Organisational Structure
The proposed TFC organisation structure — directorates, units and sections.
The proposed organization structure will be headed by the Executive Director and shall comprises three (3) Directorates, four (4) Units and six (6) sections as follows (See Chart II): -
- (i) Commercial Directorate
- (ii) Finance and Administration Directorate
- (iii) Cooperative Development Directorate
- (iv) Internal Audit Unit
- (v) Legal and Compliance Services Unit
- (vi) Procurement and Supplies Management Unit
- (vii) ICT and Digital Services Unit
- (viii) Human Resource and Administration Section
- (ix) Finance and Accounts Section
- (x) Planning, Policy Development and Research Section
- (xi) Trade and Investment Section
- (xii) Insurance Services Section
- (xiii) Education, Public Relations and Communication Section
Organisation Chart
Chart II — THE PROPOSED TFC ORGANISATION STRUCTURE
Executive Director
Commercial Directorate
Trade and Investment Section
Insurance Services Section
Finance and Administration Directorate
Finance and Accounts Section
Human Resource and Administration Section
Cooperative Development Directorate
Education, Public Relations and Communication Section
Planning, Policy Development and Research Section
Independent Units
Internal Audit Unit
Legal and Compliance Services Unit
Procurement and Supplies Management Unit
ICT and Digital Services Unit
Detailed Structure & Functions
1.0 EXECUTIVE DIRECTOR'S OFFICE
Objective
To drive success of the federation and its member Cooperatives.
Functions
- Strategic Leadership: provide visionary leadership and strategic direction to the Federation
- Governance: Ensure effective governance practices, compliance with regulatory requirements and adhere to Cooperative principles
- Operational Efficiency: Oversee the federation's operations, ensuring efficiency and effectiveness and productivity in achieving its objectives
- Member Services: spearhead services that meets the need of member cooperatives
- Stakeholders Engagement: Foster strong relationship with stakeholders including member cooperatives, the Government and other partners
- Financial Sustainability: Ensure strong and sound financial management, budgeting and resource mobilization
- Advocacy: by representing the interest of members to the Government and other
2.0 COMMERCIAL DIRECTORATE
Objective
To drive business growth, revenue generation and market development and oversee Insurance Brokerage activities.
Functions
- Business Development: Identify and pursue new business opportunities, partnership and revenue streams to drive growth and sustainability
- Market Development: develop and implement market development strategies to increase the Federation Market share and Competitiveness
- Product Service Development: Develop and launch new products and services that meets member Service needs
- Revenue Generation: Develop and Execute revenue generation strategies to increase federation's income and reduce dependence
- Brand Development: develop and implement strong brand identity for the federation
- Client Relationship Management: Build and maintain strong relationships with clients, understanding their insurance needs and provide tailored solutions
- Risk Management: Assess and Manage risks associated with insurance policies and ensure clients are adequately covered
- Claims Management: Oversee claims process and ensure claims are handled efficiently and fairly
- Partnerships and Collaborations: Develop and maintain partnerships with insurance providers, reinsurers, and other stakeholders to ensure access to quality insurance products and services
- Regulatory Compliance: Ensure compliance with relevant insurance laws, regulations, and industry standards
- Financial Management: Manage the financial aspects of the insurance program, including budgeting, financial reporting, and fund management
- Product and Service Innovation: Develop and launch new products and services that create value for member Cooperatives
- Digital Transformation: Lead digital transformation initiatives to improve operational efficiency, enhance customer experience and drive business growth
- Innovation Incubation: Incubate and support new business ideas and initiatives, provide resources and guidance to help them grow and succeed while fostering the culture of innovation
- Intellectual Property Management: Manage the Federation's Intellectual Property including patents, trademarks and copyrights
The Directorate will be headed by Director and will comprise two sections: Trade and Investment Section; and Insurance Services Section.
2.1 Trade and Investment Section
This section will perform the following activities:
- Market Research: conduct market research to understand customer needs and trends, Identify new trade opportunities, market trend and potential investment areas
- Trade Promotion: Develop and implement strategies to promote Cooperative products and Services in both local and international markets
- Investment attraction: Attract investments to support Cooperative growth and development
- Trade Negotiation: Negotiate trade agreements and Contracts on behalf of the Federation
- Brand Awareness: promote the federation's brand, values and mission to both internal and external stakeholders
- Product and Services: develop and launch new products and services and monitor their performance in the market
- Business Cases: develop business cases for new ideas, initiatives and innovation
- Incubation: provide incubation support and guidance
- Product Promotion: Develop and execute marketing Strategies for promoting the federation's products and services
- Consultancy: performing consulting roles on Capacity building, Business development, Project management, technical assistance and knowledge sharing
- Digital Presence: Manage the federation's digital presence in terms of products and services offered
This Section will be headed by a Manager.
