Standards Operating Procedure (SOP) N0:1

Process: How to report to work / shift

Objective: To be a thorough professional as you enter the department
Responsibility: All staff

S.No. Procedure Standard(Measurement, Number, Time,

Quantity, Precautions, Phraseology, etc.)

1. Arrive at the staff gate 15 Arrive at the property, well in advance to the
minutes prior to the beginning duty timing.
of the shift. Punch your arrival at the Biometric Machine
Go to the Lockers &Collect the soiled uniforms
(Production, Packing, Warehouse staff)
2. Change in Locker Room. Come to locker room with the fresh uniform
Change into uniforms
Ensure that the body odor its addressed using
deodorants
Endure all accessories which are part of the
uniform are worn (ID cards, Pen, Measuring
tape, ETC...)
Ensure Shoes are shinning
Ensure Grooming is up to the market and as
per standards
After Changing, move to briefing area
 Standards Operating Procedure (SOP) N0:2

Process: How to report to work briefings

Objective: To be a thorough professional as you enter the department
Responsibility: All Staff

S.No. Procedure Standard(Measurement, Number, Time,

Quantity, Precautions, Phraseology, etc.)

1. Punctuality  Staff should report at least 10 minutes prior

to the stipulated time of duty
Morning Shift at 07:45 hrs.for 08:00 hrs.
Afternoon Shift at 12:45 hrs. for 13:00 hrs.
Night Shift at 16:45 hrs.for 17:00 hrs.

2. Grooming Standards  Uniform should be clean and well ironed.

 Hair should be neat, clean and well groom
 Breath must be fresh(no smell foodstuff,
For Ladies cigarettes smoke or alcohol)
 Flashy hairpins, rubber bands or hair
accessories allowed.
 Apply light makeup suitable to your skin
tone.
 Nail needs to be clean
 Use only mild perfumes/deodorants
For Men
 Uniform should be clean and properly
ironed
 Hair should be combed back, trimmed short
and neatly set using hair gel and should not
cover the forehead.
 Long hair, hair color is permitted as long its
well maintain.
 Sideburns should not be below the middle
of ear mustache and beard.
 Mustaches and beard should be well
trimmed.
 Use only mild perfume / deodorants
 Long nails not permitted, nail needs to be
well trimmed and clean.
 Watches of all colors, sizes to be worn.
 Ear rings are permitted.
 Breath should be fresh(no smell of
foodstuff, cigarettes smoke or alcohol)
 Standard Operating Procedure (SOP) N0:3

Process: How to procure material

Objective: To be a thorough professional.
Responsibility: Logistics Team

S.No. Procedure Standard(Measurement, Number, Time,

Quantity, Precautions, Phraseology, etc.)

