5. management responsibility draft 4 10 march 2014

CIMENTO NACIONAL LDA

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SUBTITLE:

MANAGEMENT RESPONSIBILITY

INDEX CHAPTERS

Document No.: PROC 5.0 Effective Date: of 105

Compiler: FRANS BENEKE Signature: Copy No.

Approving Officer: FARUK ER Signature: Rev (Amdt) No. 1

INDEX CHAPTERS

Identification D E S C R I P T I O N Page Numbers

W.I. 4.2.3 (i) Amendment Record 2 of 105POL 5.0 Policy for Management Responsibility 3 of 105PROC 5.1 Management Commitment 4 of 105PROC 5.2 Customer Focus 5 of 105POL 5.3 Quality Policy 6 of 105PROC 5.4.1 Planning - Quality Objectives 7 of 105PROC 5.4.2 (a) (i) Quality Planning - Documentation 8 of 105PROC 5.4.2 (a) (ii) Quality Planning - Processes 9 of 105PROC 5.4.2 (b) Quality Planning - Resources 10 of 105PROC 5.4.2 (c) Quality Planning - Continual Improvement 11 of 105W.I. 5.4.2 (a) Quality Planning - Global Logistics Process 12 of 105W.I 5.4.2 (b) Quality Planning - Product Flow and Control Points 13 of 105PROC 5.5.1 (a) Administration - Responsibility & Authority 14 of 105PROC 5.5.1 (b) Administration - Responsibility & Authority 15 of 105

W.I. 5.5.1 (c-pp) Administration - Responsibility & Authority – Job Description 16 – 854 of 105

W.I. 5.5.1 (qq) i - viii Administration - Responsibility & Authority - 865 – 932 of 105

W.I. 5.5.1 (rr) Administration - Responsibility & Authority Matrix of Organisation Divisions vs. Elements 943 of 105

PROC 5.5.2 Administration - Management Representative 954 of 105PROC 5.5.3 Administration - Internal Communication 965 of 105PROC 5.6 (a) Management Review 976 – 987 of PROC 5.6 (b) Process Flow for Management Review 998 of 105W.I. 5.6 Management Review – Agenda for Management Review 10099 of 105

For Future Use 1010 – 105 of

Debbie, 25/03/09,


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AMENDMENT RECORD

Document No.: W.I. 4.2.3 (i) Effective Date: of 105



AMENDMENT RECORDDocument and page number

Revision No. Effective date Nature of revision


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SUBTITLE:


POLICY FOR MANAGEMENT RESPONSIBILITY

Document No.: POL 5.0 Effective Date: of 105



It is the policy of the Management of CIMENTO NACIONAL LDA to commit to quality, with focus on Customer Requirements as contained in the Quality Policy through effective planning, administration and as confirmed during Management Reviews, in order to meet the company objectives whilst complying with the requirements of the international standard; SABS ISO 9001:2008.


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MANAGEMENT COMMITMENT




PURPOSE

The purpose of the procedure is to define how management demonstrates their commitment to quality.

SCOPE

The procedure covers the entire company, its suppliers and its customers.

RESPONSIBILITY

It is the responsibility of the COO to ensure that management commitment is demonstrated throughout the organisation.

PROCEDURE

This is achieved by ensuring:-

a) That adequate resources are in place to operate the company effectively

b) effective internal communication c) conducting customer satisfaction reviews d) issuing letters to suppliers and company staff e) that Quality Policy and Objectives are establishedf) the conducting of regular Management Reviews

PROC. 6.1-6.4

PROC 5.5PROC 7.2.3W.I. 5.1PROC 5.3PROC 5.6


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CUSTOMER FOCUS




PURPOSE

The purpose of this procedure is to define by whom and how Customer Focus is addressed.

SCOPE

This procedure covers all interactions with clients and all the departments in the company.

RESPONSIBILITY

It is the responsibility of the COO to ensure that all staff are aware of Customer Requirements and that company processes are designed to meet those requirements.

PROCEDURE

This is achieved by the Procedures and Work Instructions in place such as:-

a) Quality Planning b) Internal Communication c) Resource Management d) Product Realization e) Customer Satisfaction Reviews f) Measurement, Analysis and Improvement

PROC 5.4PROC 5.5PROC 6.1 – 6.4PROC 7.1 – 7.6PROC 7.2.3PROC 8.1 – 8.5


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QUALITY POLICY

Document No.: POL 5.3 Effective Date: of 105



It is the policy of the Management Team of CIMENTO NACIONAL LDA to develop, manufacture and deliver blended cement that meet Customer Requirements, and complies with SANS standards whilst making profits for the shareholders.

This will be done in accordance with the regulatory requirements associated with this industry.

The Management Team is committed to continually improving the Quality Management System whilst complying with the requirements of the international standard, SABS ISO 9001:2008 and the SABS requirements.

To this end the Management Team has assigned their signatures to this policy and undertakes to communicate it throughout the company to all employees to ensure that it is understood in the organisation.

The Quality Policy and associated objectives will be reviewed for suitability during the Annual Management Review Meeting of each year.

_________________________________ ____________________________TECHNICAL DIRECTOR SALES AND MARKETING

____________________________ CHIEF OPERATING OFFICER


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PLANNING – QUALITY OBJECTIVES

Document No.: PROC 5.4.1 Effective Date: of 105



PURPOSE

The purpose of this procedure is to define the quality objectives.

SCOPE

The scope of this procedure covers all functions in the company and its customers and suppliers.

RESPONSIBILITY

It is the responsibility of all staff to meet the quality objectives.

PROCEDURE

The management of CIMENTO NACIONAL LDA have defined the following quality objectives in support of their quality policy:-

a) Meeting customer requirements; measured through customer satisfaction reviews

b) Making profits for the company (Management Accounts)c) Continual Improvement; measured through management reviews d) Internal Communication; Documented e) External Communication f) Compliance to ISO EN 197-1+2

The objectives of individual processes are defined in the associated procedures and documented under the heading of PURPOSE, and targets in the approved budget.

PROC. 7.2.3

PROC 5.6PROC 5.5.4PROC 5.1


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QUALITY PLANNING - DOCUMENTATION

Document No.: PROC 5.4.2 (a) (i) Effective Date: of 105



PURPOSE

This procedure is intended to define how and by whom the Quality Plans of CIMENTO NACIONAL LDA will be documented.

SCOPE

The scope of the Quality System covers all the elements of the Internal Standard, and is applicable where the requirements of specific contracts are not currently defined in the existing documentation.

RESPONSIBILITY

The Management Representative is responsible for:-

1. The initiation of special Work Instructions in conjunction with the relevant divisions or departments of the organisation that will cover specific requirements defined in such a contract.

2. Ensuring that those special works instructions are implemented, maintained, controlled and understood by all the staff involved with it.

PROCEDURE

The suitability documented and controlled format of the quality plan will include:-

a) Purposeb) Scopec) Procedured) Referencese) Identification of contracts involvedf) Details of concessions, amendment to contracts or details of

negotiations with the client organisationg) Specific special Work Instructions h) How documents will be “flagged”

Furthermore, where applicable, all standard business forms, tags, identification stickers, works orders etc., will be flagged with a reference number from the Quality Plan.


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QUALITY PLANNING – PROCESSES

Document No.: PROC 5.4.2 (a) (ii) Effective Date: of 105



PURPOSE

The purpose of this procedure is to detail how the various functions in the organisation interrelate logistically.

SCOPE

The scope of this procedure covers all the elements of the International Standard.

RESPONSIBILITY

The Management of CIMENTO NACIONAL LDA are responsible for the logistical planning.

PROCEDURE

The logistical system is defined in:-

1. Global Logistics 2. Production Logistics

W.I 5.4.2 (a)W.I 5.4.2 (b)


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QUALITY PLANNING – RESOURCES

Document No.: PROC 5.4.2 (b) Effective Date: of 105



PURPOSE

The purpose of this procedure is to define how and who will plan resources.

SCOPE

This procedure covers the entire organisation and the Quality System.

RESPONSIBILITY

It is the responsibility of the COO to do resource planning.

PROCEDURE

The mechanism is described in the procedure manual. PROC 6.1 to 6.4


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QUALITY PLANNING – CONTINUAL IMPROVEMENT

Document No.: PROC 5.4.2 (c) Effective Date: of 105



PURPOSE

The purpose of the procedure is to define how and who achieves planning for continual improvement.

SCOPE

The scope of this procedure covers the entire Quality Management System.

RESPONSIBILITY

It is the responsibility of the COO to plan for improvement.

