HOW CAN I WRITE A GENERAL SUPPLIES COMPANY PROFILE IN KENYA

Kariuki Maina
By Kariuki Maina 14 Min Read

One of the most important documents in your new general supplies company will be a company profile. Most companies and government institutions and departments will always ask you to submit a company profile which details your services, products and capabilities. It can be a challenge to write your company profile if you are a start up in General supplies but it doesn’t have to be a difficult task.

If you need help to write a professional company profile, we have expert writers who have made profiles for companies in all kinds of supplying business including furniture, stationery, medical, civil works equipment, civic engineering, IT engineering, building and construction, road construction among many others.

Below is an example of a company profile format showing the various sections and details that go into each section. 

HOW CAN I WRITE A GENERAL SUPPLIES COMPANY PROFILE

  • Write on general supplies Company Name and Details
  • Detail the Company Location and Ownership
  • Write about Company Registration details
  • Explain the Business Organizational Structure
  • Write about Company Vision and Mission
  • Discuss Business Core Values
  • Profile the Company Products Profile
  • Write the Quality Management Policy
  • Show the Business Infrastructure
  • Outline the Clientele Profile
  • Show the Company Purchasing capacity
  • Define Technology systems
  • Write on Company Occupational Safety, Health Policy
  • Write on Environmental Sustainability of the Business

1.    COMPANY NAME AND DETAILS

This section is an introduction to the company and states its name and possibly why the choice of that name and its influence on the product offerings.  When you begin, gather the details listed below.

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​These items should appear at the beginning of your company profile. Keep them accurate and up-to-date. Example of Company details here include:

  • Company name
  • Established date
  • Physical address per location
  • Phone and fax numbers
  • Website URL
  • Email address

2.    LOCATION AND OWNERSHIP

In this section, you will mention where the company offices are located. You can indicate both the commercial offices location and any warehouse facilities or other offices in other towns across the country of operation.

You will also indicate the names of all the directors in this section and what are their qualifications or professional and academic backgrounds. A strong ownership also goes to prove that the company is well managed.

3.    COMPANY REGISTRATION DETAILS

You will indicate the state of registration of the company. It’s good to state if the company is a private limited liability company, public company or a consortium.

It is also good practice to indicate the month and year when the company was registered and possibly the registration number that appear on the Company’s Certificate of Incorporation

4.    ORGANISATIONAL STRUCTURE

The Organisational structure is a simple chart showing the management hierarchy, departments and number of staff. It is also easy to see the management structure of the company at the top and whether the company has a Board of Directors.

Existence of a board of directors gives a company more stability and sound decision making is guaranteed. It is wise to state you have a board of directors even if the board is made up of 2 individuals.

You should include an organogram at this point which should look something like the one attached here. You can make your own customized organogram or organizational structure by opening a word document – click on insert – choose smartArt – click on hierarchy and then edit as you wish.

5.    COMPANY VISION AND MISSION

A company mission and vision should be stated as the guiding strategic direction statements that is assumed in all the company’s business transactions, dealings, and interactions with its business environment.

company vision is a statement of what the company wants to become in its niche sector through its business undertakings. It could be to be the leading supplier of quality office supplies in the east African region for example.

company mission on the other hand is the overall goal that the company wants to achieve in its business dealings.  It is intended to clarify the ‘what’ and ‘who’ of a company.

6.    BUSINESS CORE VALUES

Core values are the fundamental beliefs of a person or organization. These guiding principles dictate behavior and can help people understand the difference between right and wrong. Core values also help companies to determine if they are on the right path and fulfilling their goals by creating an unwavering guide.

Examples of company Core Values

  • A commitment to sustainability and to acting in an environmentally friendly way. Companies like Patagonia and Ben & Jerry’s have environmental sustainability as a core value. 
  • A commitment to innovation and excellence. Apple Computer is perhaps best known for having a commitment to innovation as a core value. This is embodied by their “Think Different” motto. 
  • A commitment to doing good for the whole. Google, for example, believes in making a great search engine and building a great company without being evil.

7.    COMPANY PRODUCTS PROFILE

This section is here you list all the goods and services that your company offers. Since this is a general supplies company, you may need to categorise your products into several products so that you can cover all your bases. It is also important to include detailed pictures of your products including their descriptions.

For a general supplies company, you can cover as many products as possible since you are not limited to what you can supply. Here are some examples of general supplies products and services below:-

  • Office Furniture Supplies
  • Fresh and Dry foods
  • Commercial Cleaning Services
  • Motor vehicle Spares and repair
  • Printing and Branding
  • Building and construction materials
  • Health and medical Equipment
  • Industrial Equipment
  • Computers and Accessories
  • Road Construction plant machinery
  • Industrial Chemicals
  • Agricultural and farming equipment
  • Educational materials

8.    QUALITY MANAGEMENT POLICY

The company quality management policy states how the company will work to maintain total quality of its products. This indicates the measures the company will take to fulfill global standards of environmental protection, staff management, punctuality of service, ISO global standardization standards observance.