1. Background . Under the guidance and supervision of the

Operations Manager, the Procurement Assistant
ensures execution of transparent and efficient
procurement services and processes in the Factory
and Office. The Procurement/Logistics Assistant
promotes a client-focused, quality and results-
oriented approach in the Unit.
The Procurement/Logistics Assistant can supervise
clerical and support staff of the Procurement Unit.
The Procurement/Logistics Assistant works in close
collaboration with the operations for resolving
complex procurement-related issues and information
exchange.
2. Ensures implementation of the operational strategies
Duties and Responsibilities focusing on achievement of the following results:
 Full compliance of procurement activities with
rules, regulations, policies and strategies;
implementation of the effective internal control;
 Procurement business processes mapping and
elaboration of the content of internal Standard
Operating Procedures (SOPs) in Procurement
and Logistics in consultation with the direct
supervisor and office management.
Organizes procurement processes for the Factory and
Corporate Office and conduct of, receipt of quotations,
bids or proposals, their evaluation, negotiation of certain
conditions of contracts in full compliance with rules and
regulations;
 Preparation of Purchase orders and contracts,
preparation of Recurring Purchase orders for
contracting of services, vendors.
 Preparation of submissions to the Contract,
Asset and Procurement (CAP) and Advisory on
Procurement (ACP);
 Implementation of the internal control system
 which ensures that Purchase orders are duly
prepared and dispatched. Timely corrective
actions on POs with budget check errors and
other problems;
 Presentation of reports on procurement in the
Factory Office;
 Preparation of cost-recovery bills for the
procurement services provided by to other
Agencies;
 Implementation of joint procurement processes
for the UN Agencies in line with the UN reform.
Ensures implementation of sourcing strategy focusing on
achievement of the following result:
 Development and update of the rosters of
suppliers, implementation of supplier selection
and evaluation.
Ensures proper control of Company Assets focusing on
achievement of the following result:
 Preparation of inventory reports;
 Implementation of Inventory and physical
verification control in the Factory Office and
Corporate Office.
Ensures facilitation of knowledge building and
knowledge sharing focusing on achievement of the
following results:
 Organization of trainings for the operations on
Procurement;
 Synthesis of lessons learnt and best practices in
Procurement;
Sound contributions to knowledge networks and
communities of practice
3. Values
Competencies  Exemplifying integrity;
 Demonstrating commitment to Company and it’s
values
 Embracing cultural diversity;
 Embracing change.
Functional Competencies:
 Managing the organization’s financial resources;
 Providing procurement services;
 Ensuring facilities and assets management.
Core Competencies:
 Demonstrating/safeguarding ethics and integrity;
 Demonstrate corporate knowledge and sound
judgment;
 Self-development, initiative-taking;
 Acting as a team player and facilitating team
work;
 Facilitating and encouraging open
communication in the team, communicating
effectively;
 Creating synergies through self-control;
 Managing conflict;
 Learning and sharing knowledge and encourage
the learning of others;
 Promoting learning and knowledge
management/sharing is the responsibility of each
staff member;
 Informed and transparent decision making.
3. Education:
 University Degree in Business or Public
Required Skills and Administration would be desirable, but it is not a
Experience
requirement.
Experience:
 5 years of administrative experience is required.
 Experience in the usage of computers and office
software packages (MS Word, Excel, etc.),
advance knowledge of automated procurement
systems, experience in handling of web based
management systems.
Language:

 Fluency in oral and written English, Hindi,

Kannada, Telugu, Malayalam, Tamil is an added
advantage.
 Standards Operating Procedure (SOP) N0:4
Process: Inventory – Reservation
Objective: Ensure effectiveness of order and usage
Responsibility: Logistics Team

S.No. Procedure Standard(Measurement, Number, Time,

Quantity, Precautions, Phraseology, etc.)

1.  Monitor stock levels and identify purchasing needs

 Research potential vendors
 Track orders and ensure timely delivery
 Update internal databases with order details (dates,
vendors, quantities, discounts)
 Conduct market research to identify pricing trends
 Evaluate offers from vendors and negotiate better
prices
 Prepare cost analyses
 Maintain updated records of invoices and contracts
 Follow up with suppliers, as needed, to confirm or
change orders
 Liaise with warehouse staff to ensure all products
arrive in good condition
 Standards Operating Procedure (SOP) N0:6

Process: What is first aid box

Objective: To provide first aid in emergencies
Responsibility: All Staff

S.No. Procedure Standard(Measurement, Number, Time,

Quantity, Precautions, Phraseology, etc.)

1. Explain first aid box  First aid consist of basic medicines and first
aid kit required to provide first aid to residents
and associates

2. First aid box comprises of  Medicines

the following:  Disprin- For Headache.
 Saridon- For Headache
 Pudinhara- For Stomach upset
 Imodium- For Stomach upset
 Avil- For allergy
 Crocin- For Cold and fever
 Eno- For Gastric Problems
 Digene- For proper digestion.

 Band aid
 Savlon
 Burnol
 Cotton
 Bandage
 Thermometer
 Scissor
 Relief Spray