PROCEDURE

This is achieved by ensuring that a system of checks and balances are in place that can measure performance as a basis for improvement, such as:

a) Management Reviews b) Customer Satisfaction Reviews c) Design and / or Development d) Measurement, Analysis and

PROC 5.6PROC 5.2PROC 7.3PROC 8.0


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QUALITY PLANNING – GLOBAL LOGISTICS PROCESS

Document No.: W.I. 5.4.2 (a) Effective Date: of 105



Customer Requirements

3- MonthlyForecasts

MonthlyWritten

DailyVerbal

Order

Contract Review

No Stock / Inventory Control

Yes

Production Planning

Update Production Plan

Delivery Contract

Effect Delivery

Customer Satisfaction

Review


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QUALITY PLANNING – PRODUCT FLOW AND CONTROL POINTS PROCESS

Document No.: W.I. 5.4.2 (b) Effective Date: of 105



RESPONSIBILITYPROC 5.5

PROCESS PROCEDUREPROC 4.2.1

COOFinancial Manager

INTE

RN

AL

AU

DIT

PR

OC

8.2

.2

MA

NA

GEM

ENT

REV

IEW

PR

OC

5.6

PROC 7.4

Production supervisorFinancial Manager PROC 7.4.3

COO & Marketing ManagerProduction Supervisor

PROC 7.2PROC 7.5.5

Marketing departmentMan. Rev. Committee PROC 7.1

Production SupervisorENG. ManagerLab Manager

PROC 6.3PROC 7.5PROC 7.6

Shift supervisorProd. Supervisor PROC 8.2.3

COO & Fin. ManagerProd. Supervisor PROC 6.2.2

Laboratory, Marketing, Production Supervisor, COO

PROC 8.3/5

Gen. ManagersLaboratory PROC 8.2.4

Load despatchersPROC 7.2.3PROC 8.2.1

Financial ManagerPROC 4.2PROC 8.4

PURCHASING

RECEIVING INSPECTION

CUSTOMER REQUIREMENTS

PROC 7.2

STOCK CONTROL

PROC 7.5.5

PRODUCTION PLANNING

MAINTENANCEPROC 6.3 INSPECTION

MEASURING & TEST EQUIP

PRODUCTIONPROC 7.5

IN PROCESS INSPECTION & TESTING

HUMAN RESOURCES & TRAININGNON-CONFORMANCES &

CORRECTIVE ACTION

FINAL INSPECTION & TEST

DELIVERY &CUSTOMER FEEDBACK

DOCUMENT, DATA & RECORD CONTROL


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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY

Document No.: PROC 5.5.1 (a) Effective Date: of 105



PURPOSE

The purpose of this procedure is to define the Authority, Responsibility and Interrelationship of personnel who manage, perform and verify work affecting quality and to demonstrate their interface with the Quality System.

SCOPE

The scope of this procedure covers the entire organisational structure of the company.

RESPONSIBILITY

The COO or his delegated representative with executive responsibility is responsible for the organisational structure.

PROCEDURE

The global organogram defines line and staff functions of the overall structure. For detailed information regarding authority and responsibility reference is made containing the detailed job description of all staff.

Further to the above, a matrix of Department and Divisions vs. elements of the standard as well as the functionaries involved is reflected.

W.I. 5.5.1 (v)

W.I. 5.5.1 (c-t)

W.I. 5.5.1 (W)


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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – JOB DESCRIPTIONS

Document No.: PROC 5.5.1 (b) Effective Date: of 105



PURPOSE

The purpose of this procedure is to ensure that job descriptions for all positions in the Company are formalised and available.

SCOPE

The scope of this procedure is to define the extent of the job description, which inter alia defines the responsibility, authority, and inter-relationships of personnel.

RESPONSIBILITY

The COO or his delegated representatives are responsible for ensuring that updated job descriptions have been written for all positions under their control.

PROCEDURE

- Job descriptions have been written for all positions in the organisation and are housed in the personnel files in the administration office. Access to the job descriptions is afforded all, Supervisors, Managers and Directors for the staff under their control and has been co-authorised by them.

- ID’s have been issued to all personnel for the positions they fulfil other than contract workers, which are duly appointed sub-contractors / suppliers. (Refer contract details for further information)

Job descriptions define the following:

- The position- The functions and tasks related to

the position- The responsibilities- The authorities- The interrelatedness of personnel

i.e. who does position report to and who report to this position- The minimum qualifications and/or

experience required for the position.- Training.


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Document No.: W.I. 5.5.1 (c) i Effective Date: of 105



POSITION – TECHNICAL DIRECTOR

SCOPE:

Overall responsibility for the Factory.

RESPONSIBILITY:

1. The Company operates in accordance with existing laws and regulations.2. Implement the decisions taken by the Board of Directors.3. The establishment and implementation of the quality system and

continuous improvement and to facilitate the development of each level of improvement.

4. Create strategies to achieve quality objectives, leading to evaluation.5. To create the organization that achieves the quality system and provides

the functionality needed.6. Ensure the preparation of and approve the terms of reference of the staff

working in the company in Job Descriptions.7. Preside over the Management Review Meeting and the resolutions

ensuring their implementation.8. To implement the internal quality audits as specified.9. Manage and control the entire production process.10. Lead the Company’s growth and development, in accordance with the

current understanding and planning techniques.11. Make workers aware of customer requirements and customer-focus.12. To provide the highest level of internal communication.13. Products in accordance with EN 196 and 197 Standards.

AUTHORITY:

INTER-RELATIONSHIP:

The Technical Director Reports to the COO.

TRAINING & EXPERIENCE:

PROC 5.1 (a)

PROC 5.1.5

PROC 5.6

PROC 8.2.2PROC 7.5

PROC 5.5.3


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Document No.: W.I. 5.5.1 (d) Effective Date: of 105



POSITION – PLANT MANAGER

SCOPE:

Managing the Cement Factory in Beluluane Maputo.

RESPONSIBILITY:

1. The Company operates in accordance with existing laws and regulations.2. Ensure implementation of the decisions taken by the Board of Directors.3. The establishment and implementation of the quality system and

continuous improvement and development of each level.4. Create strategies to achieve quality objectives and evaluation.5. To achieve the quality system and provide the functionality needed to

create the organization.6. Ensure the preparation of and approve the job descriptions of the staff

working in the company.7. Management of the Management Review Meeting and ensure their

implementation.8. To manage the implementation of internal quality audits.9. Manage and control the entire production process.10. The Company’s growth and development, in accordance with the current

understanding and planning techniques.11. Ensure staff work to the fulfilment of customer requirements and customer-

focused awareness.12. To provide the highest level of internal communication.13. Production, EN 197 Standards.

AUTHORITY:

INTER-RELATIONSHIP:

The Plant Manager reports to the Technical Director.

TRAINING AND EXPERIENCE:

PROC 5.1 (a)

PROC 5.5.2PROC 5.4.1

PROC 5.5.1

PROC 5.6

PROC 8.2.2PROC 7.5

PROC 8.2.1



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Document No.: W.I. 5.5.1 (e) i Effective Date: of 105



POSITION – QUALITY CONTROL CHIEF

SCOPE:

Physical, Chemistry and Process Laboratory Management.

RESPONSIBILITY:

1. Is responsible for statistical consistency of the processes required by certification – to keep and inform all interested parties about the results in the quality meetings leading to proactive preventative actions.

2. Physical Laboratory:a. Ensure that samples are taken on time as determined by the

Standard.b. The Physical Laboratory testing is carried out in accordance with the

instructions.c. Controlling the research testing as performed in the laboratory.d. Supervision and provide guidance to staff.

3. Doing chemistry tests in the laboratory, and evaluating the test results ensuring coverage of all the requirements to ensure that the tests are not repeated unnecessarily.

4. Laboratory Chief to keep track of the tests and to direct and supervise by examining the results and to repeat the tests if necessary.

5. Ensure the environmental conditions are controlled.6. Ensure the smooth operation of all equipment in the laboratory including

maintenance and repairs.7. Keep Standards up to date and current to assure correct application.8. Manage the Laboratory equipment calibration program to keep track of

records for the calibration of these devices and ensuring maintenance is done.

9. Based on the outcomes of the performance evaluation of suppliers ensure the uninterrupted supply of consumables using purchasing.

TO BE CONTINUED ON NEXT PAGE

EN197-1EN196-7EN 196-1/3PROC 7.3PROC 5.1

EN 196-2

W.I. 8.2.4

W.I. 706PROC 4.2PROC 7.6

PROC 7.4


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Document No.: W.I. 5.5.1 (e) ii Effective Date: of 105



CONTINUED FROM PREVIOUS PAGE

AUTHORITY:

INTER-RELATIONSHIP:

The Chief of Quality reports to the Plant Manager.



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Document No.: W.I. 5.5.1 (f) i Effective Date: Page 20 of 105



POSITION – PLANT MANAGER

SCOPE:

To ensure smooth operation of the production plant and effective production management, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Provide support to all manufacturing teams and manage efficient integration of work flow.

2. Ensure compliance to all schedule for machines and facilities and assist in installation of all equipment’s.

3. Maintain optimal level of customer services for both internal and external customers.

4. Administer all financial functions of facility and prepare all required budgets and forecast same as per required budget.

5. Negotiate between various labour relations and perform regular appraisals for personnel and recommend changes in salary as per requirement.

6. Ensure optimal level company performance and administer employee workforce and assist to design all continuous improvement activities and maintain process control.

7. Provide support to all facility activities and prepare profit plans for plant.8. Ensure compliance to all budgets and manage communication for all

management and supervise performance for same.9. Ensure adherence to all timeframe and budget and assist to maintain all

buildings and equipment’s.10. Assist operation team to implement all business goals through appropriate

lean manufacturing methodology.11. Ensure achievement of all customer commitments as per production plans

and achieve all internal business metrics.12. Maintain efficient quality of all products within required budget and prepare

schedule.13. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.



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Document No.: W.I. 5.5.1 (f) ii Effective Date: Page 21 of 105




AUTHORITY:

1. The incumbent is required to exercise judgements and discretion in decision making and will be expected to generate innovative solutions and proposals.

2. The incumbent is required to operate within the policies and procedures of the Company.

INTER-RELATIONSHIP:

The Plant Manager reports to the Chief Operating Officer / Chief Executive Officer.


1. BSc Mechanical Engineering or equivalent qualification is required.2. At least 10 years’ experience as a Plant Manager.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of work processing.5. Extensive experience of the MS Office suite and Windows6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (g) i Effective Date: Page 22 of 105



POSITION – ASSISTANT PLANT MANAGER

SCOPE:

The milling and packaging of cement in the most efficient manner working within the occupational Health and Safety framework without damage to the plant or equipment. Affordable, competitive quality of cement in the amounts required to meet customer demands.

RESPONSIBILITY:

1. Controlling fixed and variable costs- In charge of product manufacturing engineers, production manager, and is

connected to the relevant departments.- In the preparation of the budget of the Directorate by establishing a

budgeted cost for both fixed and variable in an effort to reduce costs and to support the determination of investment needs.

- The responsibility for the control of units through monthly budget monitoring and analysis.

- Ensure that the necessary corrective measures are taken.

