establish competitive pricing benchmarks
• Attain transparency, competitiveness, cost effectiveness and professionalism in the public sector procurement system

Key Functions:

• Identifying Needs: Determining what goods, services and works the Council requires
• Developing Procurement Plans: Creating strategies and timelines for acquiring necessary items
• Sourcing Suppliers: Researching and selecting potential vendors who can meet the organization's needs
• Managing Tender Processes: Overseeing the process of inviting bids and evaluating offers
• Negotiating Contracts: Working with suppliers to agree on terms and conditions
• Ensuring Compliance: Making sure all procurement activities adhere to relevant laws and regulations
• Monitoring Performance: Tracking the delivery of goods and services and ensuring they meet the required standards
• Managing Budgets: Ensuring that procurement activities are conducted within established financial limits

Relationship with Other Departments:

The procurement department works closely with various other departments within the organization to understand their needs and ensure that procurement processes align with overall business objectives. It also interacts with the finance department to manage payments and reconcile invoices.

Key Offerings:

• E-Library Management System: Providing access to digital resources and knowledge repositories
• Lesson Plan Development: Assisting in the creation and implementation of effective lesson plans
• Learning management system (LMS) - Can host various educational materials such as digital textbooks, articles, videos and presentations
• Publications

The unit aims to support educational excellence by leveraging technology and innovative resources.