NNPC Limited Business and Logistics Support Policy PDF

NNPC Limited HCM Processes and Procedures 7.0 Business and Logistics Support This policy covers the business and logistics elements of NNPC Limited. Objectives The objective of this process is: 1 To facilitate seamless business operations in the achievement of the Company’s overall goals and objec...

NNPC Limited HCM Processes and Procedures 7.0 Business and Logistics Support This policy covers the business and logistics elements of NNPC Limited. Objectives The objective of this process is: 1 To facilitate seamless business operations in the achievement of the Company’s overall goals and objectives Business and Logistics Support Policies S/N Description 1. Provision of Workspace A. NNPC Limited will provide a world-class working environment for employees. NNPC Limited will ensure the provision of adequate workspace for all employees and other users of its facilities. B. Optimized space arrangements such as workstations and office partitioning will be encouraged. C. An updated database will be maintained for the purpose of control, retrieval, and re- allocation of office space as necessary. 2. Vehicle Parking Spaces A. NNPC Limited will provide parking spaces for employees, officials, and visitors' vehicles at all NNPC Limited office/operational locations, where possible. B. As much as practicable, preference will be given to a special category of employees based on business exigencies and special needs. C. An updated database will be maintained for the purpose of control, retrieval, and re- allocation of parking space as necessary. 3. Basic Furnishing and Facilities A. In line with Heath, Safety, and Environment (HSE) guidelines, the following basic furnishing and facilities will constitute the standard to be provided at all NNPC Limited offices: i. Supply of power and water with adequate arrangement for backup where necessary. ii. Cooling, ventilation, lighting, and telephones equipment iii. Floor Finishing iv. Furniture items: NNPC Limited HCM Processes and Procedures Business and Logistics Support Policies a. Ergonomic workstations. b. Appropriate office storage facilities e.g., bookshelves, safes, cabinets etc. B. Cleaning and Janitorial services will be provided. C. An inventory of all office equipment will be maintained by the relevant department. 4. Document Centre Services A. NNPC Limited shall provide Document Center Services (such as printing, scanning photocopying, binding, laminating etc.) under the following guidelines: 5. I. Only Departments handling classified information may be supplied with portable photocopying machines. In any case, business exigencies will determine the provision of document copying machines for exclusive use. II. A Central Document Center shall, therefore, be maintained where necessary. III. Use of the Document Center Services should be pre-approved. Each local Management will introduce and periodically review the authorisation procedure for its location. The procedure will include a requirement to make monthly returns of all Document Center Services done at the central facility for each Department and a statement of the respective cost implication. Supply of Stationery and Office Equipment A. Supply of stationery items will be on a need basis in pre- determined quantities, subject to ceilings placed by the Management. B. Basic items of office equipment will be provided at all NNPC Limited offices depending on functions and need as may be determined by the Management. 6. Logistics & Transportation A. Light, Heavy, and specialised operational motor vehicles may be acquired or leased based on Management approval and in accordance with the approved budget. B. The usage of Company vehicles will be subject to the rules and procedures stated hereunder, and these will be applied at all NNPC Limited locations. NNPC Limited HCM Processes and Procedures Business and Logistics Support Policies 7. Vehicle Allocation Operational Vehicles A. Some plant and field operations may, at the discretion of Management, be allocated operational vehicles 24 hours a day and on a self-drive basis. The functions envisaged for allocation of operational vehicles are Operations, Maintenance, Production, Pipeline and Products Marketing, HSE, and other requisite functions. In any case, the following criteria must be met for the allocation of operational vehicles: I. The nature of the function requires being placed on-call frequently or regularly II. The vehicle is fitted with communication equipment for the same purpose. Movement of vehicles is strictly limited to the area of operation within a radius to be determined by local Management. III. IV. The operational vehicles shall as much as possible not be composed of saloon cars, but appropriate operational and utility vehicles such as Pick-ups, Trucks, Buses, Tankers and Tippers etc. V. All vehicles shall be under the purview of Admin Services. Pool Vehicles B. All other light motor vehicles in the fleet at each NNPC Limited location should be kept and managed in a Pool for the benefit of all Departments. C. In any case, local Management must institute strict measures to ensure that Pool vehicles are not converted for personal use. 8. Motor Vehicle Maintenance A. Existing Company Maintenance Workshops will be used for the purpose of servicing, repairing, and general maintenance of the Company’s fleet of vehicles. B. Where Company Maintenance workshops are not available, reputable 3rd party vehicle maintenance companies may be engaged to maintain company vehicles at competitive prices. NNPC Limited HCM Processes and Procedures Business and Logistics Support Policies 9. Fuel Supplies A. Management shall institute effective control measures for managing petroleum products supplied for the Company’s Operational and Pool vehicles, power generating plants, etc. B. Based on usage, operational and Pool Vehicles may however be allocated a maximum of 60 and 100 liters of fuel per week for light and heavy vehicles respectively. Any consumption above these thresholds must be approved by Management. C. Since it is obviously cheaper for the Company to obtain supplies of petroleum products from its own