2.2 Insurance Services Section
This section will perform the following activities:
- Client Acquisition and Retention: identify new business opportunities and retain existing clients
- Insurance Policy Administration: manage insurance policy including policy issuance, renewals and endorsement
- Premium Management: manage premium payments for timely receipts and allocation
- Claims Handling: ensure that claims are handled promptly, fairly and in accordance with policy terms
- Regulatory Compliance: ensure compliance with regulatory requirements, industry standards, and company policies
- Financial Management: Manage the insurance aspect financials including budgeting, forecasting and reporting
- Risk Management: identify and mitigate risks associated with insurance policies and business operations
This Section will be headed by Principal Insurance Officer equivalent to a Manager.
3.0 FINANCE AND ADMINISTRATION DIRECTORATE
Objective
To provide expertise services in managing financial and administrative functions of the federation.
Functions
- Financial Management: Ensure sound financial management practices including budgeting, accounting and financial reporting
- Fund and Resource mobilization: identify and secure funding opportunities, manage grants and mobilize resources to support the federation
- Financial Sustainability: Develop and implement strategies for financial management to ensure its sustainability
- Risk Management: Identification and mitigation of financial risks to ensure the federations assets and resources are protected
- Human Resource Management: Develop and implement Human Resources policies and procedures as well as practices that support the achievement of the Federations objectives
- Compliance: Ensure compliance with relevant laws, regulations, circulars and directives issued relating to Human Resource management
- Records Management: Develop and maintain accurate records management systems
- Support Services: Provide administrative support to other departments
The Directorate will be headed by Director and will comprise two sections as follows: Finance and Accounts Section; and Human Resource and Administration Section.
3.1 Finance and Accounts Section
This section will perform the following activities:
- Financial Planning: Develop and implement financial plans, budget and forecast
- Accounting and Bookkeeping: Maintain accurate and updated financial records and financial reporting
- Financial Reporting: prepare and provide financial reports to stakeholders
- Cashflow Management: Manage the Federation's cashflow and ensure availability of sufficient fund
- Risk Management: Manages financial risks of the federation
- Internal Controls: Develop and implement internal controls relating to financials
- Financial Analysis: Conduct financial analysis and provide insights for effective decision making
This Section will be headed by a Manager.
3.2 Human Resource and Administration Section
This section will perform the following activities:
- Talent Acquisition and Management: Attract, recruit, retain and develop talent within the federation
- Employees Development: Provide training development and capacity building to enhance employees' skills
- Employees Relations: Foster positive employee's relations for a productive workforce
- Performance Management: Develop and implement performance management systems for the federation
- Office and building Management: Manage the federations building, facilities and equipment
- Records Management: Develop and maintain accurate and secure records management system
The Section will be headed by a Manager.
4.0 COOPERATIVE DEVELOPMENT DIRECTORATE
Objective
To provide expertise services in promoting the development and growth of Cooperative Societies.
Functions
- Cooperative Growth and Development: Develop and implement strategies to promote the growth and development of cooperative societies, increasing their competitiveness and sustainability
- Membership Engagement: Foster strong relationships with member cooperatives, understanding their needs and providing support to enhance their business operations and performance
- Capacity Building: Provide training, technical assistance, and capacity-building programs to member cooperatives, enhancing their skills and knowledge in areas such as governance, management, and operations
- Advocacy and Policy Influence: Represent the interests of member cooperatives, advocating for policies and regulations that support cooperative development and promoting the cooperative business model
- Partnerships and Collaborations: Develop and maintain partnerships with other organizations, stakeholders, and government agencies to support cooperative development and promote the federation's interests
- Business Development: Identify and develop new business opportunities for member cooperatives, enhancing their revenue streams and competitiveness
- Cooperative Networking: Facilitate networking and collaboration among member cooperatives, promoting knowledge sharing, innovation, and mutual support
The Directorate will be headed by Director and will comprise two sections as follows: Education, Public Relations and Communication Section; and Planning, Policy Development and Research Section.
4.1 Membership Engagement, Advocacy and Public Relations Section
This section will perform the following activities:
- Membership engagement: Develop and implement strategies to engage and retain members
- Advocacy: Advocate for policies benefiting member cooperatives
- Public Relations: Manage the Federations reputation through media relations, social media and Communications
- Member Services: Provide services and support to member cooperatives
- Cooperative Education: Provide education and training to members, staff, and the public on cooperative principles, values, and practices
- Capacity Building: Develop and implement capacity-building programs to enhance the skills and knowledge of cooperative members and staff
- Image Building: Promote a positive image of the federation and the cooperative movement through media relations, events, and other communication channels
- Stakeholder Engagement: Build and maintain relationships with stakeholders, including government agencies, media, and other organizations
- Crisis Communications: Develop and implement crisis communication plans to manage and respond to crises and issues
- Internal Communication: Develop and implement internal communication strategies to keep members, staff, and stakeholders informed about federation activities and initiatives
- External Communication: Develop and implement external communication strategies to promote the federation's brand, products, and services to the public and stakeholders
- Digital Communication: Utilize digital channels, such as social media and websites, to communicate with stakeholders and promote the federation's brand
The Section will be headed by Manager.
