Company Profile of Operation Depatment

OPERATION DEPARTMENT
(POLICIES & PROCEDURES)
“EXCELLENCE IS OUR HABIT”
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Mission statement
“Aiming to perform beyond the limits for the outstanding performance and
accomplishment of corporate objectives”
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HIERARCHY OF OPERATIONS
GM OPERATIONS
(Rabail Anwar)
MANAGER MANAGER
PROCURMENT INVENTORY
(Humaira Anwer) (Anam Farooq)
Vendor Local Import

Relation purchase officer Issuing officer Receiving Warehouse
officer manager (suhail) (Ali) officer supervisor
(Haris) (Waqas) (Awais)) (Mauvia)
DEPARTMENT OPERATIONS
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PROCUREMENT OPERATIONS
Its main functions are
• Local purchases
• Imports
Local purchases:
It deals with local supplies which include office equipment, warehouse equipment
and accessories and other accessories needed.
Import purchases:
It deals with imports of foreign products. In case of Heeds, it includes Britvic
juices.
INVENTORY OPERATIONS
It deals with the delivery, maintenance, updation and issuance of inventory.
• Delivery
It includes the delivery of all the imports and general and local purchases.
Imports at the initial stage include Britvic Juices. Local & general purchases
include all the equipment needed by the company.
• Updation
At what stage we are re-ordering our stock.
• Maintenance
It includes that how our imports are being maintained in the warehouse and
also how local and general sales are maintained in the ‘HEEDS’.
• Issuance
At this step, the inventory is issued to different retailers and to the
distributors as per requirement.
At each step of inventory management, there are proper check and balances.
OBJECTIVES
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• The primary objective of our department is to strictly observe overall
operations in order to achieve corporate objectives.
• Coordination, cooperation, and communication with all departments.
• To ensure a focused and properly organized system of procurement.
• To effectively handle and maintain the inventory.
• Ensuring a balance of demand and supply.
• Transparency in dealings is one of our main objectives.
OUR VALUES
• Showing and encouraging TEAMWORK

• Maintaining and developing high standards of IMAGE
• Treating people with RESPECT
• Creating and developing a POSITIVE ENVIRONMENT
• Building a REPUTATION FOR SUCCESS
• Working with the highest INTEGRITY
Procurement policies
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Vendor selection criteria
 It is one of policy of HEEDS that we give priority to repute or goodwill of our
vendors and choose accordingly.
 We prefer those vendors who have almost 5 years experience in concern business.
 Vendors should be ISO certified 9002.
 Vendors are also evaluated on price criteria.
 We also regard the inventory turn over of our vendors that in how much time we
are facilitate with our requirements. Maximum limit is 7 days.
 Technological aspect of vendors is also assured.
 Can the vendor provide food items within programmed criteria?
 Does the vendor have appropriate business license?
 Does the vendor carry the appropriate liability insurance?
 Does the vendor return calls appropriately?
VENDOR RELATIONS
 We aim to have good relations with our vendors, and maintain an equal, impartial
and fair attitude towards suppliers to build a cooperative and trusting relationship.
 Regularly implement a fair, transparent objective and reasonable assessment of
suppliers with the aim of maintaining a stable relationship with excellent
supplier’s aspect of technology, quality, price, supply capacity. Etc
TERMS AND CONDITIONS

 Vendors will not be liable to provide the goods without receiving the purchase
demand/supply order.
 The Vendor should agree to furnish the products and/or services in strict
accordance with the specifications, and at the price set forth for each item.
 Nothing in the purchase order may be added to, modified, superseded or altered
except in writing signed by an authorized representative of the purchasing office
and acknowledged by the Vendor
 Each shipment received shall be only upon the terms contained in the purchase
order
 Invoices received without the Purchase Order Number referenced will not be
processed for payment
 Vendor will be liable to accept the rejected goods.
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 Vendors will not be allowed to handover any demanded goods to any other person
except the company’s authorize purchase officer.
 Vendor is liable to follow all rules and regulation consistently.
 Vendors are liable to assure delivery of goods in due time.
PURCHASE POLICIES AND PROCEDURE

PURCHASE POLICIES
 HEEDS (PVT) LTD believes in fair purchase dealings with our vendor and
expects the same thing from them.
 Acknowledgement of receipt of Purchase Order by the Vendor’s signing and
returning an acknowledgement copy of it.
 As the purchase order is put forward, vendors are liable to act upon it’s per
requirement.
 One of policy of HEEDS that vendor are suppose to follow and maintain a match
between demand and supply.
 A general assurance is expected from vendors regarding the supply of goods.
 A purchase agreement is signed with our respective vendor.
 Vendors are liable to provide the purchase item within due date
 Fitness of goods including their packaging.
 Vendor warrants that the goods, including their packaging, conform to
specifications and are fit for the purpose for which such goods are ordinarily used
and for purposes expressly made known to the Vendor.
 The Vendor also warrants that the goods are contained or packaged in a manner
adequate to protect the goods.
CLAIM POLICIES
 For local purchases