filling stations, preference should be given to NNPC-Owned or Affiliate stations 10. Brands of Vehicles That Can Be Purchased Operational Vehicles 11. I. Pick-ups II. Buses III. SUVs IV. Sedans 1.8 – 2.5 cc International and Domestic Travels International Air Travel A. The Company will provide tickets when employees are embarking on official assignment based on their grade levels as stated below. B. Class of air travels: I. N & N1: First/Business class air travel ticket II. N-2 & below: Business class air travel ticket C. In all cases, company will purchase the most direct and most cost- efficient routes. Domestic Air Travel D. The Company will provide tickets when employees are embarking on an official assignment based on their grade levels as stated below. E. Class of air travels I. N to N-3: Business class air travel ticket II. N-4 and below: Economy class air travel ticket F. In all cases, the company will purchase the most direct and cost- efficient routes. NNPC Limited HCM Processes and Procedures Business and Logistics Support Policies G. Board Members of NNPC Limited will fly first-class on international travel and business class on domestic flights. However, where first class seating is available on a domestic flight, a first class ticket will be purchased in place of a business class ticket. 12. Communication Company linkage A. In all cases, voice-over data should be encouraged e.g., MS Teams Mobile Phones and airtime B. Mobile phones and airtime are to be provided for all management Employee and other Employee on a need basis (refer to the Compensation and Benefits Policy for details). Courier Service C. A third-party courier services Company shall be introduced to operate within NNPC Limited locations to serve as a link between the Company Headquarters and all NNPC Limited facilities. D. The Courier services company shall also provide mail services to other locations required by NNPC Limited at agreed fees. 13. Land and Property Acquisition, Valuation and Administration Objective A. The acquisition of ALL Land and Property for and on behalf of NNPC, including its valuation and administration, shall be centralised at the N-3 General Admin Services under the Valuation and Acquisition section. Functions of the Valuation and Acquisition section The General Admin Services Valuation and Acquisition section shall: A. Maintain a database of all NNPC Ltd. landed assets across all its business units. B. Leverage on the best practices to unlock latent assets value. C. Acquire land and landed property for ALL business needs. D. Identify and engage host communities and other stakeholders on land and property acquisition. E. Collaborate with all business units of NNPC Ltd. on Land matters. F. Carry out periodic valuations of our assets to ascertain their worth NNPC Limited HCM Processes and Procedures Business and Logistics Support Policies for various purposes. G. Direct and supervise interests in landed property with the aim of securing optimum returns. H. Carry out a physical assessment of impacted interests in the event of accidents such as oil spills and fire to determine fair compensation payable to those affected. NNPC Limited HCM Processes and Procedures Process Map Manage Vehicle Maintenance Process Flow Vehicle Maintenance Complete Vehicle Maintenance Requisition Form Present signed Vehicle Maintenance Requisition Form at workshop for evaluation Receive copy of completed Maintenance Requisition Form. Transport Officer Driver Start Can the Vehicle be No driven? Yes Conduct checks/ analysis on the vehicle and prepare cost estimates on pro-forma invoice required for vehicle repair. Endorse Vehicle Release Form on inspection of vehicle and update Maintenance Log. Endorse Maintenance Requisition Form and forward to Admin Manager for approval. Endorse Vehicle Maintenance Requisition Form. . Initiate advance payment from Finance & Accounts Go to Finance and Accounts: Accounts Payable – Advance Processing Arrange for vehicle to be moved to third party repair workshop. Obtain pro-forma invoice from Third Party workshop. Forward pro-forma invoice to Maintenance Officer for validation Obtain approved proforma invoice and completed requisition Form to raise Service Order Go to Purchasing: Raise and Approve Requisitions Present vehicle and receipts to Maintenance Officer for Endorsement. On a need basis, complete Fuel Requisition Form and forward to the Admin Manager Obtain approved form and present document to Fuel Attendant. Complete the relevant sections of the Vehicle Request Form. Identify and provide required vehicle and driver. End HOD Requesting Employee Fuel Attendant Third Party Workshop Admin Officer Maintenance Officer No Review requisition form and inspect vehicle. Is third party required for maintenance? Endorse Vehicle Maintenance Requisition and obtain approval from HR Manager. Forward approved form to Transport Officer. Yes Endorse Vehicle Maintenance Requisition Form and forward to Admin Manager for endorsement. Carry out necessary repairs on vehicle and release vehicle to driver. Notify the Transport Officer of status of repairs. Forward to The N-2 for approval and forward approved Maintenance Requisition to Maintenance Officer Complete relevant sections of Vehicle Release Form, hand over vehicle to driver and update Maintenance Log. Examine vehicle and receipts, endorse documents and forward to Transport Officer. Update Maintenance Log. Review cost estimates and Forward endorsed documents to Admin Manager Verify request and sign-off on Fuel Requisition Form. Endorse form and obtain approval from GM, HR & Admin Forward Invoice to Finance & Accounts for repair work carried out on vehicle Go to Finance and Accounts: Invoice Processing Fuel Requisition Dispense fuel and endorse relevant sections of the Fuel Requisition Form. Vehicle Requisition and Administration Complete the Vehicle Request Form and forward to HOD to sign-off. Sign the Vehicle Request Form and forward to Admin Manager to approve and forward to transport officer Process fuel requisition Forward vehicle and driver details to requesting employee. On return from the trip, notify the Team Lead HR Admin & Employee Relations End