Right To Information (RTI) Manual

The Deputy Registrar supports the Registrar of Companies in providing strategic leadership in the registration and regulation of all types of businesses. Specifically, the office supervises the Registration of Business Names, Companies and Partnerships, and professional bodies; appointment and regulation of Company Inspectors; Insolvency and Liquidation of Companies.

This Directorate ensures efficient and effective delivery of the services and facilities necessary to support the administrative and other functions of the ORC. The services and administrative support functions include Records, Library, Stores, Estate Management & Security, and Transport. The Directorate further ensures that procedures and processes are adhered to in line with all administrative policies of the ORC.

• Responsible for all financial accounting and reporting within the ORC.
• Is responsible for the maintenance of the ORC books (general ledger).
• Is responsible for accounts payable and cash management.
• Is responsible for investment, fund raising, and risk management function of the finance directorate.
• Is responsible for monitoring and liquidation of all employee-initiated advances and expenses, e.g., travel, lodging, meals, etc.
• Ensures that all business transactions are properly recorded and managed, the general ledger is the source for all the ORC financial reports; and also cost accounting and fixed accounting.
• Responsible for all incoming payments.
• Ensures all payments and receipts are collated.
• Reconciles reports in accordance with approved financial regulations and procedures and standards.
• Mobilizes resources from other sources to support the operations of ORC.

• Develops plans for organizational development, change management, succession planning, diversity and inclusion, and critical elements that ensure that ORC remains competitive, adaptable and resilient regardless of unforeseen economic shocks that may affect its organizational effectiveness.
• Draws up recruitment plans for the ORC, facilitates the placement processes of applicants and provides a basis for determination and payment of salaries, allowances and other financial entitlements of staff.
• Collates inputs for the maintenance of Human Resources Management Information Systems (HRMIS) for the organization.
• Develops and supports the implementation of policies and strategies for the sustainable professional progression of staff of ORC.
• Develops and facilitates the implementation of the organization’s operational protocols and onboarding strategies, such as Human Resources policy and management manual, code of conduct and scheme of service, etc.

• Provides technical inputs for the development and implementation of ORC’s ICT policy and strategies.
• Recommends technical specifications for the requisitioning, procurement, and deployment of equipment, software resources, and other IT systems in the Organization.
• Oversees installations, configurations, test running and monitoring of ICT infrastructure, network, and related systems.
• Collaborates with relevant stakeholders and ensures the provision of database management interface requirements of the ORC systems architecture.
• Ensures confidentiality, integrity, availability and accessibility of the ICT systems and data of the ORC.
• Ensures the day-to-day functionality of ORC’s ICT infrastructure, networks and related assets.
• Maintains the hardware, software, data storage, and networks that constitute the ORC’s IT infrastructure.
• Ensures continuous input, storage, processing, output and feedback of information for decision-making, operational management, customer interaction, internal and external collaboration, strategic initiatives, and corporate productivity.
• Provides inputs for the formulation of policies and strategies relating to MIS functions of the organization.

• Develops, implements, reviews policies and strategies aimed at marketing the Organization’s services and building the corporate brand.
• Sensitizes and educates ORC employees, the public and other stakeholders on the Organization’s policies, programmes, projects and customer service delivery activities and receives feedback for continuous improvement.
• Leads the implementation of initiatives that ensure effective communication, visibility, public relations, stakeholder analysis and engagement.
• Facilitates the production and dissemination of brochures, handouts, leaflets and promotional videos, company bulletin and other materials of the ORC.
• Facilitates official visits to and from the ORC, as well as ensures the smooth reception of dignitaries throughout the ORC (i.e., Head and Regional Offices).
• Facilitates official travel arrangements, both local and foreign, for the ORC.

• Collaborates with other Directorates, Divisions and Units of the ORC to ensure compliance with laws, rules and regulations.
• Reviews and advises on applications for registration and renewal for companies, partnerships, businesses and professional bodies.
• Provide legal advisory services to Management.
• Liaises with the Office of the Attorney General to represent ORC in court.
• Facilitates the gazetting of information to be published in the Commercial Industrial Bulletin.