If there would be damaged products (bought in bulk) then they will be simply
replaced with new ones.
 For imports
Damaged and expired products will be enter into claim form and will be
forward to the concern vendor and according to agreement between HEED ant
that vendor, due amount in cash will be transferred to HEEDS account.
 Risk of loss
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Risk of loss or destruction to the goods shall be borne by the vendor until
physical delivery of the goods has been completed in accordance with this
Contract.
PAYMENT POLICIES
 Payment policy for local vendors is cash based.
 Payment in full or partial shall be made within thirty (30) days after receipt of
invoice.
 Payment policy for imports is cash based and through L/C.
TERMINATION OF CONTRACT
If the vendor seems to be negligent of its responsibilities and do not fulfill terms ad
conditions then HEEDS (pvt) Ltd will think about taking action and terminating the
contract.
Following cases can arise.
 Vendor become unable to meet our specification
 Vendor performance does not seem to be satisfactory.
 Vendor violates the contract.
 Confidentiality: All documents, correspondences, decisions and orders
concerning the contract shall be considered as confidential and restricted in
nature by the Vendor and he/she shall not divulge or allow access to them by any
unauthorized person.
Conditions of Termination
Cancellation Prior to contract Formation

When this purchase order is not accepted by written acknowledgment, this
purchase order may be canceled by written or oral notice to the Vendors prior to
shipment of goods.
Termination after contract formation
The Purchasing manager shall give written notice of the termination to the
Vendors specifying the part of the purchase order terminated and when termination
becomes effective. Upon receipt of the notice of termination, the Vendor shall incur no
further obligations except to the extent necessary to mitigate costs of performance.
QUALITY POLICIES
 HEEDS (Pvt) Ltd believes in quality at every step.
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 Our quality policy means conformance to requirements which begins at start of
operations and covered by all of its sub functions.
 In terms of vendors our quality policy means conformance to specifications.
 Being working in operation department we conform to quality of logistics, quality
of distribution service (agents concern and keeping an eye on their activities) and
assurance of quality of goods to be procured.
IMPORT PURCHASE CHART FLOW
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LOCAL PURCHASE FLOW CHART
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COMMUNICATION PATTREN
(PROCUREMENT)
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FLOWCHART FOR PAYMENT OF LOCAL PURCHASES
Local purchase officer

receives bill.
Bill is then delivered to

procurement manager.
Bill after some examination

is delivered to finance
manager.
Examination and allocation

of bill by finance manager
occurs here.
Approval by finance
manager for payment.
Cheque issuance by finance

officer with signature by
finance manager.
Copy of receipt of payment

will be delivered to
procurement department
and finance department.
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COMMUNICATION PATTERN FOR VENDOR SELECTION
Local purchase officer

prepares and issues tender
Vendors apply according to

the tender requirements.
Venders send their profile to

local purchase officer.
Local purchase officer sorts

out all the venders against
standards set by the company.
Vender relation officer

confirms the registration of all
the venders.
Details are forwarded to

purchases manager and
finance manager.
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COMMUNICATION PATTREN FOR PURCHASES PROCESS
MARKETING AND SALES

DEPARTEMNT and ADMIN
DEPARTMENT send request
according to their requirement
GM operations receives request

and sends the details of products
to inventory manager.
Inventory manager after

examining the inventory places
order to purchases manager.
Purchases manager then sends

purchases order to the venders.
Vender delivers the products

according to set agreement and
time
Inventory manager receives the

products by venders and perform
certain checks to ensure the
maintenance of quality.
Purchase manager sends details of