2. Personnel Management- Ensure the administration of personnel programs, depending on the position ascertaining the training needs.- Help to solve the problems of planning.- Motivate staff and closely monitor the safety of all.- Ensure resources are optimally employed and is efficient and effective.

3. Activities Management- By monitoring all the stages of production and sale of cement. - All the activities, operations, quality, cost and standard of conduct answers

the annual maintenance of units.- Making plans for them to communicate and ensure the

implementation of factory equipment damage control.- Given units to track daily production reports, production activity in the

preparation of reports.


W.I. 8.3

PROC 6.2

PROC 5.5.3


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Document No.: W.I. 5.5.1 (g) ii Effective Date: Page 23 of 105




RESPONSIBILITY (Cont):

4. Management- Management of units to keep track of inventories of various spare parts and

supplies to keep track of inventories.- The responsibility of raw materials, auxiliary materials, fuels usage,

inventory and replenishment programs and the program to follow and ensure their implementation is controlled.

- To keep track of stock levels for the planning of all types of material.

5. Internal and External Communication- Subject to approval by the senior supervisors to attend meetings.- Senior Staff working and the other department heads in good

communication with supervisors.

6. Quality and Health Occupational Safety Managmenet System- Ensure the fulfilment of the requirements of these systems is connected to

the department in this regard. - The responsibility of employees, according to the procedures and work

instructions to ensure proper operation.- Production Manager of cement mills and packaging units of production

processes.- Work Instructions and procedures to ensure the preparation and

identification of training needs of the staff.

7. Modernization planning and modification (Continual Improvement)- To closely follow the emerging technology, cost reduction, security building

and is responsible for renovation of the facility over time to produce the necessary parts and replacement investment expenditure plan for the project planning and modernization projects carried out by units.

- To contribute to the implementation.

8. Quality Control- The Chief of Quality Control will determine the control according to the type

of feeding of raw materials.


PROC 7.4

PROC 6.2


W.I. 5.1 (a)

PROC 6.2.2

PROC 6.2

W.I. 8.2.4


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Document No.: W.I. 5.5.1 (g) iii Effective Date: Page 24 of 105




AUTHORITY:

INTER-RELATIONSHIP:

The Assistant Plant Manager reports to the Plant Manager.



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Document No.: W.I. 5.5.1 (h) i Effective Date: Page 25 of 105



POSITION – CHIEF ENGINEER

SCOPE:

Contributing to overall efficiency and effectiveness.

RESPONSIBILITY:

1. Direct and supervise the activities of Mechanical Division to provide timely and efficient maintenance of mechanical components of assigned plant

equipment and machinery.2. Develop, review and recommend policies and procedures related to

Mechanical Division, such as methods of work assignments and usage of spare parts, materials and equipment, to ensure the proper and effective functioning of the Division.

3. Coordinate with other Departments for material requirements and performance of maintenance jobs.

4. Direct, coordinate and supervise the activities of personnel assigned to Mechanical Division.

5. Perform supervisory functions and exercise authority at the Division Head level as established by Management.

6. Ensure proper administration of approved policies and procedures and ensuring their adherence within the Division.

7. Ensure the formulation of, reviews and recommends to the Plant Manager, Engineering Department, implementation of maintenance plans and methods covering preventive maintenance of mechanical components of assigned equipment and machinery. Includes ensuring the efficient repair, inspection and utilization of manpower and materials, cost and budget controls, etc.

8. Receive and review comprehensive and periodic reports on the performance of the assigned Sections, identifies problem areas and directs Section Engineers on means and methods of improving their respective Sections’ productivity and efficiency. Submits to Manager, Engineering Department, periodic reports outlining the Division’s performance and plans.

9. Design and establish systems for the Division to prepare exception reports for personnel and for equipment and machinery assigned for maintenance so that nonstandard performance and failures are identified and corrective actions and measures are taken whenever necessary.



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Document No.: W.I. 5.5.1 (h) ii Effective Date: Page 26 of 105




RESPONSIBILITY (Cont.)

10. Direct the development of, reviews and recommends implementation of feasible proposals based on mechanical engineering studies associated with planning, installing and maintaining of new or modified existing cement plant machinery and equipment for improving efficiency and reducing costs.

11. Occasional contact with machinery suppliers and maintenance contractors.12. Complete any other reasonable tasks or requests as required, in order to

meet KPi’s.

AUTHORITY:


2. The incumbent is required to operate within the policies and procedures fo the Company.

INTER-RELATIONSHIP:

The Chief Engineer reports to the Plant Manager.


1. Have a Degree in Mechanical Engineering or equivalent qualification is required.

2. At least 10 years’ experience as a Mechanical Engineer.3. Experience in a high-pressure environment with high volume turnabout and

a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (i) Effective Date: Page 27 of 105



POSITION – ELECTRICAL MAINTENANCE TECHNICIAN

SCOPE:

Electrical maintenance.

RESPONSIBILITY:

1. Electrical maintenance technician fulfil the duties required by the Supervisor.

2. Ensure maintenance staff wears the appropriate protective clothing during

breakdowns. 3. Planned maintenance work orders issued by the relevant unit managers

ensure implementation.4. Electrical malfunctions that affect the continuity of the process in the factory

must be reported. Staff to intervene immediately.5. LV and MV power factor correction and maintenance of control panels

will be done to prevent recurrence. The capacitive energy, active energy and coverage ratio is verified.

6. Plant wide MCC rooms, transformer rooms, a gas analyser rooms, indoor switchgear building, generator room – Facility, and makes the necessary checks PLC units, allows the elimination of the defects seen.

7. Factory telephone system malfunctions and maintenance work required for problem-free operation provides for.

8. Do training of electrical maintenance personnel.9. Ensure minimum and maximum levels of stocks.

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INTER-RELATIONSHIP:



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Document No.: W.I. 5.5.1 (j) Effective Date: Page 28 of 105



POSITION – MECHANICAL MAINTANANCE TECHNICIAN (LEADER)

SCOPE:

Machine and Plant maintenance throughout the Factory.

RESPONSIBILITY:

1. Mechanical Maintenance Manager will issue a daily wok orders.2. Supervises the work of the teams.3. Let daily ballot layouts.4. Daily scheduled jobs will be issues to resolve failures.5. A Supervisor may file a request for the supply of materials needed.

6. As a group owned maintenance team continuously maintaining the availability of the plant.

7. Teams were team-arrangement makes the equipment.8. Health and safety of employees working under conditions described in a

safety study. Checking and ensuring the elimination of the deficiencies.9. Controlling designated Outsource Contractors.

AUTHORITY:

INTER-RELATIONSHIP:

The Mechanical Maintenance Technician reports to the Plant Manager.


W.I. 4.1


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Document No.: W.I. 5.5.1 (k) Effective Date: Page 29 of 105



POSITION – LABORATORY ASSISTANTS

SCOPE:

Sampling, Preparation and Testing of Cement and Raw Materials.

RESPONSIBILITY:

1. The Laboratory Assistants are responsible for sampling cement in accordance with EN 196-7 and at the frequency defined.

2. Preparing the Samples as defined in the Test Method.3. Testing Samples in accordance with Test Method.4. Complete Control Charts.5. Verify Equipment6. Cleaning of Equipment and Work Sheets.

AUTHORITY:

Report Non-Conforming situations to direct Supervisor.

INTER-RELATIONSHIP:

Report to the Quality Control Chief.


Analytical Chemist with 3 years relevant experience.


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Document No.: W.I. 5.5.1 (l) i Effective Date: Page 30 of 105



POSITION – LABORATORY TECHNICIANS

SCOPE:

To ensure effective analysis on produces and confirm quality and progress, contributing to the overall efficiency and effectiveness of the Company.

RESPONSIBILITY:

1. Adhere to plant operational procedures for production goal achievement and handle work safely.

2. Conduct laboratory tests on product quality.3. Test and clean laboratory apparatus daily.4. Ensure that quality is maintained according to production necessities.5. Maintain laboratory equipment and develop solutions following current

SOP’.

6. Maintain list of supplies – Report shortages of supplies to (Laboratory) Manager.

7. Conduct physical and chemical analysis and tests as needed.8. Compile, analyse and interpret lab test results.9. Present and record all data in specific tables.10. Support laboratory research project along with technical service delivery.11. Conduct raw material evaluation as per existing specifications and SOP’s.12. Test end product as per existing specifications as well as SOP’s.13. Implement analytical testing in association with Research and Development

Plant Test requests.14. Comply with best laboratory practices, standard operating methods and job

safety evaluation in all job aspects.15. Ensure to conform to all safety procedures and use apt PPE.16. Maintain clear and accurate operations documents/procedures for

reference purposes.17. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.



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Document No.: W.I. 5.5.1 (l) ii Effective Date: Page 31 of 105




AUTHORITY:

1. Ensure effective communication between laboratory and Production Departments.

2. Incumbent is required to exercise judgements and discretion in decision making and will be expected to generate innovative solutions and proposals.


INTER-RELATIONSHIP:

The Laboratory Technician reports to the Laboratory Manager / Plant Manager.


1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, an Associates or Bachelor’s Degree with College level chemistry courses preferred.

2. At least 2 - 5 years’ experience working in a manufacturing environment. Previous Industrial laboratory experience preferred.

3. Experience in a high-pressure environment with high volume turnaround and a focus on quality.

4. Basic knowledge of Health and Safety.5. Basic communication skills.6. Familiar with basic laboratory instrumentation and techniques.


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Document No.: W.I. 5.5.1 (m) i Effective Date: Page 32 of 105



POSITION – CONTROL ROOM OPERATOR (CEMENT)

SCOPE:

Follow up on the production of cement mills and packaging units. To comply with environmental and OHS regulations.