4.2 Planning, Policy Development and Research Section
This section will perform the following activities:
- Strategic Planning: Develop and implement strategic plans that align with the federation's vision, mission, and goals
- Business Planning: Develop business plans that outline goals, objectives, and strategies for specific programs and projects
- Operational Planning: Develop operational plans that outline specific activities, timelines, and resources required to achieve strategic objectives
- Monitoring and Evaluation: Establish and implement monitoring and evaluation systems to track progress and performance towards strategic objectives
- Policy Development: Develop, review and update policies guiding cooperative operations
- Progress Tracking: Track progress towards goals and objectives, identifying areas for improvement and implementing corrective actions
- Data Analysis: Analyze data to inform decision-making and drive strategic planning
- Market Research: Conduct market research to understand trends, opportunities, and challenges facing the cooperative sector
- Cooperative Research: Conduct research on cooperative development, best practices, and industry trends
- Impact Assessment: Conduct impact assessments to evaluate the effectiveness of programs and projects
The Section will be headed by Manager.
5.0 INTERNAL AUDIT UNIT
Objective
To provide advisory services to the Board of Directors on the proper and soundness use of financial Resources.
Functions
- Risk Assessment: Identify and assess risks facing the federation, and evaluate the effectiveness of risk management processes
- Audit Planning: Develop and implement audit plans that align with the federation's strategic objectives and risk profile
- Audit Execution: Conduct audits to evaluate the effectiveness of internal controls, risk management, and governance processes
- Reporting and Follow-up: Report audit findings and recommendations to management and the board, and track implementation of audit recommendations
- Governance and Compliance: Evaluate the federation's governance framework and compliance with laws, regulations, and policies
- Operational Efficiency: Identify opportunities for process improvements and efficiency gains
The Unit will be led by Head of Unit equivalent to a manager.
6.0 LEGAL AND COMPLIANCE SERVICES UNIT
Objective
To provide technical advice on all legal matters including Litigation and contract Management activities in TFC and member Cooperative Societies as well as secretariate duties to the Board of the Federation.
Functions
- Legal Advice: Provide legal advice and guidance to member cooperatives on various matters, including cooperative law, contract law, and employment law
- Contract Review: Review and draft contracts and agreements ensuring that TFC interests are protected
- Dispute Resolution: Provide support and representation in dispute resolution processes, including mediation, arbitration, and litigation
- Compliance: Ensure that member cooperatives are compliant with relevant laws and regulations, including cooperative laws, tax laws, and employment laws
- Training and Capacity Building: Provide training and capacity-building programs for member cooperatives on legal matters, including cooperative law, contract law, and employment law
- Policy Development: Develop and review policies and procedures for member cooperatives, ensuring that they are aligned with relevant laws and regulations
- Representation: Represent member cooperatives in legal proceedings, including court cases and regulatory hearings
- Statutory Compliance: ensure compliance with relevant laws and regulations
- Board Governance: provide guidance and support to the Executive Director on Board governance matters including Board procedures, decision making process and fiduciary duties
- Meeting Management: Organize and coordinate meetings of the Board, Committees and general assemblies /meetings, ensuring quorum, minute taking and follow up on implementation of directives and decision
- Document Management: maintain and update documents including articles of association, Board charters, by laws, policies and procedures
- Risk Management: Identify and mitigate risks related to non-compliance with laws, regulations and governing documents
The Unit will be led by Head of Unit equivalent to a manager.
7.0 INFORMATION AND COMMUNICATION TECHNOLOGY AND DIGITAL SERVICES UNIT
Objective
To provide expertise and services on application of ICT to the TFC and member Cooperative Societies.
Functions
- Digital Transformation: Implement digital solutions to enhance operational efficiency, improve member services, and promote business growth
- ICT Infrastructure Development: Develop and maintain robust, secure, and scalable ICT infrastructure to support the federation's operations
- Member Support: Provide ICT support and training to member cooperatives, enhancing their ability to leverage technology
- Data Management: Develop and implement data management systems to ensure accurate, secure, and efficient data handling
- Cybersecurity: Implement robust cybersecurity measures to protect the federation's data and systems
- Innovation: Identify and implement innovative ICT solutions to drive business growth and improve member services
- Collaboration: Collaborate with ICT stakeholders, including vendors, consultants, and other cooperatives, to leverage best practices and expertise
The Unit will be led by Head of Unit equivalent to a manager.
8.0 PROCUREMENT AND SUPPLIES MANAGEMENT UNIT
Objective
To provide expertise and services on Procurement and Supply Management to the TFC and Cooperative Societies.
Functions
- Strategic Procurement: Develop and implement strategic procurement plans that align with the federation's goals and objectives
- Procurement Management: Develop and implement annual procurement plan
- Cost Savings: Achieve cost savings through effective procurement practices, negotiations, and contract management
- Supplier Management: Develop and maintain relationships with suppliers, ensuring timely delivery of quality goods and services
- Compliance: Ensure compliance with procurement policies, procedures, and regulations
- Risk Management: Identify and mitigate procurement-related risks, ensuring continuity of operations
- Quality Assurance: Ensure that procured goods and services meet required standards and specifications
- Transparency and Accountability: Promote transparency and accountability in procurement processes, ensuring fairness and integrity
The Unit will be led by Head of Unit equivalent to a manager.