products and billing information to
vender relation officer and finance
manager.
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INVENTORY POLICIES AND PROCEDURES
Inventory operation as the combination of systems and processes involved with inventory
might as well as the physical aspects of storage and material handling. Inventory as per
demand assessed by the marketing team, a specified amount of inventory needed is put
forward to vendors.
Policies
1. Inventory Order
According to the order policy first we contact our vendors through UAN
number. Further specifications and details are mailed to concerned vendors.
The vendor note down the specifications and act upon it as agreement.
Vendors are liable to facilitate us with the stock within 10 days. Vendors are
informed in case of any damages or risk losses.
Orders are placed electronically by a computer linking the ordering and
supplying parties.
2. Inventory Updating
In order to update inventory Heeds has the policy that 15 days stock will
be maintained in our warehouse as per requirements.
Inventory is counted on the continuous basis (cycle counting) to maintain
high level of accuracy. Best way to identify problem on timely basis and
providing an environment for continuous improvement.
3. Inventory Maintenance
Heeds head office is in Faisalabad and its major warehouse is also in
Faisalabad.
Heeds has a policy to maintain its inventory. In this regard we have
planned to manage inventory in a way that is most efficient. And fulfill the
demand of all retailers and agents. The main lines we are using to maintain
inventory bar code system.
All the imported and local goods are maintained and handled here.
Issuance and delivery receipts are signed by the respective officers and properly
checked. After that adequate inventory records are also maintained.
Additional inventory that should be carried as a buffer for changes in sales
is also maintained.
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4. Inventory Quality
Heeds also have a policy to control its inventory with fully equipped
warehouse with all the required facilities. It has a low density storage area for the
better quality of products storage and well organized cold storage place. It
provides proper lightening, shelf and product rack labeling too.
It does not have a high density storage area which makes it difficult to
accurately count the product. Crowded and unorganized areas become “Black
Holes” for all the products.
4. Logistics
When goods are made to inventory, they are stocked in a warehouse. A
carrier used to transport the products to the retail shops which include delivery
vans. The products are transported to distributors through containers as per
requirement.
Procedures
1. Inventory Order
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2. Inventory Maintenance
• Bar-code system
Computing the optimal inventory
OI OP + ½ RQ
• OI optimal inventory
• OP order point
• RQ replenishment quantity (the quantity ordered each time the available stock
falls below the order point)
3. Inventory Updation
Cycle Counting
• Frequency of counts
• Accuracy tracking
• Blind counts
• Timing
4. Logistics
No of vehicles
2 Wheelers 2
4 wheelers 6
CONTARCUAL CARRIAGES
In order to carry goods from ware house to distribution centers we have managed
carriages on contractual basis.
Its details and specification is given below.
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Standard 20'
Inside Length Inside Inside Door Door Capacity Tare Maxi Cargo
Width Height Width Height Weight
19'4" 7'8" T 10" 7'8" 7'6" 1,172 Ctt 4,916 Lbs 47,900 Lbs
5.900 m 2.350 m 2.393 m 2.342 m 2.280 m 33.2 2,230 Kgs 21,770 Kgs
Cu.m
Standard 40'
39' 5" 7'8" 7' 10" 7'8" 7' 6" 2.390 Cft 8,160 Lbs 59,040 Lbs
12.036 m 2.350 m 2.392 m 2.340 m 2.280 m 67.7 3,700 Kgs 26,780 Kgs
Cu.m
Upgraded 20'
Inside Length Inside Width Inside Height Door Width Door Height Capacity Tare Weight Maxi Cargo
19' 4" 7'7" 7' 10" 7'6" 7'6" 1,150 Cft 5,060 Lbs 61.996 Lbs
5.900 m 2.311 m 2.390 m 2.286 m 2.280 m 32.63 Cu.m 2,300 Kgs 28,180 Kgs
High Cube 40'
39' 5" 7'8" 8' 10" 7'8" 8'5" 2,694Cft 8,750 Lbs 58,450 Lbs
12.036 m 2.350 m 2.697 m 2.338 m 2.585 m 76.3 Cu.m 3,970 Kgs 26,510 Kgs
Reefer 20'
Inside Inside Inside Door Door Capacity Tare Maxi Cargo

Length Width Height Width Height Weight
17'8" 7'5" 7'5" 7'5" 7'3" 1,000 Cft 7,040 Lbs 45,760 Lbs
5.425 m 2.275 m 2.260 m 2.258 m 2.216 m 28.3 Cu.m 3,200 Kgs 20,800 Kgs
Reefer 40'
37' 8" 7'5" 7'2" 7'5" 7' 10" 2,040 Cft 10,730 Lbs 56,276 Lbs
11.493 m 2.270 m 2.197 m 2.282 m 2.155 m57,8 Cu.m 4,900 Kgs 25,580 Kgs
Reefer 40' High Cube
37'11" 7 6" 8'2" 7'6" 8'0" 2.344 Cft 9,900 Lbs 57,561 Lbs
11.557 m 2.294 m 2.500 m 2.294 m 2.440 m 66.6 Cu.m 4,500 Kgs 25,980 Kgs
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INVENTORY FINAL FLOW CHART
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COMMUNICATION PATTREN
(INVENTORY)
CLAIM FOR DEFECTIVE ITEMS
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INVENTORY PROCESS
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FORMS
PROCRUTMENT
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HEEDS(PVT Ltd)
This Contract is entered into by and between HEEDS PVT Ltd and MERS(PVT
Ltd) .The term of this Agreement shall begin on and shall continue through its
termination date of
The specific terms of this Contract are as follows:
1.MERS will provide all the contractual carriges in tme.
2.MERS will provide the logistics as per requirment.
3 Dues will be settled in the beginning.
In consideration of the mutual promises set forth herein, the First Party covenants
and agrees that it shall
_______________________________________________________________________
______
_______________________________________________________________________
______
_______________________________________________________________________
______.
The HEEDS covenants and agrees that it shall
___________________________________
_______________________________________________________________________
______
_______________________________________________________________________
______.
This Contract may not be modified in any manner unless in writing and signed by
both Parties. This document and any attachments hereto constitute the entire
agreement between the Parties. This Contract shall be binding upon the Parties,
their successors, heirs and assigns and shall be enforced under the laws of the State
of ____________.
___________________________________
___________________________________
(Signature) (Signature)
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___________________________________
___________________________________
(Printed Name) (Printed Name)
___________________________________
___________________________________
(Address) (Address)
Date: _________________, 20___ Date: ______________, 20____
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HEEDS(PVT Ltd)
Bill of Lading
TRAILER/CAR NUMBER: __________________
BILL DATE: __________________
TO FROM
Consignee Shipper
Street Street
Destination Origin
City/State/Zip City/State/Zip
Route: Special Instructions:
FOR PAYMENT, SEND BILL TO SHIPPER'S INSTRUCTIONS
Name
Company
Street
City/State/Zip
NO. SHIPPING TIME DESCRIPTION OF WEIG RAT CHARGES