RESPONSIBILITY:

1. Change over protocol is followed:- Record information on the values of units and auxiliary units operating

according to instructions. - Monitor the Process control parameters according to the specified quality

objectives for mills.- Record every hour of the monitoring parameters specified in the mill

monitoring schedule and record the mill downtime.- Each shift takes stock of the cement silo and shift register book is

completed to record the total production of the mills.

2. System Protect:- Read displays and log failures on the control units on the top of the report

to the supervisor.- Mill foreman and shift workers are in regular contact with the chief.- Taking care of the parts of the drive units and auxiliary engines and other

measures to cut energy.- Ensure the process is under the control following the instructions relative to

it. - Transmit the problems to their superiors. - Monitor the operating conditions of e.g. all engines and auxiliary units mills

temperature, sound, other issues, such as vibration, oil leaks and adverse conditions rectified.

3. Standards:- Ensure that the operating instructions for OHS are followed.



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4. Implementation and directive:- Ensure CCR operators (cement and packing) follows the instructions from

their superiors and give feedback.

5. Quality control:- To implement special procedures when product non-conformity is noticed

such as stopping of shipments for product recall.

AUTHORITY:

INTER-RELATIONSHIP:

The Control Room Operator (Cement) reports to the Assistant Plant Manager.



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Document No.: W.I. 5.5.1 (n) i Effective Date: Page 34 of 105



POSITION – PACKAGING AND DELIVERY OPERATORS (OUTSOURCING)

SCOPE:

Packaging Unit and auxiliary units of the system equipment, the system works by visiting every day of the system in place to follow up and to report to his chief administrator deems failures. System to ensure continuous operation.

RESPONSIBILITY:

1. First to follow:- The contractor checks the work of loading, stacking and packaging.- Packaging unit works with the contractors and organizes their work and

regular work supervision to ensure consistent output.- Cement, paperbags are purchased from the outside is under control of the

Chief of Quality.- Pallets are strapped to ensure control.- The quality of cement determines in which bags it will be packed. - The type of cement sales to customers determines the production of the

type of cement required.- Paper bag consumption is monitored and logged.- The bas masses are checked and recorded.- The amount of time required for loading is monitored and controlled.- Working productively.

2. System:- Adjusting the scales if necessary as soon as possible. - Works in accordance with the occupational health and safety measures that

are required.- The use of protective equipment- Ensure good housekeeping.- Completing the Shift Report and sign the book.

3. System:

PROC 7.4

W.I. 8.1 (e)

- Occupational Health and Safety operating instructions are applied.- Use of PPE / facilities available in line with factory requirements.



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AUTHORITY:

To exercise all decisions required to fulfil their obligations.

INTER-RELATIONSHIP:

The Packaging and Delivery Operations is an Outsourced Service Provider.


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Document No.: W.I. 5.5.1 (o) Effective Date: Page 36 of 105



POSITION – MECHANIC

SCOPE:

Machine and Plant Maintenance.

RESPONSIBILITY:

1. Day Shift Manager ensures that the plant is set up to do the work.2. Bearings shift checks every 2 hours verifying gear and ring surfaces.

Makes gear checks as well as the levels of grease. The temperature control the settings, and shift registers used to record.

3. Head of Shift manages overtime.4. Supervisor is informed of faults.5. Book shifts according to failures and maintenance records.6. A Supervisor may file a request for the supply of materials needed.7. Health and safety of employees working under the conditions described in a

safety study is ensured to eliminate deficiencies.

AUTHORITY:

INTER-RELATIONSHIP:

The Mechanic reports to the Mechanical Maintenance Technician.



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Document No.: W.I. 5.5.1 (p) Effective Date: Page 37 of 105



POSITION – MECHANICS ASSISTANT

SCOPE:

To assist Mechanical Technician with Plant Maintenance and Repairs.

RESPONSIBILITY:

1. Assist the Mechanical Technician with maintenance and repairs.2. Work night shift if necessary.3. Keep Breakdown and Maintenance Records.

AUTHORITY:

Report Non-Conforming situation to direct Supervisor.

INTER-RELATIONSHIP:

Reports to the Mechanical Technician.


1 Year’s relative experience.


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Document No.: W.I. 5.5.1 (q) i Effective Date: Page 38 of 105



POSITION – GENERAL FACTORY ASSISTANT / CLEANER

SCOPE:

To provide operational support to the Factory / Warehouse, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Adhere to plant operational procedures for production goal achievement and handle work safely.

2. Separate clinker and cement.3. Ensure that raw material does not cause blockage on belt.4. Remove blockage from filters.5. Assist with repairs.6. Cleaning of factory area.7. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:

1. The Incumbent is required to exercise judgements and discretions in decision making and will be expected to generate innovative solutions and proposals.

2. The Incumbent is required to operate within the policies and procedures of the Company.

INTER-RELATIONSHIP:

The General Factory Assistant / Cleaner reports to the Operations Manager.

TRAINING & EXPERIENCE:1. Unless the applicant can demonstrate that he/she has gained the

necessary competencies through experience, a basic competency certificate is required.

2. At least 2 years’ experience working.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.



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TRAINING & EXPERIENCE (Cont.):

4. Basic knowledge of Health and Safety.5. Basic knowledge on general labour.6. Basic communication skills.


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Document No.: W.I. 5.5.1 (r) i Effective Date: Page 40 of 105



POSITION – CHIEF FINANCIAL OFFICER

SCOPE:

Develop financial well-being of the company by providing financial projections and accounting services; preparing growth plans’ directing staff.

RESPONSIBILITY:

1. Develop finance organizational strategies by contributing financial and accounting information, analysis, and recommendations to strategic thinking and direction; establishing functional objectives in line with organizational objectives.

2. Coordinate with the accounting staff in maintaining all financial records including general ledger.

3. Prepare full proof accounting system to check and prevent leakage of revenue.

4. Prepare financial statements on a periodic basis.5. Interact with department heads to know their budgetary requirements.6. Prepare annual budget and integrate all departments’ budgetary needs.7. Analyse financial reports and identify key elements that support business

growth.8. Plan, develop and implement internal audit system to check financial

irregularities.9. Coordinate and support accounts receivable staff in preparing and verifying

the correctness of customer balances.10. Ensure adherence to federal, state, corporate financial laws and

regulations.11. Achieve finance human resources strategies by determining

accountabilities; communicating and enforcing values, policies and procedures; implementing recruitment, selection, orientation, training, coaching, counselling, disciplinary and communication programmes; planning, monitoring, appraising and reviewing job contributions; planning and reviewing compensation strategies.

12. Establish finance operational strategies by evaluating trends; establishing critical measurements; determining production, productivity, quality and customer-service strategies; designing systems; accumulating resources; resolving problems and implementing change.



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13. Develop organization prospects by studying economic trends and revenue opportunities; projecting acquisition and expansion prospects; analysing organisation operations; identifying opportunities for improvement, cost reduction; system enhancement; accumulating capital to fund expansion.

14. Develop financial strategies by forecasting capital, facilities, and staff requirements; identifying monetary resources; develop action plans.

15. Monitors financial performance by measuring and analysing results; initiating corrective actions; minimizing the impact of variances.

16. Maximizes return on invested funds by identifying investment opportunities; maintaining relationships with the investment community.

17. Report financial status by developing forecasts; reporting results; analysing variances; developing improvements.

18. Update job knowledge by remaining aware of new regulations; participating in educational opportunities; reading professional publications; maintaining personal networks, participating in professional organizations.

19. Complete any other reasonable tasks or requests as required, in order to meet KPI’s.

AUTHORITY:


2. The incumbent is required to operate within the policies and procedures in the Company.

INTER-RELATIONSHIP:

The Chief Financial Officer reports to the Chief Operating Officer / Chief Executive Officer.



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1. Master’s Degree in Accounting, Finance or Business.2. At least 8, preferably 10, years’ experience in a senior role.3. Professional registration.4. Experience in a high-pressure environment with high volume turnabout and

a focus on quality.5. Up to date knowledge of current financial and accounting computer

applications.6. Extensive experience of the MS Office suite and Windows.7. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (s) i Effective Date: Page 43 of 105



POSITION – FINANCE MANAGER

SCOPE:

To provide financial administrative support to the Finance Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Oversee the overall corporate budgeting preparation, management and monitoring processes.

2. Perform financial analysis, reporting and management activities.3. Ensure that the financial reports are prepared and delivered on time.4. Review financial data for accuracy, correctness and completeness.5. Hire and train new employees on financial operations.6. Monitor and manage all expense within the allocated budget.7. Establish key financial strategies to enhance business profitability.8. Ensure financial team follows company policies and regulations.9. Develop standard accounting procedures to improve financial operations

efficiency.10. Participate in performance evaluation of finance staff and conduct

counselling sessions to identify skill development needs.11. Review annual budgets and recommend any changes if needed.12. Assist in account payable and receivable activities.13. Perform account reconciliation activities.14. Generate financial reports related to budgets, account payables, account

receivables, expenses, etc.15. Ensure accurate calculation and distribution of salaries and other benefits to

employees.16. Establish accurate forecasts regarding expenses and revenues and

manage regular reporting requirements.17. Monitor competitor activity and stay updated about latest industry trends.18. Complete any other reasonable tasks or requests, in order to meet KPI;’s.

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AUTHORITY (Cont):


INTER-RELATIONSHIP:

The Finance Manager reports directly to the Chief Financial Officer / Chief Operating Officer.


1. Unless the applicant an demonstrate that he/she has gained the necessary competencies through experience, a Financial Diploma / Degree in or equivalent qualification is required.

2. At least 5 years’ experience as a Financial Manager.3. Experience in a high-pressure environment with high volume turnabout and

a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of financial principles, standards and processes.


