Document No.

EATL-MDO-GP-008

Rev. 12 Date:10/09/2017

Page 1 of 19

DEPARTMENTAL FUNCTIONS

10/09/17 12 Issued for Ebi Jane Okwaraeke Uvaivi Emmanuel Okon

Implementation MD’s Secretary QHSE Manager Managing Director

Date Rev Issue Status Prepared Reviewed Approved

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 Document No. EATL-MDO-GP-008

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REVISION HISTORY

12 10/09/2017 Reviewed to capture the creation of Project Support Unit, Construction

Department and change in departmental nomenclature
11 10/02/2017 Inspection and NDT added to PG2, Composite Repair and Torque Bolting - PG1,
Procurement Function moved to GMO, Store to Finance Department
10 30/07/15 Reviewed to accommodate new structures
09 13/05/15 Reviewed to accommodate new structures
08 29/12/14 Reviewed to accommodate changes resulting from 2014 management retreat
07 19/06/14 Creation of Technical and Inspection Departments, Base/Logistics department
replaces Admin Department
06 04/13 Logistics and asset maintenance for Project Head Office Location moved to PD,
Head Office maintenance and Logistics remains with AFD
06 07/12 Company Logo Changed, Project Department replaces Technical Services
Department
06 08/11 Reviewed to accommodate System Changes
05 12/10 Reviewed for improvement
04 12/09 Reviewed to accommodate support services department
03 06/09 Reviewed for improvement
02 07/08 Reviewed to effect changes
01 01/08 Issued for implementation
00 12/07 Issued for comment
Rev Date Notes

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Table of Contents

1 Purpose ................................................................................................................................................ 6
2 Scope .................................................................................................................................................... 6
3 Acronyms ............................................................................................................................................. 6
4 Legitimacy ............................................................................................................................................ 7
5 Revision ................................................................................................................................................ 7
6 Departments ........................................................................................................................................ 7
7 Company Organogram/Structure ...................................................................................................... 7
8 Departmental Roles and Responsibilities ......................................................................................... 8
8.1 Finance Department ..................................................................................................................... 8
8.1.1 Invoicing/Billing ..................................................................................................................... 8
8.1.2 Accounts Payable/Receivables.............................................................................................. 8
8.1.3 Budgeting and Control .......................................................................................................... 8
8.1.4 Cash Flow Management........................................................................................................ 8
8.1.5 Asset Register........................................................................................................................ 8
8.1.6 Taxation................................................................................................................................. 9
8.1.7 Material Management (Eket and Port Harcourt Locations) ................................................. 9
8.2 Business/Commercial Department ............................................................................................. 10
8.2.1 Bid and Contract Management ........................................................................................... 10
8.2.2 Relationship Management .................................................................................................. 10
8.2.3 Sales/Marketing .................................................................................................................. 10
8.2.4 Business Development ........................................................................................................ 10
8.2.5 Sales of all OEM Products ................................................................................................... 10
8.3 Quality, Health, Safety and Environment Department ............................................................... 11
8.3.1 QA/QC (Quality Assurance/Quality Control)....................................................................... 11
8.3.2 QMS (Quality Management System) .................................................................................. 11
8.3.3 Document Control............................................................................................................... 12
8.3.4 HSE Management................................................................................................................ 12
8.3.5 Training ............................................................................................................................... 12

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8.4 Asset Integrity Management Department (AIMD) ..................................................................... 13