UNITS ARTICLES HT E
SPECIAL MARKS &
EXCEPTIONS
REMIT C.O.D. C.O.D. AMOUNT: $ C.O.D. FEE

PREPAID
COLLECT
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TO: If this shipment is to be TOTAL
delivered to the consignee CHARGES $
ADDRESS: without recourse on the
consignor, the consignor
shall sign the following
statement: The carrier
shall not make delivery of
this shipment without
payment of freight and all
other lawful charges.
______________________
__________
(Signature of Consignor)
NOTE: W here the rate is dependent on Freight Charges are collect
value, shippers are required to state unless market prepaid
specifically in writing the agreed or
declared value of the property. The agreed CHECK BOX IF
or declared value of the property is hereby PREPAID
specifically stated by the shipper to be not
exceeding $ per
RECEIVED subject to the classifications and tariffs in effect on the date of the issue of this Bill of
Lading, the property described above in apparent good order, except as noted (contents and condition
of packages unknown), marked consigned and destined as indicated above which said carrier (the word
carrier being understood through this contract as meaning any person or corporation in possession of
the property under the contract) agrees to carry to its usual place of delivery as said destination. If on
its route, otherwise to deliver to another carrier on the route to said destination. It is mutually agreed
as to each carrier of all or any of said property, over all or any portion of said route to destination and
as to each party at any time interested in all or any said property, that every service to be performed
hereunder shall be subject to all the Bill of Lading terms and conditions in the governing classification
on the date of shipment. Shipper hereby certifies that he is familiar with all the Bill of Lading terms
and conditions in the governing classification and the said terms and conditions.
Shipper Carrier
Per Per Date:
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Mark with “X” or “RQ” if appropriate to designate Hazardous Material s Substances as defined in the
Department of Transportation Regulations governing the transportation of hazardous materials. The
use of this column is an optional method for identifying hazardous materials on Bills of Lading
172.201(a)(1) (iii) of Title 4 9. Code of Federal Regulations. Also when shipping hazardous materials,
the shipper' s certification statement prescribed in section 172.204(a) of the Federal Regulations, as
indicated on the Bill of Lading does apply, unless a specific exception from the requirement is pro vided
in t he Regulation for a particular material.
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HEEDS(PVT Ltd)
This is to certify that M/S HEEDS(pvt) Ltd is a sole importer and distributor
of products of BRITVIC Inc.UK in Pakistan for the year of 2008.
M/S BRITVIC Inc.UK is hereby issuing a license to M/S heeds(Pvt) Ltd for
marketing and distribution of its selected food and grossary items under the
agreed manifesto, furthermore HEEDS(Pvt) Ltd also entitled to issue license
to its sub distributors for distribution and controlled marketing.
___________________________
Dated: _________________ Assignor
Dated: _________________ ___________________________

Assignee
Consent
HEEDS hereby consent to this Assignment of Contract affirming that no
modification of the contract is made or intended, except that Assignee is now and
hereafter substituted for Assignor.
Dated: _________________ ___________________________