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Document No.: W.I. 5.5.1 (t) i Effective Date: Page 45 of 105



POSITION – CHIEF ACCOUNTANT

SCOPE:

To provide financial and administrative support to the Finance department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Perform financial analysis and reporting to management as needed.2. Perform month-end accounting activities such as reconciliations and journal

entries.3. Coordinate with finance team to complete assigned accounting tasks within

deadlines.4. Evaluate computerized accounting systems and provide recommendations

to IT team for performance improvements.5. Generate financial reports and statements to Managers for review.6. Analyse financial discrepancies and recommend effective resolutions.7. Monitor expenditures, analyse revenues and determine budget variances

and report the same to management.8. Respond to accounting inquiries from management in a timely fashion.9. Provide guidance to other Accountants when needed.10. Assist in budget preparation and expense management activities for

assigned accounts.11. Assist in auditing activities by providing necessary information and

preparing requested documentations.12. Monitor and record financial transactions according to company policies

and regulations.13. Review and recommend changes to existing accounting procedures.14. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:

1. The incumbent is required to exercise judgments and discretion in decision making and will be expected to generate innovative solutions and proposals.




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INTER-RELATIONSHIP:

The Chief Accountant reports to the Finance Manager.


1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Financial Diploma / Degree in administration / secretarial studies or equivalent qualification is required.

2. At least 5 – 6 years’ experience as a Senior Accountant.3. Experience in a high-pressure environment with high volume turnaround and



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Document No.: W.I. 5.5.1 (u) i Effective Date: Page 47 of 105



POSITION – SENIOR ACCOUNTANT (HEAD OFFICE)

SCOPE:

To provide Financial Accounting services to the Finance Department, contributing to its overall efficiency and effectiveness. Perform all duties in accordance with the principles stated and legally enforceable in the Cimento Nacional Lda.

RESPONSIBILITY:

1. Maintain strict confidentiality at all times.2. Provide all documentation and information as well as the necessary

clarifications for implementation of Accounting Service to Cimento Nacional Ld.

3. Maintain accounting controls by preparing and recommending policies and procedures.

4. Guide accounting clerical staff by coordinating activities and assist when needed.

5. Organization of filing system, file as per vendor invoices, processes Import Bulk Cash and Miscellaneous.

6. Classification and daily data capture of the records of the company.7. Bank and suppliers reconciliation (raw and Service Press), customers,

sales, cost accounts, other creditors and others.8. Control payment terms in terms of suppliers.9. Communicate with suppliers to ensure that all invoices are paid.10. Processing of payments received through various banks used by the

company.11. Ensure payment of all taxes on time to avoid fines and penalties and

interest by the Government.12. Maintain financial security by following international controls.13. Maintain supplier’s confidence and protects operations by keeping financial

information confidential14. Monthly VAT clearance.15. Preparation of VAT form to be submitted to the Finance Ministry.16. Preparation of IRP5 and IRPC forms to be submitted to the Finance

Ministry.17. Closing of monthly accounts.



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RESPONSIBILITY (Cont.):

18. Preparation and processing of maps of Fixed Assets.19. Revision of wages after processed by Human Resources Department.20. Compiling of monthly and cumulative balance sheet movements.21. Analysis of the balance sheet.22. Closing of accounts at the end of each year.23. Contributes to team effort by accomplishing related results as needed.24. Team leader to the financial team.25. Ensuring effective accounting principles are followed.26. Ensure that monthly financial reporting is undertaken as required.27. Protect the image and reputation of Cimento Nacional Lda.

AUTHORITY:



INTER-RELATIONSHIP:

The Senior Accountant reports to the Financial Manager / Chief Financial Officer.


1. Unless the applicant can demonstrate that she has gained the necessary competencies through experience, a Financial Diploma or Degree is required.

2. At least 5 years’ experience as an Accountant.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (v) i Effective Date: Page 49 of 105



POSITION – ACCOUNTANT (HEAD OFFICE)

SCOPE:

To provide an effective accounting function for Trading Nacional Lda. Ensure compliance to legal requirements for financial departments.

RESPONSIBILITY:

1. Classification and daily release of records of the company (according to the expenses and revenue).

2. Capturing of documentation on the accounting system.3. Bank reconciliations, various suppliers (raw and Service Press), Customers,

Sales, cost accounts, creditors and others.4. Control of Processes Import – Control of amount paid to the clearance and

the total cost document receive.5. Preparation of payments to Suppliers and any other payments due.6. Monthly VAT- prepare VAT Modules.7. Preparation of Modules of delivery IRPS and INSS.8. Fixed Asset Management – update register, recording information.9. Manage and co-ordinate monthly Payroll (preparing, capturing)10. Compiling of monthly and accumulative balance sheet movements.11. Analysis of Balance Sheet.12. Issuing of Invoices and posting.13. Reconciliation of recorded invoices.14. Preparation of daily banking.15. Closing of books at year end.16. Preparation of Trial Balance, Balance Sheets and Demonstration of Results

Map (Profit/Loss)17. Ensuring effective filing and accounting practices.18. Ensure that monthly financial reporting is undertaken as required.19. Protect the image and reputation of Cimento Nacional Lda.

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AUTHORITY (Cont.):

2. The incumbent is required to operate within the policies and procedures of the company.

INTER-RELATIONSHIP:

The Accountant reports to the Senior Accountant.


1. Unless the applicant can demonstrate the he has gained the necessary competencies through experience, a Diploma or Degree in Financial Accounting or equivalent qualification is required.

2. At least 5 years’ experience as an Accountant / Accountants Assistant.3. Experience in a high-pressure environment with high volume turnaround



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POSITION – ACCOUNTANT

SCOPE:

To provide financial and administrative support to the Finance Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Maintain and manage general ledger accounting functions.2. Maintain and manage accounts payable and accounts receivable records.3. Verify customer balances and rectify discrepancies in accounts receivable

books.4. Verify bank deposits and bank payments and reconcile with bank records

and statements.5. Write, maintain and manage records by day-to-day transactions.6. Assist and support internal and external audits.7. Coordinate with accounts receivable / sales team in collecting payments

from customers.8. Verify vendor bills and advise or make vendor payments.9. Assist senior accounting staff in preparing budgets, periodic financial

statements and records.10. Manage office expenditure within the expenditure budget limits.11. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:



INTER-RELATIONSHIP:

The Accountant reports to the Finance Manager / Chief Finance Officer.



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1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Financial Diploma or equivalent qualification is required.

2. At least 3 – 4 years’ experience as an Accountant.3. Experience in a high-pressure environment with high volume turnabout and



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Document No.: W.I. 5.5.1 (x) i Effective Date: Page 53 of 105



POSITION – ACCOUNTANTS ASSISTANT

SCOPE:

To provide financial administrative support to the Finance Department,

contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Manage financial advances for workers this includes completion and checking of related documentation. Ensure that relative managers have signed the documents.

2. Ensure effective record keeping.3. Ensure the loans are deducted accordingly.4. Update records.5. Capturing of deposits and transfers made by client on a daily basis – using

PHC.6. Prepare payments to INSS (NISS) (including ensuring documents are

signed and cheque is issued).7. Capturing of salary information onto system (including overtime hours,

absence information, an all other related information).8. Prepare salary payment information.9. Capturing of information pertaining to invoices.10. Preparing cash sales statements.11. Assist the Accountant with general tasks.12. Ensuring effective filing and accounting practices.13. Ensure that monthly financial reporting is undertaken as required.14. Protect the image and reputation of Cimento Nacional Lda.

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INTER-RELATIONSHIP:

The Accountants Assistant reports to the Accountant.


1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Financial Qualification is required.

2. At least 3 – 4 years’ experience as an Accountants Assistant.3. Experience in a high-pressure environment with high volume turnabout and



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Document No.: W.I. 5.5.1 (y) i Effective Date: Page 55 of 105



POSITION – BOOKKEEPING OFFICER

SCOPE:

To provide

RESPONSIBILITY:

1. Assist the bookkeeper in maintaining all financial transactions of a business unit.

2. Prepare and record day-to-day transactions of a business unit in books and ledgers.

3. Process, prepare and record invoices and vendor bills.4. Assist and support bookkeeper in preparing and maintaining accounts

receivable and accounts payable records.

5. Verify, ascertain and determine the correctness of financial data.6. Prepare and maintain sales records with invoice and payment details.7. Assist and support inventory controller in preparing and maintaining

inventory records.8. Track, record and maintain expenditure records with details.9. Assist and support internal and external audit terms.10. Integrate quality programmes in bookkeeper assistant activities.11. Complete any other reasonable tasks or requests, in order to meet KPI’s.

AUTHORITY:



INTER-RELATIONSHIP:

The Bookkeeping Officer reports to the Accountant / Finance Manager.



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1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Financial Diploma or equivalent qualification is required.

2. At least 3 – 4 years’ experience as a Bookkeeping Officer.3. Experience in a high-pressure environment with high volume turnabout and



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Document No.: W.I. 5.5.1 (z) i Effective Date: Page 57 of 105



POSITION – PAYROLL OFFICER

SCOPE:

To provide payroll and administrative support to the finance and human resources departments, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Perform employee payroll accounting and processing based on company policies.

2. Review payroll reports for correctness and completeness.3. Oversee payroll transactions including calculations, deductions and

withholdings.4. Make payroll entries and prepare and distribute payroll checks to

employees.5. Maintain employee data including payroll, timesheet, attendance, benefits

and other information.6. Respond to payroll inquiries and concerns form employees.7. Perform salary verification when requested.

8. Coordinate with finance and HR teams for payroll processing when needed.9. Process employee timesheets and leaves and other information required

for payroll processing.10. Generate periodic payroll reports to management for review.11. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:



INTER-RELATIONSHIP:

The Payroll Officer report to the Finance Manager / Human Resources Manager



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Document No.: W.I. 5.5.1 (z) ii Effective Date: Page 58 of 105





1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Diploma in Administration / Secretarial studies or equivalent qualification is required.