8.4.1 Torque Bolting and Bolt Tensioning .................................................................................... 13
8.4.2 Composite Repairs .............................................................................................................. 13
8.4.3 Lifting Equipment Inspection .............................................................................................. 13
8.4.4 Tank Integrity Testing.......................................................................................................... 13
8.4.5 Asset Maintenance ............................................................................................................. 13
8.5 E&I Department .......................................................................................................................... 14
8.5.1 E&I Projects ......................................................................................................................... 14
8.5.2 E&I Laboratory .................................................................................................................... 14
8.5.3 OEM (Stanhope, Cygnus, Megger) Products Management ................................................ 14
8.5.4 PLC, DCS, SCADA and Metering........................................................................................... 14
8.6 Construction Department ........................................................................................................... 14
8.6.1 Engineering ......................................................................................................................... 14
8.6.2 Welding ............................................................................................................................... 15
8.6.3 Blasting and Painting........................................................................................................... 15
8.6.4 Hydrotest ............................................................................................................................ 15
8.6.5 Installation .......................................................................................................................... 15
8.7 General Manager, Operation’s Office ......................................................................................... 15
8.7.1 Operations........................................................................................................................... 15
8.7.2 NCD ..................................................................................................................................... 15
8.7.3 Procurement ....................................................................................................................... 15
8.7.4 Logistics ............................................................................................................................... 15
8.7.5 Maintenance (Port Harcourt and Lagos Locations) ............................................................ 16
8.7.6 Store Management (Lagos Location) .................................................................................. 16
8.7.7 Human Resources ............................................................................................................... 16
8.7.8 Admin .................................................................................................................................. 16
8.7.9 Security ............................................................................................................................... 16
8.8 Managing Director’s Office ......................................................................................................... 17
8.8.1 Project Support Unit ........................................................................................................... 17
8.8.2 Community Relations .......................................................................................................... 17

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 Document No. EATL-MDO-GP-008

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1 Purpose

The purpose of this document is to define the scope of each department for the organization to
lay a good foundation and plan adequately for various processes and expansion in the
organization.

2 Scope

The scope of this document cuts across all departments in the organization. This document
gives a broad outline of roles and responsibilities of each department.

3 Acronyms

EATECH Engineering Automation Technology Ltd

MDO Managing Director’s Office
GMO General Manager, Operations
NCD Nigeria Content Development
HR Human Resources
FD Finance Department
BCD Business/Commercial Department
QHSE Quality, Health, Safety &Environment Department
E&I Electrical and Instrumentation
AIMD Asset Integrity Management Department

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4 Legitimacy

This document is a working document laying out the organizational framework upon which
performance will be measured. Heads of Departments will also assume individual
responsibilities and held accountable for all actions within their respective departments. The
heads of departments have the sole responsibility of the implementation of the functions.

5 Revision

Consequent upon emerging circumstances, restructuring and overriding business needs,

revisions to this document will only become effective after such revision has been approved by
MD.

6 Departments

The following are the Departments of Engineering Automation Technology Limited:

• Finance Department
• Business/Commercial Department
• Quality, Health, Safety &Environment Department
• Asset Integrity Management Department
• E &I Department
• Construction Department

7 Company Organogram/Structure

See figure 1 (Organizational Chart) and Figure 2 (Company Structure Chart)

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8 Departmental Roles and Responsibilities

8.1 Finance Department

This department is responsible for the following in the organization:

8.1.1 Invoicing/Billing

i. Prepare bills for completed jobs

ii. Prepare invoices and submit same for payment
iii. Invoice monitoring

8.1.2 Accounts Payable/Receivables

i. Effective management of Supplier payment

ii. Follow-up payment of pending invoices
iii. Develop and implement internal control system and structures

8.1.3 Budgeting and Control

i. Prepare annual organizational budget

ii. Prepare quarterly variance analysis

8.1.4 Cash Flow Management

i. Financial forecasting/planning

8.1.5 Asset Register

i. Maintain up-to-date asset register and keep track of status of each asset

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8.1.6 Taxation

i. Plan and manage all taxations

ii. Ensure prompt remittance of all taxes

8.1.7 Material Management (Eket and Port Harcourt Locations)

i. Maintain accurate and up-to-date records of materials received, issued,

rejected, disposed and quantity on hand of all items.
ii. Physically check all incoming materials/items as per the delivery invoice and
proper maintenance of daily goods receipt and issued register or record.
iii. To provide adequate, proper, efficient storage and preservation of all items.
iv. To receive raw materials, components, tools, spares, supplies, equipment and
other items and account for them.
v. Issue material to the consuming department against authorized/approved
requisition and account for same.
vi. Maintain accurate and up-to-date records of materials received, issued,
rejected, disposed and quantity on hand of all items.
vii. To provide adequate, proper, efficient storage and preservation of all items.
viii. To receive raw materials, components, tools, spares, supplies, equipment and
other items and account for them.
ix. Issue material to the consuming department against authorized/approved
requisition and account for same.