Signature
___________________________
Name of Third Party
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HEEDS(PVT Ltd)
Price Quote Request
Date Terms/Conditions
_______________________________ ___________________
_
Quotation #: Requested By
______________________ _______________________
Price Quote Expires On ________________________________
_______________ ______
Part # Description Quantity Price Total
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______________________________________________ Total
__
Authorized Signature
HEEDS(PVT Ltd)
Import Purchase Order
Date Terms/Conditions
_______________________________ __________________
Purchase Order # Ship Via
________________ _____________________________
Requested By Ship To
______________________ _____________________________
Date Needed By _______________________________
____________________ ______
Account Debited _______________________________
___________________ ______
Stock Control # Description Quantity Price Total
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________________________________________________ Total
Authorized Signature
HEEDS(PVT Ltd)
Purchase Requisition Slip
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Date Deliver To
_______________________________ ____________________________
Requisition # _______________________________
________________________ _______
Requested By Recommended Suppliers
_______________________ _______________
Approved By _______________________________
________________________ _______
Charge To Account _______________________________
___________________ _______
Stock Description Needed Quantity Price Total

Control # By
Total
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HEEDS(PVT Ltd)
Vendor/Supplier File Checklist

Maintain a file for each of your vendors and potential suppliers. Keep the following items in
each file:
 Current catalog or price list, complete with product descriptions
 Business cards from any sales or support personnel with whom you have dealt
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 A list of all distribution facilities
 Discount schedules, including minimum purchase requirements
 Delivery options, including estimated delivery time
 Technical assistance and other services available
 Return policy
 Warranty information
 Information on any co-op advertising plans offered by the supplier, including special
promotional and grand opening programs
 Any request for quotations
 Copies of all invoices
 Telephone numbers, including toll-free numbers, for all appropriate contacts
 Discount terms for prompt payment
 All shipping methods available and their terms
 Information on terms for long-term contracts
 Any special terms for seasonal items
 Lease options
 Information on all other services offered by the vendor/supplier
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HEEDS(PVT Ltd)
Packing List
DATE: _______________
TO FROM SHIP DATE:

___________________
_________________________ _______________________ SHIP VIA:
_____________________
_________________________ _______________________ F.O.B. SHIPPING POINT:
________
_________________________ _______________________ ACCOUNT NO.:
________________
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_________________________ _______________________ ORDER NO.:
___________________
_________________________ _______________________ DEPARTMENT:
________________
TERMS - NO ANTICIPATION
QUAN QUAN PRODU DESCRIPTION UNIT TOTA TOTAL

TITY TITY CT WEIG L CUBIC
ORDE SHIPP NUMB HT WEIG FT.
RED ED ER HT
TOTAL TOTA
S LS
INVENTORY
HEEDS(PVT Ltd)
Inventory Report
Date
Item
Dept/Location
Received Shipped
37
Date In P.O. # Amount Received Date Out Invoice Amount Stock Left
By
HEEDS(PVT Ltd)
Physical Inventory Count Sheet

Sheet # ________________
Location
______________________________________________________________________
Item Description Quantity Location

Number
38
Counted by _______________________________________________ Date
________________
HEEDS(PVT Ltd)
Out-of-Stock Notice
Order # Date
Customer Phone
Address
City State ZIP
Qty. Item/Description Estimated Shipping Date
We cannot fill your order at this time. The items listed above are temporarily out of stock.
We apologize for the inconvenience.
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HEEDS(PVT Ltd)
Receiving Order
Purchase Order No: Work Order No:
____________________________________ ____________________________
Invoice No: Received From:
__________________________________________ ______________________________
Invoice Amount: Received At:
______________________________________ ________________________________
Shipped By: Prepaid: _______ Charges:
__________________________________________ $____________
___________________________________________ Collect: _______ Charges:
_________ $____________
___________________________________________
_________
Report all damages (including damage to cardboard boxes and crates) and shortages on all copies of the delivering carrier's
freight bill and have the delivery person sign his/her name and date on all freight bill copies. Send the freight bill to the
Purchasing Department with the Receiving Report. (Include Expense Report for collect payments.)
P.O. QUANTITY STOCK UNIT OF DESCRIPTION CONDITION

ITEM RECEIVED NUMBER MEASURE
Comments (Explain damages, shortages, substitutions, etc.)
Action to be taken
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___ COMPLETE ORDER ___________________________________________ RECEIVED BY ___________________ DATE
HEEDS(PVT Ltd)
Order Acceptance Notice
Attention Date
We are submitting this notice to verify our acceptance of the following

goods:
Date P.O. $ Invoice # Packing Slip #
We find these goods to be acceptable, in good condition, free of damage

or defect, and in accordance to our order.
We accept this shipment of goods.
Thank you,
Sincerely,
_______________________________________________________
(Signature)
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_______________________________________________________
(Title)
HEEDS(PVT Ltd)
Delivery Rejection Notice
Attemtion Date
We are submitting this notice to verify our rejection of the following goods:
Date Purchase Invoice # Packing Slip #
Our payment for the goods was accepted by you in the following form:
Date Check # Visa/MC/Amex # Amount
Reason For Rejection
As of the date of this notice, we reject the delivery of the above order and
respectfully request a full refund. We regret that we must return these
unacceptable items at your cost. Please advise us as to your wishes for their
return. If we do not receive a full refund of the amount stated above within ten
(10) days, we will take legal action to recover our costs.
Please be aware that we cannot guarantee safe storage of your goods if we do not hear
from you within ten (10) days.
Thank you for your prompt attention to this problem.
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Sincerely,
(Signature)
(Title)
Inward Gate Pass