2. At least 3 - 4 years’ experience as an Office Administrator.3. Experience in high-pressure environment with high volume turnaround and

a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience in the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (aa) i Effective Date: Page 59 of 105



POSITION – RETAIL SALES MANAGER

SCOPE:

To ensure sales targets are achieved, provide support to the Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Increasing the company’s client base and revenues.2. Work with a sales team to generate leads for new business and customers

through continual sales promotions.3. Responsible for making sure the sales team adheres to the company

mission and meets sales quotas.4. Supervise the sales team’s daily performance and follow up on

achievements and assisting with transactions.5. Supervising the sales team to achieve operational targets by providing

business plans, and monitoring the performance of the sales team to ensure the specific portfolios of business performances are met.

6. Coaching the members of the sales team to deliver a standard of customer care consistently, while taking actions to make room for future growth.

7. Ensure that all business process standards are observed.8. Oversee the activities of the sales team to ensure their activities abide by

the Company’s policies and procedures.9. Execute priorities by ensuring an open line of communication between the

sales team and back office (Administration, Finance) team.10. Determines annual gross-profit plans by implementing marketing strategies

analysing trends and results.

11. Ensure accurate forecasting and demand planning for the growth of the market.

12. Establishes sales objectives by forecasting and developing annual sales volumes for regions and key accounts.

13. Implementing and managing the total sales and in-store marketing plans in Mozambique.

14. Managing all trade channels and key accounts relationships.15. Contributes to team effort by accomplishing related results as needed.



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16. Focus on professional approach to major / large contractors by securing long term supply contracts.

17. Establishing network sales, finding new areas and creating new distributors.18. Matching between the sales forecast Vs Warehouse Stock and Factory

production.19. Proper Shipments Plans Quantity Wise Vs Grades Wise.20. Maximizing the sales volume.21. Reviewing the final Sales & Shipments reports (Branches).22. Improving the Bulk Sales market in Mozambique.23. Opening new Branches meanwhile developing current branches by

implanting a proper sales and marketing plans.24. Develop other trading activities such as Steel, Bitumen, Aggregate etc.25. Reporting to management with the marketing updates, new comer,

competitor strategy, shipment plans, new plans and strategy in order to improve our presents and increase market share.

26. Complete any other reasonable tasks or requests as required, in order to meet KPI’s.

AUTHORITY:

1. Ensuring effective communication.2. The incumbent is required to exercise judgements and discretions in

decision making and will be expected to generate innovative solutions and proposals.


INTER-RELATIONSHIP:

The Retails Sales Manager reports to the Chief Operating Officer / Chief Executive Officer.



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7. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Marketing or equivalent qualification is required.

8. At least 5 years’ experience as a Sales Manager / Corporate Sales Manager.

9. Experience in high-pressure environment with high volume turnaround and a focus on quality.

10. Excellent knowledge of word processing.11. Extensive experience in the MS Office suite and Windows.12. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (bb) Effective Date: Page 62 of 105



POSITION – ASSISTANT SALES MANAGER

SCOPE:

To provide administrative support to the Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Collect and deposit payments from customers in the Cimento and Trading Nacional Bank account.

2. Deliver Invoices to customers on daily, weekly and monthly basis.3. Writing of daily Reports on collections and deposits.

AUTHORITY:



INTER-RELATIONSHIP:

The Assistant Sales Manager reports to the Sales Manager / Assistant Sales Manager.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Certificate in Administration or equivalent qualification is required.

2. At least 2 years’ experience as a Sales Administrator / Assistant.


4. Excellent knowledge of work processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (cc) i Effective Date: Page 63 of 105



POSITION – SALES REPRESENTATIVE

SCOPE:

To ensure sales targets are achieved and to provide administrative support to the Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Daily communication with customers in order to provide improved service.2. Gather information regarding feedback from customers on our product

(price, quality, demand, etc.)3. Assist clients with problem solving and advising on sales tactics.4. Motivate client to buy more of our product.5. Compile daily sales (orders) schedule.6. Visit various areas in Maputo and Matola (Catembe, Mulotane, Namaacha,

Salamanga, Massaca, Txumene, etc.) in order to improve visibility and availability or our cement.

7. Recruit vendors and distributors to represent Cimento Nacional and sell our products.

8. Follow the competitor’s movements in order to anticipate their next steps to ensure profitability and adherence to the needs of the clients.

9. Daily cold calls and scheduling of client appointments (new / major construction companies).

10. Stay informed (daily) regarding the major projects in Mozambique (to know which construction company is managing projects and pursue business opportunity).

11. Prepare and send quotations (with advise / assistance from colleagues).12. Responsible for collection and deposit of payments from clients.13. Identify advantages and compares organization’s products and services.14. Plan and organize personal sales strategy by maximizing the Return on

Time Investment for the territory / segment.15. Compile and present oral and written reports – to management – on

customer needs, problems, interests, competitive activities, and potential for

new products and services.



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AUTHORITY :



INTER-RELATIONSHIP:

The Sales Representative reports to the Sales Manager / Assistant Sales Managers.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Sales and Marketing or equivalent qualification is required.

2. At least 3 – 4 years’ experience as a Sales Representative.3. Experience in a high-pressure environment with high volume turnaround



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Document No.: W.I. 5.5.1 (d) i Effective Date: Page 65 of 105



POSITION – SALES COORDINATOR

SCOPE:

To provide sales and administrative support to the Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Coordinate support to sales professionals in creating sales strategies.2. Develop methodologies and logistics to market and sell products or

services.3. Coordinate and assist customers in meeting their merchandise

requirements.4. Support sales and marketing teams in achieving hundred percent

outcomes.5. Coordinate sales efforts in reaching or exceeding sales targets and goals.6. Coordinate marketing efforts to maximise business opportunities.7. Develop future sales projections and coordinate efforts to achieve

outcomes.8. Assist and support sales personnel in expanding customer base.9. Coordinate administrative sales staff in maintaining customer database.10. Ensure compliance of corporate policies and procedures.11. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:



INTER-RELATIONSHIP:

The Sales Coordinator reports to the Sales Distribution / Retail Sales Manager.



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Document No.: W.I. 5.5.1 (dd) ii Effective Date: Page 66 of 105





1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Diploma / Certificate in Sales Administration or equivalent qualification is required.

2. At least 2 – 3 years’ experience as a Sales Coordinator.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes


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Document No.: W.I. 5.5.1 (ee) i Effective Date: Page 67 of 105



POSITION – CORPORATE SALES MANAGER

SCOPE:

To ensure corporate sales targets are achieved, provide support to the Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Meet with corporate clients and scout for potential prospects regularly.2. Develop a marketing plan that would benefit both the client and the

company.3. Provide best service quality to customer.4. Prepare and present information required to execute sales goals.5. Ito interact everyday with Sales Consultant(s) for sales information required

for professional execution of all commitments.6. Participate in all weekly sales meetings.7. Inform COO of potential opportunities or concerns with customers and

special projects progress.8. Provide actionable suggestions for responding to new threats plus

opportunities rising in marketplace.9. Assist annual planning process for arising Corporate Initiatives and

Operating Framework.10. Suggest strategic business development initiatives and priorities.11. Define and evaluate imperative company’s new business development

opportunities.12. Ensure effective communication.13. Comply with all company procedures and policies.14. Ensure property compliance and execution of Operational Procedures

Guidelines.15. Complete any other reasonable tasks or requests, in order to meet KPI’s.

AUTHORITY:


2. The incumbent is required to operate within the policies and procedures of the Company

TO CONTINUE ON NEXT PAGE


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Document No.: W.I. 5.5.1 (ee) ii Effective Date: Page 68 of 105




INTER-RELATIONSHIP:

The Corporate Sales Manager reports to the Chief Operating Officer / Chief Executive Officer.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Marketing or equivalent qualification is required.

2. At least 5 years’ experience as a Sales Manager / Corporate Sales Manager.


4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (ff) i Effective Date: Page 69 of 105



POSITION – CORPORATE SALES ASSISTANT

SCOPE:

To provide sales and administrative support to the Corporate Sales Department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Reach new account targets on large corporate account prospects.2. Discuss with Corporate Sales Manager to implement sales strategies for

geographical portfolios.3. Engage in qualification process of new customer prospects.4. Handle sales efforts for company services and product offerings.5. Lead marketing activities to take company services to defined customer

segmentation.6. Maintain assigned accounts entirety and travel to multiple locations.7. Develop and execute sales plans supporting increased sales.8. Oversee and assess customer sales activity and strategize on adjustments.9. Corroborate with operational staff at multiple sites for meeting customer

needs.10. Synthesize with inside sales efforts and offer data flow on accounts and

competitors.11. Finish administrative functions on time.12. Manage high level of expertise and product knowledge.13. Develop and report competitive market analysis.14. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.

AUTHORITY:





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Document No.: W.I. 5.5.1 (ff) ii Effective Date: Page 70 of 105




INTER-RELATIONSHIP:

The Corporate Sales Assistant reports to the Corporate Sales Manager.


1. Unless the applicant can demonstrate that he/she gained the necessary competencies through experience, a Diploma in sales and marketing studies or equivalent qualification is required.

2. At least 2 – 3 years’ experience as a Sales Assistant.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of sales administration principles, standards and

processes.


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Document No.: W.I. 5.5.1 (gg) i Effective Date: Page 71 of 105



POSITION – CUSTOMER RELATIONS OFFICER

SCOPE:

To provide customer service support to the Sales, Operations and Logistics Departments, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Develop and execute strategies to meet company objectives and goals.2. Provide analytical a result oriented services in line with company policies

and procedures.3. Participate in all activities to minimize delinquency and loan losses.4. Ensure timely collection and follow up actions on potentially delinquent

accounts.5. Analyse customer trends to optimize sales and service administration

procedures.6. Identify customer requirements and complaints to assist them effectively.7. Optimize customer relationship through different strategies.8. Provide excellent customer service to all ranges of customers.9. Ensure prompt follow up actions on all customers enquires and issues.10. Resolve customers’ problems proactively to ensure absolute customer

satisfaction.11. Complete any other reasonable tasks or requests, in order to meet KPI’s.12. Ensure 100% customer satisfaction at all times.13. Ensure all related information is communicated to the correct department

and person.