Examples of a Quality Management Policy statements below:

1.   Conforming to requirements, having identified very carefully the needs of our Clients, our applicants and our own systems.

2.   A system that focuses on identifying potential risks/errors in our systems, processes and documentation; and putting in place the necessary preventative actions/contingencies to ensure continuing compliance with legislation and best practice. QM Policy & Procedures

3.   Ensuring quality of service provision is based on the principle of everyone understanding how to do their job to the standard required, and doing it right first time.

4.   A 360 degree service review process that encourages and uses feedback from our staff, our Clients and our Candidates to continuously improve our service and provide recognition where appropriate for a job well done.

9.    BUSINESS INFRASTRUCTURE

Business infrastructure are the investments in warehouses, offices, vehicles, credit facilities with local banks that will facilitate their performing of the task that the company is bidding for.
 
Business infrastructure are the basic facilities, structures and services upon which the rest of a business is built. It is common to think of infrastructure as physical things but basic software and services can also be considered infrastructure. The following are common examples of business infrastructure.
 
a.   Network Services

Basic communication and network services.
 
b.   Computing

Foundational information technologies such as operating systems, databases, security tools, computing platforms, communication tools and content management platforms. 

c.   IT Services

Core information technology services such as service desk, service support, information security and data backup.
 
d.   Business Services

Basic business services such as payroll and financial controls.
 
e.   Energy & Power Management

Energy infrastructure such as solar panels, backup generators and uninterrupted power supply.
 
f.   Facilities

Facilities that mostly house infrastructure such as data centers. 

g.   Transport
Company roads and transportation services such as a company bus. 

h.   Business Continuity

Disaster recovery sites and systems.

10.    CLIENTELE PROFILE

This is a list of clients that the company has supplied with the goods and services that they offer. This list should strive to indicate the big and popular companies that everyone can relate to in Kenya.

In fact the best way is to indicate the logos for all these companies that your company has sullied. The reason is that people are more likely to recognize a company logo of the poplar companies.

You may also include short descriptions of the tender name, size in Kshs or Usd, the procuring entity and the date the tender was supplied.

11.    COMPANY PURCHASING CAPACITY

This section states the ability of the company to handle certain size of tenders. You should indicate your capabilities based on the maximum size of Bank credit facilities that your bankers can avail to you.

This helps the procuring entity to gauge what size of tender or projects you are able to deliver comfortably on.

12.   TECHNOLOGY SYSTEMS

This indicates the investment in technology that you have made as a company. This technology is the data processing and archiving of historical data. Latest technology in processing orders, making purchases, receipting, and storing historical data.

​This gives confidence to the tendering organisation that your company has up to date technology to process orders as well as store data for future references if needed.

13.    OCCUPATIONAL SAFETY, HEALTH POLICY

The Occupational Safety and Health Administration (OSHA) is authorized by the Occupational Safety Health Act of 1970 (OSH Act) to assure employers provide safe and healthful conditions for working men and women free of recognized hazards by setting and enforcing standards and providing training, outreach, education, and technical assistance.

To assure safe and healthful working conditions, the OSH Act authorizes OSHA to establish and enforce standards; provide outreach, compliance assistance, and training; and establish cooperative programs to partner and work collaboratively with employers, employees, and other stakeholders. These intervention strategies are designed to deter, assist, and collaborate with employers and employees to reduce workplace injuries, illnesses, and fatalities.

Your company needs to indicate how it has incorporated the mandatory Occupational, Safety and Health Act (OSH-Act) requirements within its operational and management structures. This goes to prove that the company has implemented safety and health features and policy at the work place so as to provide a safe and healthy working environment for its staff.

The company profile needs to outline the company’s OSH policy statement and any operational improvements or developments towards this end. Your company can also seek to have a certificate of compliance from OSHA to increase its chances of winning supply tenders and ensure a safe work environment.

14.    ENVIRONMENTAL SUSTAINABILITY

Company environmental protection policy is the method that will be used to procure, store, transport and supply goods and services.

To achieve an environmental policy, a company can assume several key points:

  • Minimise waste by evaluating operations and ensuring they are as efficient as possible.
  • Minimise toxic emissions through the selection and use of its fleet and the source of its power requirement.
  • Actively promote recycling both internally and amongst its customers and suppliers.
  • Source and promote a product range to minimise the environmental impact of both production and distribution.
  • Meet or exceed all the environmental legislation that relates to the Company.
  • Use an accredited program to offset the greenhouse gas emissions generated by our activities.

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Kariuki Maina
By Kariuki Maina Kariuki Maina
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