Gate Pass # : Gate Pass Date :
Challan # : Vehicle:
P.O. # : driver :
Supplier Name :
Item
Sr Code Name Quality Unit Rcvd Remarks
Officer
Inventory Manager Inventory
43
Time Out _______________ Date ___________________
Manager Inventory ________________ GM Procurement ____________
Received By ________________
Sr.# Name of article Unit Quantity Purpose/Remarks
OUTWARD GATE PASS

Date ____________
Following articles pass out for _______________________
Through _________________________________________
Time Out _______________ Date ___________________
Manager Inventory ________________ GM Procurement ____________
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Received By ________________
HEEDS(PVT Ltd)
CONTRACT FOR CARRIAGES
This Contract is entered into by and between HEEDS PVT Ltd and MERS The
term of this Agreement shall begin on and shall continue through its
termination date of
The specific terms of this Contract are as follows:
1 MERS will provide all the contractual carriages in time.
2 MERS will provide the logistics as per requirment.
3 Dues will be settled in the beginning.
4 Alteration in price will be settled mutually
5 If any of party do not fulfill agreement the other can sue againt .
In consideration of the mutual promises set forth herein, the First Party covenants
and agrees that it shall
_______________________________________________________________________
______
_______________________________________________________________________
______
_______________________________________________________________________
______.
The Second Party covenants and agrees that it shall
___________________________________
45
_______________________________________________________________________
______
_______________________________________________________________________
______.
This Contract may not be modified in any manner unless in writing and signed by
both Parties. This document and any attachments hereto constitute the entire
agreement between the Parties. This Contract shall be binding upon the Parties,
their successors, heirs and assigns and shall be enforced under the laws of the State
of ____________.
___________________________________
___________________________________
(Signature) GM OPERATIONS INENTORY
MANAGER
GM MERS(PVT Ltd)
_________________________________
___________________________________
(Printed Name) (Printed
46
REPORTS
HEEDS(PVT Ltd)
Memo MEMO NO:
From: Date:
To: Subject:
_______ Urgent _______ For Your Information

_______ Respond _______ Please Comment
_______ Other (Please Specify):
Memo
ADMIN
47
JDS
GM
1. Job Position / Title 2. Grade

GM operations Eo1
3. Department 4. Jobs Directly Supervised
operations • Procurement manager

• Inventory manager
5. Reporting To 6. Subordinates
CEO Officers, managers.
7. Purpose Of The Job

GM operations is responsible for effective and efficient running of procurement,
transportation, storage and distribution functions. The initial job involve putting in place
operational system
8. Description Of Duties And Responsibilities
• Establishing standard operating process & logistic operations

• Ensuring procurement agreement.
• Manage demand and supply dynamics.
• Ensure strict financial discipline & regulate operational cost.
• Development of operational policies, system & process.
• Focusing on operational excellence.
• Monitor and control all operations and assuming adherence to operating
48
• parameter.
• Supervises and participates in the preparation of written financial and
administrative reports;
• Proactively lead the operation department.
• Coordinate changes and alterations as guided by CEO.
• Ensure effective running of inventory operations.
9. Job Specifications
Qualifications: MBA
Work experience: Minimum 5 years experience in operation department.
Knowledge And Competencies:
Attitude: Achievement oriented,ethically grounded,focused,strategic orientation with a

team building capability
• Good communication skills.

• Analytical skills.
• Complete knowledge about job.
• Confident.
• Ability to work in pressure.
• Excellent verbal and written communication skills.
• Proven ability to lead, influence and motivate others.
10. Employment Terms:
Job Status : permanent
Work Timings: 9 to 5
12. (a) Prepared By HR Manager (b) Reviewed By Dept Head
name: name:
signature: signature:
date: date:
position title: position title:
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(c) Reviewed By G.M Admin (d) Reviewed By Employee
name: name:
PROCRUTEMENT MANAGER