AUTHORITY:





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Document No.: W.I. 5.5.1 (gg) ii Effective Date: Page 72 of 105




INTER-RELATIONSHIP:

The Customer Relations Officer reports to the Manager: Logistics, Transport, Ex-Factory Sales.


1. Unless the applicant can demonstrate that he/she has gained the necessary competencies through experience, a Diploma in administration / customer service studies of equivalent qualification is required.

2. At least 3 – 4 years’ experience as a Customer Relations Officer.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, customer service, standard

and processes.


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Document No.: W.I. 5.5.1 (hh) i Effective Date: Page 73 of 105



POSITION – MANAGER LEGAL AFFAIRS

SCOPE:

To ensure that the companies has adhered to the constitution, laws and regulations of the country. Ensuring legal compliance of the companies.

RESPONSIBILITY:

1. Setting up the legal department.2. Develop and implement business rules (company licensing, setting up

contracts and implementing it).3. Union negotiating – conduct, manage and report writing.4. Assist in negotiating and drafting agreements with vendors, and others.5. Stay up to date on current and pending legislation, rules and regulations

that affect Companies’ business operations.6. Ensure that the companies adhere to the constitution and by-laws as well

as the laws and regulations of the country.7. Ensure that companies’ legal matters are managed properly, efficiently and

that the relevant and respective stakeholders are shared and given proper advice and guidance.

8. The incumbent will ensure that the CEO, COO and Management are provided with updates and reports on a regular basis.

9. Assist in the risk management if any, based on the companies’ matter of concern.

10. Drafting and vetting of various documents, undertakings and authority letters, vendor contracts, etc.

11. Liaison with relevant Government offices and other authorities if necessary.12. Visit Authorities for documentations, follow up and keeping the record of the

same.13. Coordination and Briefing / discussion with external lawyers for legal cases

and to negotiate the fees structure of Advocates.14. Coordinate and make arrangements required for Arbitration proceedings

and provide the required documents to appointed Advocate for proceeding of Arbitration.

15. Attend meetings/conferences as and when required / directed by superiors.16. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.



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Document No.: W.I. 5.5.1 (hh) ii Effective Date: Page 74 of 105




AUTHORITY:

1. The Incumbent is required to exercise judgements and discretion in decision making and will be expected to generate innovative solutions and proposals.


INTER-RELATIONSHIP:

The Manager Legal Affairs reports to the Chief Operating Officer.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Legal Studies or equivalent qualification is required.

2. At least 5 years’ experience as a Legal Advisor.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.7. Sound knowledge of legislation and laws.


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Document No.: W.I. 5.5.1 (ii) Effective Date: Page 75 of 105



POSITION – LEGAL AFFAIRS ASSISTANT

SCOPE:

Assistance to the Head of Legal Affairs ensuring that the companies have adhered to the constitution, laws and regulations of the country and ensuring legal compliance of the companies.

RESPONSIBILITY:

1. Assist the Head of Legal Affairs making sure all companies, branches and warehouses have all required legal documents (e.g. operating license, nominal list, working hours schedule, workers insurance, contracts of employment, etc.)

2. Assist the Head of Legal Affairs making sure all companies, branches and warehouses comply with other legal requirements (e.g. environmental, health and safety, registrations for social security, tax and labour, etc.)

3. Assist the Head of Legal Affairs making sure all expats employees have all required documents to legally work in Mozambique and for the companies.

4. Assist the Head of Legal Affairs developing and implementing business rules (company licensing, setting up contracts and implementing it).

5. Assist the Head of Legal Affairs with union negotiations.6. Assist the Head of Legal Affairs drafting agreements with vendors and

others.7. Stay up to date on current and pending legislation, rules and regulations

that affect Companies’ business operations.8. Assist the Head of Legal Affairs ensuring that the companies adhere to the

constitution and by-laws as well as the laws and regulations of the country.9. Ensure that companies’ legal matters are managed properly, efficiently and

that the relevant and respective stakeholders are shared and given proper advice and guidance (always under the supervision and instruction by the Head of Legal Affairs).

10. The incumbent will ensure that the CEO, COO and Management are provided with updates and reports on a regular basis.

11. Assist in the risk management if any, based on the companies’ matters of concern.

12. TO BE CONTINUED ON NEXT PAGE13. [14.] AUTHORITY:1.

INTER-RELATIONSHIP:



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Document No.: W.I. 5.5.1 (ii) Effective Date: Page 76 of 105





14.[15.] Assist the Head of Legal Affairs drafting and vetting of various documents, undertakings and authority letters, vendor contracts, etc.

15.[16.] Liaison with relevant Government officers and other authorities if necessary.

16.[17.] Visit Authorities for documentations, follow up and keeping the record of the same.

17.[18.] Attend the meetings / conferences as and when required / directed by superiors.

AUTHORITY:



INTER-RELATIONSHIP:

The Legal Affairs Assistant reports to the Head of Legal Affairs.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Legal Studies or equivalent qualification is required.

2. At least 5 years’ experience as a Legal Advisor.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.

5. Extensive experience of the MS Office suite and Windows.6. Sound knowledge of administration principles, standards and processes.7. Sound knowledge of legislation and laws.


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Document No.: W.I. 5.5.1 (jj) i Effective Date: Page 776 of 105



POSITION – LOGISTICS, TRANSPORT AND DISTRIBUTION MANAGER

SCOPE:

To ensure effective, on time delivery of goods. Manage Fleet and logistics and offer support to the Production department, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Evaluate and interpret thoroughly all freight charges sustained.2. Develop and execute operational strategies to optimize customer service as

well as economic results.3. Comply with local and governmental warehousing, material handling as well

as shipping requirements through studying current and new legislation.4. Enforce adherence to requirements and recommend management on

necessary actions.5. Perform safeguards warehouse operations along with contents to establish

and monitor security methods and protocols.6. Inspect equipment, issue work orders for requisitions and for replacement.

7. Develop solutions to leverage Company’s volumes and systems.8. Collaborate to provide steadily high levels of customer care service in cost-

effective approach.9. Identify and prioritize logistics needs and convey suggestions to upper

management for attaining efficient product distribution.10. Provide data and suggest solutions on product tracking, rerouting costing,

route analysis and usage alternatives.11. Contribute to team effort by achieving required results.12. Develop and implement load planning and load building applications.13. Troubleshoot and resolve large complex issues and procedures.14. Perform periodical assessment of transportation operations to maximize

performance.15. Ensure effective communication with customers, distributors and suppliers

at all times.16. Ensure sales targets are achieved.17. Complete related documentation and ensure administration is updated.18. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.



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Document No.: W.I. 5.5.1 (jj) ii Effective Date: Page 787 of 105




AUTHORITY:

The Manager: Logistics, Transport, Distribution Manager reports to the Chief Operating Officer.

INTER-RELATIONSHIP:




1. Unless the applicant can demonstrate that he/she gained the necessary competencies through experience, a Diploma in Logistics / Transportation studies or equivalent qualification is required.

2. At least 3 – 4 years’ experience as a Logistics Manager.3. Experience in a high-pressure environment with high volume turnaround

and a focus on quality.4. Excellent knowledge of word processing.5. Extensive experience of the MS Office suite and Windows.6. Related legislation.7. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (kk) i Effective Date: Page 798 of 105



POSITION – FLEET MANAGER

SCOPE:

To ensure effective management of the fleet and on time delivery of products, contributing to its overall efficiency and effectiveness.

RESPONSIBILITY:

1. Ensure fleet availability to meet all requests by scheduling, forecasting and surveying current user trends.

2. Maintain knowledge and utilize all fleet information and user surveys to forecast new requirements.

3. Arrange fleets and fleet operational staff to provide support and schedule Special Event Planning.

4. Perform vehicle registration, insurance and all other required formalities and documentation regarding induction of new vehicles in existing fleet.

5. Oversee routine and ad hoc maintenance, obtain tags for new vehicles and renew old ones to ensure schedule fleet management.

6. Monitor and ensure fleet operation in compliance with local and government rules and regulations.

7. Maintain and monitor data management system to organize fleets as per various schedules and requests.

8. Streamline and monitor fuel purchase system with assistance of Fuel Cards

for all vehicles and drivers.9. Develop and implement standard operational standards to maintain

vehicles by advocating best practices in industry.10. Plan, process and execute vehicle purchase and vehicle replacement

through efficient settlement.11. Plan and prepare annual budget, expenditures and analyse all financial

objectives.12. Facilitate and implement corrective actions and capacity building to manage

entire fleet to achieve company objectives.13. Complete any other reasonable tasks or requests as required, in order to

meet KPI’s.



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Document No.: W.I. 5.5.1 (kk) ii Effective Date: Page 8079 of 105




AUTHORITY:



INTER-RELATIONSHIP:

The Fleet Manager reports to the Operations Manager.


1. Unless the applicant can demonstrate that he has gained the necessary competencies through experience, a Diploma in Fleet Management or Business studies or equivalent qualification is required.

2. At least 5 years’ experience as a Fleet Manager.3. Experience in a high-pressure environment with high volume turnabout and

a focus on quality.4. Excellent knowledge of work processing.5. Extensive experience of the MS Office suite and Windows.

6. Sound knowledge of administration principles, standards and processes.


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Document No.: W.I. 5.5.1 (ll) Effective Date: Page 810 of 105



POSITION – MANAGER HUMAN RESOURCES

SCOPE:

RESPONSIBILITY:

AUTHORITY:

INTER-RELATIONSHIP:



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Document No.: W.I. 5.5.1 (mm) Effective Date: Page 821 of 105



POSITION – HUMAN RESOURCES ASSISTANT

SCOPE:

RESPONSIBILITY:

AUTHORITY:

INTER-RELATIONSHIP:



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Document No.: W.I. 5.5.1 (nn) Effective Date: Page 832 of 105



POSITION – WORKERS / PACKERS??