• Ensures that due processes are followed to register, amend and renew registered businesses and companies (Limited Liability Companies, Companies Limited by Guarantees and External Companies) as may be requested in accordance with relevant statutes.
• Maintains accurate and updated records on all registered, amended and renewed/amended Companies.
• Provides inputs for the formulation of policies and strategies for the registration, amendment and renewal of Companies as well as the overall organizational development.
• Applies appropriate processes, including due diligence, to register and regulate Business Names and Subsidiary Business Names in accordance with the Registration of Business Names Act, 1962 (Act 151).
• Maintains accurate and updated records on registered Business Names and Subsidiary Business Names.
• Responsible for planning, organizing and coordinating the registration and regulation of business names and partnerships in consonance with the Incorporated Private Partnership Act, 1962 (Act 152); as well as professional bodies pursuant to the Professional Bodies Registration Act, 1973 (N.R.C.D. 147), other than professional bodies established by an Act of Parliament.
• Maintains accurate and current information on registered partnerships and professional bodies.
• Ensures that due processes are followed to amend and renew Business Names, Partnerships and Professional Bodies as may be requested in accordance with the statutes.
• Plans, receives, organizes, saves/stores and retrieves information on newly registered Partnerships and Professional Bodies, and maintains up-to-date and credible records on registered Partnerships and Professional Bodies.

• Acts in the best interest of creditors as a whole, and takes reasonable action to achieve the best price on realization of assets; carries out the insolvency process as quickly and efficiently as is practicable.
• Reviews reports on companies under insolvency and provides oversight on the insolvency process.
• Investigates the company’s financial affairs, establishes what caused it to fail, and investigates possible offenses by the company or its directors.
• Releases the assets of the insolvent company, addresses outstanding claims against it, and distributes the returns to the company’s creditors in order of priority.
• Supports businesses in taking whatever course of action is needed to manage financially distressed companies more easily, and to develop new strategies to survive in a competitive environment.
• Carries out research, commissions studies, disseminates information and provides public education in the area of insolvency administration.
• Establishes and maintains communication and liaises with international agencies, including the International Commission on Trade Law, in international insolvencies and insolvency administration.
• Registers, licenses, and maintains and updates a Register of Insolvency Practitioners; facilitates the review, conduct and performance of Insolvency Practitioners.
• Receives reports from Liquidators and Insolvency Practitioners on the administration of insolvencies, and may suspend Insolvency Practitioners subject to the relevant sections under the Corporate Insolvency and Restructuring Act, 2020 (Act 1015).
• Reviews the law and practice relating to insolvency of companies and other bodies corporate in the country, and makes recommendations to the Registrar on any changes considered necessary.

• Leads the implementation of corporate inspections, and leads in ensuring compliance with standards and guidelines.
• Conducts sensitization and education for business owners and operatives on business compliance, regulations, standards, practices and risk management.
• Develops standards and procedures for assessing business compliance breaches and determination of corresponding penalties.
• Provides inputs for the formulation of policies and strategies for the overall organizational development.
• Identifies defaulting businesses and serves them notices of penalties, and develops and updates a database of defaulting companies.
• Compiles a list of companies to be delisted from the companies register.
• Conducts sensitization and education for business owners and operatives on penalty regimes and their application, and develops a framework for consent settlement for payments.

• Reports to the Deputy Registrar for Operations and is responsible for the development of ORC’s plans, programmes and budgets, and monitoring and evaluating the implementation of approved policies, plans and programmes.
• Responsible for the conduct of sector, market, stakeholder and organizational performance research for innovation, organizational performance and competitiveness.
• Responsible for developing a monitoring and evaluation framework for tracking and reporting ORC’s performance in line with relevant state laws and reporting timelines, setting out baseline conditions and key performance indicators.
• Ensures improved corporate governance, public accountability and national level strategic policy, planning and decision-making.
• Maintains an updated database on all aspects of ORC’s activities and performance.
• Coordinates plans and synthesizes information/data from all directorates/divisions and units for the development of ORC’s overall organizational budget in line with planned programmes and activities, and forecasts the revenue and expenses of the organization.