Procurement manager Eo2

operations • Local purchase manager
• Import officer
• Vendor relation officer
GM operations. officers
The purpose of the position is to effectively manage all procurement activities, and to
ensure optimal value for money for acquired goods and services is delivered from all our
contracted suppliers. The imports are handled under this designation as well.
• Plans, directs, and manages the central procurement activities of the City under
direction from the operations manager;
• Develops, reviews, and approves new or improved administrative, purchasing, and
clerical procedures to maintain economy and efficiency of operation;
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• Presents recommendations on purchases requiring management
• Evaluates overall revisions, price and past performance of each contract and
approves price increases;
• Maintains liaison with purchasing representatives to join in cooperative buying
when this will result in savings;
• Creates responses to special correspondence and handles special assignments and
problems such as responses to citizen inquiries
• Establishes priorities, assigns workloads and reviews the more difficult and
complex assignments
• Interprets contract provisions and reviews contracts for accuracy and changes
• Provides liaison between vendors and contractors;
• Demonstrates continuous effort to improve operations, decrease turnaround times,
streamline work processes, and work cooperatively and jointly to provide quality
seamless customer service.
• The effective handling of imports related activities
Qualifications:
• MBA (accounting and finance)
• 2+ years of progressive procurement experience.
• Advanced knowledge of procurement principles, theories and processes.
• Excellent verbal and written communication skills.
• Proven ability to lead, influence and motivate others.
Work experience: minimum 3 years experience.
• Procurement methods and procedures of a large scale centralized purchasing

function including buying, contract administration and contract law.
• Commodity markets and price trends.
• Various grades, qualities, and varieties of materials, supplies, and equipment.
• Office management principles, practices, and procedures.
• Laws, ordinances, rules, regulations, and other requirements governing the
purchase of commodities and services for the City.
• Accounting practices as applied to procurement procedures

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name: name:
date: date:
name: name:
52
Inventory Manager Eo2
operations • Warehouse supervisors

• Issuing and receiving officers
GM Operations Officers

The purpose of job is to manage inventory planning, directing, placement, replenishment,
and systemization through the analysis, implementation and use of store and warehouse
inventory management systems. Ensure systems and programs are sufficient to meet
company’s inventory needs.
• Ensure compliance with established procedures and maintain effective

internal control over the physical product flow and accounting of inventory
receiving, shipping.
• Coordinate communication with Accounting, Store and other impacted
departments
• Direct the scheduling and ensure performance of physical inventories.
• Responsible for inventory planning, scheduling and general management
• Ensure adequate inventory of product in accord with inventory cycles
• Determines the plan for the storage of all inventory products.
• Oversee the planning, scheduling, and general management of all inbound
products.
• Ensures compliance to quality initiatives.
• Conducts daily inventory analysis to solve inventory issues quickly such as
locating product and processing inventory for pending sales.
• Develops Coordinates and manages daily physical cycle counts
and implements inventory control procedures .
• Leads, directs, trains and manages an inventory team
• Responsible for inventory planning, scheduling and general management
• Ensure adequate inventory of product in accord with inventory cycles
• Determines the plan for the storage of all inventory product using frequency
specifications and replacement calculations to determine fill rate
• Leads, directs, trains and manages an inventory team
Qualifications: MBA
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Work experience: MS degree in Business, Logistics, and/or Systems or the
equivalent is required (with a strong background in Statistics.

• Ability to work in pressure.
• Capable of making decisions according to the situation.
name: name:
date: date:
name: name:
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VENDOR RELATION OFFICER

Vendor relation officer. Mg1

operations
Procurement manager officers
This position will report will be responsible for managing all aspects of our relationships
with our vendors, from implementation and integration through day-to-day management.
The ideal candidate is outcomes-oriented and can “make it happen”. This position
provides a unique opportunity to get in on the ground floor of a growing organization
dealing in providing quality products to customers.
• Serve as the day-to-day contact with the account managers of each vendor.
• Collaborate with vendors on implementing new programs and day-to-day
operational issues.
• Proactively anticipate and prevent potential issues/problems; work with vendors to
resolve any existing issues/problems.
• Monitor vendor performance, including compliance with contracts.
• Managing the curing process when a vendor is not in compliance.
• Providing regular reports to management staff on vendor performance measures.
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• Handle contract renewals and any changes to the scope of work provided by
vendors.
• Coordinate and facilitate quarterly vendor meetings to review program
performance.
Qualifications: BBA
• Excellent interpersonal and written/verbal communication skills.

• Detail oriented, organized, and able to multi-task.
• Ability to understand workflow processes.
• Some knowledge about vendors dealing in that industry
name: name:
date: date:
name: name:
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LOCAL & GENERAL PURCHASE OFFICER

Local purchase manager Mg1

operations
Procurement manager officers
All the activities related to local sales according to the requirements and needs.
• Accessing and matching of purchase demand.