SCOPE:

RESPONSIBILITY:

AUTHORITY:

INTER-RELATIONSHIP:



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Document No.: W.I. 5.5.1 (oo) Effective Date: Page 843 of 105



POSITION – WAREHOUSE

SCOPE:

RESPONSIBILITY:

AUTHORITY:

INTER-RELATIONSHIP:



TITLE:

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Document No.: W.I. 5.5.1 (pp) Effective Date: Page 854 of 105



POSITION – SUPERVISORS

SCOPE:

RESPONSIBILITY:

AUTHORITY:

INTER-RELATIONSHIP:



TITLE:

SUBTITLE:


ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – GLOBAL ORGANOGRAM

Document No.: W.I. 5.5.1 (qq) i Effective Date: Page 865 of 105




TITLE:

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – ORGANOGRAM

Document No.: W.I. 5.5.1 (qq) ii Effective Date: Page 876 of 105



ORGANOGRAM

Plant Manager

Quality Control Chief Assistant Plant Manager Electrical Maintenance Technical

Mechanical Maintenance Technical

Laboratory Assistant Control Room Operator (Cement)

Packaging and Delivery Operators (Outsourced)

Mechanics Assistant


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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – FINANCE DEPARTMENT

Document No.: W.I. 5.5.1 (qq) iii Effective Date: Page 887 of 105



FINANCEMANAGER

CHIEFACCOUNTANT

ACCOUNTANTS

BOOKKEEPING OFFICERS


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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – SALES & MARKETING DEPARTMENT

Document No.: W.I. 5.5.1 (qq) iv Effective Date: Page 898 of 105



RETAIL SALESMANAGER

ASSISTANTSALES

MANAGER

SALES REPRESENTATIVES

SALES COORDINATOR


TITLE:

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – CORPORATE SALES

Document No.: W.I. 5.5.1 (qq) v Effective Date: Page 9089 of 105




CORPORATE SALES MANAGER

ASSISTANT

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – HUMAN RESOURCES & ADMINISTRATION

Document No.: W.I. 5.5.1 (qq) vi Effective Date: Page 910 of 105




HUMAN RESOURCES MANAGER

ASSISTANT

PAYROLL OFFICER

TITLE:

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – LOGISTICS, TRANSPORT & DISTRIBUTION

Document No.: W.I. 5.5.1 (qq) vii Effective Date: Page 921 of 105




LOGISTICS, TRANSPORT & DISTRIBUTION MANAGER

SUPERVISORS

WORKERS

WAREHOUSE

CUSTOMER RELATIONS

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – LEGAL AFFAIRS

Document No.: W.I. 5.5.1 (qq) viii Effective Date: Page 932 of 105



LEGAL AFFAIRS

ASSISTANT


3. AdministrationSee page 13

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ADMINISTRATION - RESPONSIBILITY AND AUTHORITY – MATRIX OF ORGANISATION DIVISIONS VS ELEMENTS

Document No.: W.I. 5.5.1 (rr) Effective Date: Page 943 of 105



MATRIX OF ORGANISATION DIVISIONS VS ELEMENTSDepart-

ment Production Marketing Administration &Finance

Qua-lity

Division Management

Raw Ma-

terial

Process1

Process 2

Delivery Area (a)

Area (b)

Orders Sale Finance Man Rep

5.1 X X X X X X X X X X X

5.2 X X X X X X X X


5.4 X X X X

5.5 X X X X X

5.6 X X X



6.3 X X X X X X X


7.1 X X X

7.2 X X X X X X X X X X

7.3 X X X X X X X

7.4 X X X X X X X


7.6 X X X X X XX

8.1 X X X X X X X X X

8.2 X XX

X X X X X X X X





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ADMINISTRATION – MANAGEMENT REPRESENTATIVE

Document No.: PROC 5.5.2 Effective Date: Page 954 of 105



PURPOSE

The purpose of this procedure is to define the limits of authority and responsibility of the Management Representative in order to comply with the requirements of the standards.

SCOPE

The scope of this procedure covers the entire organisation where an interface with the Quality System is applicable.

RESPONSIBILITY

To ensure that the Quality System meets the requirements of the standard.

PROCEDURE

Appointees:

The Group CEO or as delegated to any or all of the following:

His / their responsibilities and authority shall inter-alia, and notwithstanding any other functions be to:-

1. Report on the Quality System to Management during the review as a basis for improvement.

2. Liase with external parties concerning Quality.3. Execute duties as defined in his job description.4. Promote the awareness of customer requirements during the quarterly

staff meeting.

Any of the above is accorded direct access to the Director in matters pertaining to Quality or the Quality System.

W.I. 5.5.1 (e)


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ADMINISTRATION – INTERNAL COMMUNICATION

Document No.: PROC 5.5.3 Effective Date: Page 965 of 105



PURPOSE

The purpose of this procedure is to define how, and between whom internal communication takes place.

SCOPE

The scope of this procedure covers the entire organisation.

RESPONSIBILITY

It is the responsibility of all staff to ensure that effective communication takes place in the organisation.

PROCEDURE

This is achieved by:

a Defining the interrelationship of all personnel. b. Cell communication between delivery trucks, management and plant.c. By Branch meetings, not less than once a month.d. By monthly quality meetings that are minuted.e. Internal audits. f. Management Review Meeting of the year.

PROC 5.5.2 (b)

PROC 8.2.2PROC 5.6


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MANAGEMENT REVIEW

Document No.: PROC 5.6 (a) Effective Date: Page 976 of 105



PURPOSE

The purpose of this procedure is to ensure that regular Management reviews are held to determine the effectiveness of the Quality System and that it fulfils the requirements of the standard.

SCOPE

The scope of this procedure is to define at what intervals Management Reviews will be held, who will be involved and what information will be disseminated.

RESPONSIBILITY

RESPONSIBLE PERSONS

The Chief Operating Officer (COO)The Technical Director The Manager / Management RepresentativeThe Quality SupervisorThe ConsultantThe Sales and Marketing Manager

PROCEDURE

The Management Review will be held at least once a year and the Management Representative will send notifications at least one week in advance.

By reviewing the documents and data contained in the information (See below) objectively they will assure that:

o The corrective and preventative actions were appropriate and are closed out.

o The system is adequately controlled.o Adequate resources are available and utilised.o The quality objectives will also be reviewed to ensure that they are

suitable and realistic. o the Quality Policy is suitable and effective.o that the quality system is properly implemented, maintained and

understood and concurs with the Quality Policy in order to conclude that the quality system is suitable and effective.

CONTINUED ON NEXT PAGE


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MANAGEMENT REVIEW

Document No.: PROC 5.6 (a) Effective Date: Page 987 of 105



CONTINUED FROM THE PREVIOUS PAGE

1 INFORMATION

Items from previous Reviews }Customer Complaints and Reviews }Non-Conformances }

Corrective/Preventative Actions } INPUTS AND Internal and External Quality Audits } OUTPUTSManagement Representatives Report }Statistical Analysis including Process Performance }Resources: Needs- Capital- Human including Training Needs- Other

Recommendations for improvements.

The following information is optional/other:-

- Formula Books or formulations. }- List of Approved Suppliers } INPUTS AND OUTPUTS- Maintenance Schedule (Preventative) }

The Management Review will be conducted in accordance with the agenda and will be documented in the Management Review Minutes.

The Management Review will cover all the facilities in the company at one time, as it relates to the items defined on the Agenda.

W.I.5.5.6 (j)

W.I. 5.6


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MANAGEMENT REVIEW

Document No.: PROC 5.6 (b) Effective Date: Page 998 of 105



RESPONSIBLE ACTION PROCEDURE / WORK INSTRUCTION

Management Representative

W.I. 8.2.2 (a)Planning


E-mailW.I. 5.6

COOAll Participants

W.I. 5.6 (b + c)W.I. 8.1 (b) i – v + (c)W.I. 5.5.3 Summary

W.I. 8.4

COOAll Participants

PROC 5.6


W.I. 5.6PROC 4.2.4


W.I. 5.6

Management Representative &Quality Committee

W.I. 5.3.3W.I. 8.3 (b) + (c)

W.I. 8.5.3

All PROC 5.5.3PROC 8.3 (b)PROC 8.5.3

Notification, Agenda & Previous Minutes

PreparationReports / Trend Analysis & Objectives

Statistics

Conduct Management Review

Record Minutes &Conclusion

Action Items

Quality MeetingsNon Conformances orPreventative Actions

Process for Quality Meetings and Corrective Actions


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MANAGEMENT REVIEW – AGENDA FOR MANAGEMENT REVIEW

Document No.: W.I. 5.6 Effective Date: Page 10099 of 105



AGENDA FOR MANAGEMENT REVIEW

1 ATTENDANCE LIST2 MINUTES OF PREVIOUS MANAGEMENT REVIEW

3 CURRENT REVIEW ITEMS3.1 Management Representative’s report covering the following

issues:

3.1.1 Customer Complaints and Reviews

3.1.2 Non-Conformances

3.1.3 Corrective and Preventative Actions

3.1.4 Internal Quality Audit reports

3.1.5 External Quality Audit reports

3.1.6 Statistical Analysis

3.1.7 Recommendation for improvements

3.1.8 Additional item of concern

3.1.9 EFFECTIVENESS PRODUCT3.2.0 RESOURCES NEEDS3.2.1 PLANNING FOR QUALITY 3.2.2 QUALITY POLICY AND OBJECTIVES4. OBJECTIVESCONCLUSIONS

INPUTS OUTPUTS % Achieved New Target


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Document No.: Effective Date: Page 1010 of 105



“For Future Use”


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5. management responsibility draft 4 10 march 2014

Documents