• Ensures customers’ questions and queries concerning the ORC services are addressed.
• Provides general information through face-to-face, phone, email, live chat to clients.
• Collaborates with other directorates to conduct research and undertake clients’ satisfaction surveys.
• Directs clients to appropriate directorates/units for delivery of services.
• Facilitates the provision of VVIP services.

• Ensures the ORC’s financial operations are in line with internal and external financial management policies and regulations.
• Conducts risk assurance and/or internal audit, and ensures executive/management put in place a risk management system to address all risks identified, as well as all audit findings.
• Evaluates the ORC’s compliance with enactments, policies, standards, systems and procedures.
• Ensures that assets and properties of ORC are adequately safeguarded, used judiciously and for the intended purposes.
• Ensures that the plans, goals and objectives of the ORC are achieved to set standards of quality and performance.
• Ensures that risks are adequately managed and facilitates the prevention and detection of fraud, abuse and waste.

• Ensures purchase requisitions are prepared and approved by authorized staff, and reviews and negotiates contracts with vendors through consultants.
• Ensures collection of pro-forma invoices and canvassing from potential goods and services suppliers is done according to the ORC and Public Procurement regulations and statutes.
• Ensures reviews of canvassing sheets, and preparation of purchase orders and contracting follows laid down procurement regulations and statutes.
• Ensures goods and services procured are received in line with requisition specifications, and material received reports are completed and signed in line with internal protocols.
• Ensures compliance with contractual terms and conditions, and prepares procurement-related documents, contracts, guidelines and instructions.
• Provides inputs for the preparation of procurement plans and ensures effective management of the procurement process in line with relevant laws, policies and directives.
• Organizes entity tender committee meetings, and forwards tender documents above the mandate of the ETC to the central review committee.
• Facilitates annual procurement audits of all processes and procedures, and produces reports on engagement of consultants, contractors and suppliers for decision making.
• The stores function ensures all items procured are received into stores and manages/controls inventories in the most effective manner to achieve value for money.
• Ensures the verification and accuracy of requisitions; receives and inspects goods; assesses perishability, hazardous nature of goods and storage limitations.
• Maintains stock control and reporting, goods & services receipt notes, and stock cards to control and manage the use of each item procured and received into stock.
• Issues waybills to cover items transferred between office stores, and conducts stock reconciliation.

• Provides advice on estate management issues and ensures that repairs and works on facilities and equipment are properly carried out at the ORC. Responsible for managing all assets and facilities of the ORC, as well as the security of the ORC premises.
• Ensures there is a procedure in place to document the existence of all facilities and assets procured, and to conduct regular physical counts and reconciliations to verify the existence of ORC assets.
• Ensures there is a mechanism to handle/report any asset loss, theft, or damage of assets bought with ORC funds, and to investigate, document and report findings to management.
• Updates the assets register of ORC.
• Ensures the security and safety of all staff and property of the ORC are always protected.
• Cleaners ensure the cleanliness of the office internal building, office premises, and property.

• Ensures the existence of a records management system for the creation and receiving of records, and establishes records distribution and usage systems for proper and timely circulation and usage of documents.
• Provides advice on records management infrastructure in the ORC, and undertakes records classification (records inventory), including sorting, arranging, storage, custody and retrieval methodology.
• Establishes access and security for records (document access user permission), and records maintenance, i.e., a comprehensive file structure plan to determine records retention and manner of disposition (storage, archival, scan and destruction).
• Handles documents classification, registration and reference; library operations; and archives operations.
• Conducts systematic organization, maintenance, security and safety of files, and undertakes retrievals of files during the conduct of searches.
• Ensures that documents and information are properly stored to ensure confidentiality and easy accessibility on request.
• Plans, registers, organizes and maintains individual files, documents and information into systematic and manageable packages to ensure their safety and easy retrieval.
• Applies effective and efficient methodologies to retrieve files and information in response to customers’, management’s and stakeholders’ queries and needs.

• Ensures all transport and fleet of vehicles (including vehicles, motorbikes, and office generators) are fit for purpose to deliver work.
• All vehicles/fleet are assigned logbooks for the efficient and effective monitoring, supervision and management of all transport vehicles/fleet.
• Monitors and supervises usage of vehicles in accordance with public service transport procedures.
• Recommends specifications for the procurement and maintenance of vehicles.