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8.2 Business/Commercial Department

This department is responsible for the following:

8.2.1 Bid and Contract Management

i. Manage tendering and Commercial activities

ii. Manage contracting

8.2.2 Relationship Management

i. In charge of business relationship management with the clients

ii. Manage relationship with Regulatory and Statutory bodies

8.2.3 Sales/Marketing

i. Develop and implement advertising method for all Company products.

ii. Overseeing the development of Marketing literature

8.2.4 Business Development

i. Following up new business opportunities and setting up business meetings

ii. Planning and preparing presentations
iii. Communicating new product and service development to prospective clients

8.2.5 Sales of all OEM Products

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8.3 Quality, Health, Safety and Environment Department

This department is responsible for the following:

8.3.1 QA/QC (Quality Assurance/Quality Control)

i. Manage and oversee project quality to ensure compliance to codes, standards,

regulations, specifications and QMS requirements.
ii. Plan and implement project, vendor and subcontractor audits.

8.3.2 QMS (Quality Management System)

i. Ensure processes needed for the quality management system are established,
implemented and maintained.
ii. Ensure the promotion of awareness of customer requirements throughout the
organization
iii. Liaise with external assessment body on all matters related to certification
process
iv. Monitor and measure the performance of the quality management system.
v. Report to top management the performance of the quality management system
and any need for improvement.
vi. Manage and oversee all QMS internal audits
vii. Ensure implementation of the ISO 9001 management standard and all relevant
standards relevant to our system and operations.

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8.3.3 Document Control

i. Document Index, Distribution, Storage, Accessibility, Archiving, Retrieval and

Destruction
ii. Revision control of documents
iii. Assign and track document numbers
iv. Document Management.
v. Assure document compliance and document routing/tracking
vi. Ensure that there is a controlled and reliable document audit trail.

8.3.4 HSE Management

i. Plan, develop and implement processes needed for HSE Management System
ii. Promote the awareness of Health, Safety and Environment within the
organization
iii. Monitor and measure HSE performances
iv. Carry out periodic HSE inspection and audit of the system and that of sub-
contractors
v. Assist in the identification of training needs and in delivering thereof as required

8.3.5 Training

i. Develop and implement training business unit

ii. Coordinate all training business activities
iii. Coordinate and manage all EATECH in-house trainings

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8.4 Asset Integrity Management Department (AIMD)

This department is headed by AIMD Manager and is responsible for the following:

8.4.1 Torque Bolting and Bolt Tensioning

i. Develop and implement torque bolting/bolt tensioning procedures

ii. Torque bolting/Bolt Tensioning projects

8.4.2 Composite Repairs

8.4.3 Lifting Equipment Inspection

i. Develop and implement Lifting Equipment Inspection procedures
ii. Execution of company lifting equipment inspection projects
iii. Professionally manage all work interfaces
iv. Non- Destructive Testing- Magnetic Particle Testing, Liquid Penetrant Testing,
Ultrasonic Testing and Visual Testing

8.4.4 Tank Integrity Testing

8.4.5 Asset Maintenance

i. Maintenance planning and implementation

ii. Ensure maintenance records are maintained

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8.5 E&I Department

This department shall be headed by the E&I Manager, and shall be responsible for the
following:

8.5.1 E&I Projects

8.5.2 E&I Laboratory

i. Develop and implement procedures for the management of E& I Lab

ii. Develop and implement calibration procedures
iii. Shall carry out all calibration activities/projects

8.5.3 OEM (Stanhope, Cygnus, Megger) Products Management

8.5.4 PLC, DCS, SCADA and Metering

8.6 Construction Department

8.6.1 Engineering

i. Engineering/Drafting
ii. Engineering Design interpretation

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8.6.2 Welding

8.6.3 Blasting and Painting

8.6.4 Hydrotest

8.6.5 Installation

8.7 General Manager, Operation’s Office

This office is headed by the General Manager, Operations and shall be responsible for the
following:

8.7.1 Operations

Support the MD in the day to day running of the organization

8.7.2 NCD

Implementation of Nigeria Content Development Act as applicable

8.7.3 Procurement

i. Vendors Management
ii. Manage all procurement projects
iii. Purchasing (both local and foreign)

8.7.4 Logistics
i. Prepare plan, policies and procedures for successful implementation of logistics
system
ii. Ensure safe and timely dispatch of materials

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8.7.5 Maintenance (Port Harcourt and Lagos Locations)

8.7.6 Store Management (Lagos Location)

8.7.7 Human Resources

i. Human Resource Planning
ii. Staffing: Recruitment and selection of the human resources needed to
accomplish organizational goals.
iii. Manage/Coordinate employee orientation
iv. Employee Training and Development
v. Develop and administer performance appraisal system
vi. Employee Maintenance: Staff welfare planning and implementation
vii. Maintain up-to-date records of all employees
viii. Ensure legal compliance with respect to human resources

8.7.8 Admin
i. Develop and implement the general Administrative Structures and procedures
ii. Infrastructural management
iii. Provision of basic amenities such as power, water, communication facilities, etc.
iv. Undertake the general housekeeping of all offices and premises

8.7.9 Security

i. Develop plans, policies and procedures for effective management of security

process
ii. Implement security policies/procedures
iii. Supervise the activities of the Security vendor

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8.8 Managing Director’s Office

This office is headed by the Managing director, and is responsible for the following:

i. Short and long-term planning in the organization.

ii. Sets the overall Policy direction
iii. Enunciate both Short and Long-Term goals and objectives
iv. Serves as the Chief marketing, Accounting and Information Officer of the
Company or his designee.
v. In charge of relationship management with Government agencies.
vi. Provide Financial and commercial advice on contracting initiative and capital
asset acquisition

8.8.1 Project Support Unit

i. Ensuring all required project documents are prepared, reviewed and approved by
the responsible parties prior to project mobilization
ii. Ensuring that all project records are maintained
iii. Follow up on job completion certificates, service entry to invoice submission
iv. Management of FUNG Operations Support project

8.8.2 Community Relations

i. Ensure effective management of all host community issues/compensations

ii. Ensure cordial relationship with host communities is maintained
P/S: As emphasis, deliberate cross functional overlaps will be encouraged for the purpose of
optimizing synergy and in the spirit of team work.

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FIGURE 1:
COMPANY ORGANOGRAM

BOARD OF DIRECTORS COMPANY’S

SECRETARY

MD’s OFFICE
MANAGING DIRECTOR Ebi Jane- MD’s Secretary
EMMANUEL OKON Elvis Ehoro- Project Support Supervisor
GM OPNS/NCD
Amugo Ugochi

BUSINESS. /COMM. QHSE MANAGER CONSTRUCTION AIM MANAGER E&I MANAGER

MANAGER Uvaivi Okwaraeke COORD. Chima Ezikpe Israel Anamidem FINANCE MANAGER
Adaobi Iyinagolu Umoh Effiom Ugochi Uwandu

Legend

E&I - Electrical and Instrumentation

AIM - Asset Integrity and Management
QHSE - Quality, Health, Safety & Environment

Approved By

Emmanuel Okon (FNATE)

Managing Director

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FIGURE 2:

COMPANY STRUCTURE

QHSEDEPT BCD Construction E&I Dept. AIM Dept.

Finance Dept.
Dept.
Invoicing/Billing Torque
Construction E&I
HSE Bolting
Bid &
Account Payable/ Contract Lab Mgt.
Document Receivable Blasting/ Asset
Mgt.
Control Painting Maintenance
OEM
Relationship Products
Budgeting & Hydrotest Composite
QA/QC Control Mgt. Mgt.
Repair

QMS Cash Flow Mgt. Sales/ Marketing/ PLC, DCS,

Installation SCADA Lifting Equipment
OEM Products
Inspection
Training
Taxation
Business Business Development Metering
NDT/Leak
Approved By
Material Mgt. Test
Managing Director

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