SUPERVISION AND CUSTODY OF STORES

Responsibility: General

2501 - Every govemment officer is personally ard percuniarily nesponsible for goverment property under his control or in his custody.

Responsibility of Accouting Officer

2502 - The Accounting Officer is responsible for the general supervision and control of stores accounts of his Ministry/Extra-Ministerial Department and for the due performance by his staff of their duties.

Responsibility: branch officers

2503-Every officer in charge of a branch,section,or station is ty:branch Respoasibal responsible for the general supervision,and control of the stores and officers stores accounts of his branch, section or station,and for the due performance of his staff of their duties.

Responsibility: storekeeper. Handling of stores

2504-The storekeeper,or Officer,in charge of a store or section of a store who will in each case be specifically nominated in writing is personally responsible for:

a) checking, handling and storage of stores received;

b) care of stores, including proper stacking and storage according to the nature of the stores with due observation of safety precautions;

c) issue of stores supported by authorizing vouchers and ensuring such issues are checked and properly packed;

d) progression of stores issues so that items of old stock are issued before new stock;

e) maintenance of stocks within the prescribed maximum and minimum limits;

f) avoidance of waste of stores and irregular issues;

g) periodical verification of stock balances with tally cards and ledger balances,and for reporting any discrepancies revealed.including damaged or deteriorated stores, excess stores,or obsolescent stores.

Responsibility store keeper security and maintainance of stores

2505-a) The Storekeeper or Officer in charge of astore or a section of a store,is personally responsible for:

i) existence and observation of security regulations,which should include prevention of unauthorized access;

ii) frequent inspection of the storeroom giving special of stores.attention to the prevention of illegal entry;

iii) ensuring that the storeroom is clean and properly ventilated;

iv) reporting when the storeroom is not in good repair.

b) The Storekeeper,or Officer in charge; or a section of a store is required to be present when the storerooms are open and, in any case,must visit the storerooms daily. He is solely responsible for the keys and no delegation of the duties of locking up is permitted, except in the special circumstances which may require more than one officer to be specificallyauthorized,or when more than one lock is in use for security, all such officers being responsible in equal degree. In such circumstances,special instructions are required, which must be approved by the Accountant-General after consultation with the Auditor-General.

Limit of functions of duties of stores officers stock verifier

2506-Stores Officers and/or stock Verifiers shall not participate in the procurement of stores. They are also not to participate in the selection of a contractor or sit on the Tenders Board. Their duties are stores mainly to ensure that the goods ordered are received according to specification and recorded in the Stores Ledgers as appropriate.

2507-All Stores are subject to the following inspections:

a) Accounting Officers are responsible for appointing Officers to inspect all stores within their Ministries/Extra-Ministerial Department,whether at Headquarters or elsewhere. These inspections should be carried out at least twice yearly at intervals,and reports submitted to the Accounting Officer with copies to the Accountant-General and the Auditor-General.

b) Head of Stores are responsible for appointing Officers to inspect all unallocated stores under their control at least twice yearly at irregular intervals, and to submit reports.

c) Where stock verifiers are employed they will be responsible for checking every item of stock at least once a year and report all discrepancies and the existence of damaged or deteriorated stores and stores in excess of requirements (see Chapter 35).

d) Boards of Survey,held annually or at such other times as may be necessary(see Chapter 35)

2508 -a) Report of inspections arranged in conformity with F.R.2507 (a)and (b) will provide the results of the following checks:

i) A test verification of the additions and subtractions in the store ledger and a test comparison of the ledger entries with receipt and issues vouchers.

ii) A test comparison of the ledger with the actual stock and tally cards.

iii) An examination of the condition stock and manner of storage.

iv) A scrutiny of the books and registers use,which should be up-to-date and the relevant vouchers properly filled.

v) An examination of security measures, and include comment when obsolete stores or excess stores are held, together with any necessary recommendations.

b) Reports of Boards of Survey will be submitted in accordance with F.R. 2507.

Plant and tools.

2509-Officers to whom plant and tools have been issued for current use,will make periodical checks to ensure that no shortages exist.Any discrepancy should be reported to the Heads of Division or Department(see F.R.2501)

Fire precautions.

2510 - All stores premises must have adequate fire fighting appliances provided and maintained in a serviceable condition.

2511-a) No article shall be issued on loan from an Unallocated store.

Issues on loan.

b) Articles may be issued on loan from an allocated Store,but prior written approval must be obtained from the responsible officer.

Employment of night watch-man

2512 - Security Guards should be employed to look after all Employment government stores.