• Forecasting the purchases for future perspective.
• Forward all the purchase issues to concerned authorities.
• Handling the local purchases according to the requirements
Qualifications: BA
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• Convincing power.
• Ability to socialize in market
name: name:
date: date:
name: name:
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IMPORT OFFICER

Import officer Mg 1

operations
Procurment manager officers

Coordination and follow-ups with overseas suppliers regarding shipment schedules, Co-
ordination with clearing agencies, freight forwarders for faster clearing operations.
Costing and negotiating of freight with Freight forwarders, Duty payment schedules for
avoidance of interest on duty. Import officer prepares import documentation for Clearing
Agents, Banks, Freight forwarders. He makes arrangements to ensure timely delivery of
products
• checking Import cargo arriving by sea

• Document handling for domestic deliveries
• Control and filing of incoming documents
• Checking of freight and service invoices
• Handle transport insurance cases
• Conforming to and meeting requirements in time
• Import documentation and billing
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Qualifications: BBA
Work experience: minimum 1 year
• Experience in customs clearance

• Knowledge of customs rules
• Ability to prioritize tasks
• Good communication skills
• Flexible and the understanding of irregular working hours is required.
• Fit for a fast paced, high pressure and deadline sensitive environment.
name: name:
date: date:
name: name:
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WAREHOUSE SUPERVISOR

Warehouse supervisor. Mg1

operations Warehouse keepers.
Manager inventory
The job of warehouse suprervisor is to maintain the ware house and to properly handle
goods.
• To maintain warehouse and ensure the safety of goods.

• Keep all the items in SKU’S.
• Implement measures regarding safety of warehouse.
• Ensure the temperature requirement.
• Ensure the cleanliness of ware house.
• Place the goods batch wise.
Qualifications: Minimum bachelors .
Work experience: minimum 2 years experience related field.
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• Ability to lift appropriate weight.

name: name:
date: date:
name: name:
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RECEIVING OFFICER

Receiving officer. Mg1

operations
Manager inventory officers

To receive the goods ,materials, and products as arrive .
• To receive the goods and unload from carriges.

• Shift the supplies in warehouse.
• Issue receiving notes.
• Check the packaging of products according to price quotation list.
Qualifications: BA
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• Analytical skills.
name: name:
date: date:
name: name:
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ISSUING OFFICER

Issuing officer Mg1

operations
GM operations
To issue the goods,material and products to concern people.
• Issue the required stuff from warehouse.

• Tally the recquistion orders.
• Properly check batch no or item no.
• Issue receipts.
• Maintain the record of issuance.
Qualifications: BA
Work experience: minimum 2 years experience in related field.
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name: name:
date: date:
name: name:
66

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OPERATION DEPARTMENT

(POLICIES & PROCEDURES)

“EXCELLENCE IS OUR HABIT”

Vendor Local Import

• Showing and encouraging TEAMWORK

TERMS AND CONDITIONS

PURCHASE POLICIES AND PROCEDURE

 For local purchases

Cancellation Prior to contract Formation

IMPORT PURCHASE CHART FLOW

Local purchase officer

Bill is then delivered to

Bill after some examination

Examination and allocation

Cheque issuance by finance

Copy of receipt of payment

Local purchase officer

Vendors apply according to

Venders send their profile to

Local purchase officer sorts

Vender relation officer

Details are forwarded to

MARKETING AND SALES

GM operations receives request

Inventory manager after

Purchases manager then sends

Vender delivers the products

Inventory manager receives the

Purchase manager sends details of

Computing the optimal inventory

High Cube 40'

Inside Inside Inside Door Door Capacity Tare Maxi Cargo

Reefer 40' High Cube

CLAIM FOR DEFECTIVE ITEMS

The specific terms of this Contract are as follows:

1.MERS will provide all the contractual carriges in tme.

2.MERS will provide the logistics as per requirment.

3 Dues will be settled in the beginning.

Date: _________________, 20___ Date: ______________, 20____

FOR PAYMENT, SEND BILL TO SHIPPER'S INSTRUCTIONS

NO. SHIPPING TIME DESCRIPTION OF WEIG RAT CHARGES

REMIT C.O.D. C.O.D. AMOUNT: $ C.O.D. FEE

Dated: _________________ ___________________________

Dated: _________________ ___________________________

Part # Description Quantity Price Total

Stock Control # Description Quantity Price Total

Stock Description Needed Quantity Price Total

Vendor/Supplier File Checklist

 Current catalog or price list, complete with product descriptions

 Discount schedules, including minimum purchase requirements

 Delivery options, including estimated delivery time

 Technical assistance and other services available

promotional and grand opening programs

 Any request for quotations

 Copies of all invoices

 Telephone numbers, including toll-free numbers, for all appropriate contacts

 Discount terms for prompt payment

 All shipping methods available and their terms

 Information on terms for long-term contracts

 Any special terms for seasonal items

 Information on all other services offered by the vendor/supplier

TO FROM SHIP DATE:

QUAN QUAN PRODU DESCRIPTION UNIT TOTA TOTAL

Date: _______________, 20_ Date: __________, 20

Dated: _ ___________

Dated: _ ___________

Manager Inventory ____ GM Procurement

Time Out _ Date _____

Manager Inventory ____ GM Procurement

_ Urgent _ For Your Information