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Purchase of General

Services Items
Procedure
Planning for Procurement of
Administration and General
Services Items

REFERENCE MSG:
Services for eni Community

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
TITLE:

Planning for Procurement of Administration and General Services Items

NOTES:

This procedure is mandatory practise for eni Pakistan Limited

DATE OF ISSUE: EFFECTIVE DATE:

27 June 2016 27 June 2016

PREPARED BY: CHECKED BY: APPROVED BY:

Muhammad Ayub Giorgio Guidi


Admin. & General Qamar Qasmi Managing Director
Services Team Leader HR Advisor (Compliance)

Farooq Rafi
HRO Manager

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
Table of Contents

1. Scope of Application ............................................................................. 4


2. Document Reference ............................................................................ 5
3. Roles and Responsibilities ..................................................................... 6
4. Objective ............................................................................................ 7
5. Facilities Managed by Administration and General Services ....................... 8
5.1 Housing facilities ............................................................................ 8
5.1.1 Staff houses ........................................................................... 8
5.1.2 Expatriate Houses ................................................................... 8
5.1.3 Recreational Facilities .............................................................. 9
5.1.4 Office Facilities: ...................................................................... 9
5.1.5 Cafeteria ................................................................................ 9
6. Durable Administration and General Services Items Required for Facilities
Managed by General Services ................................................................... 10
7. Planning for Procurement of Administration and General Services Items ... 11
7.1 Periodic Inventory Counts and Reconciliation ................................... 11
7.2 Estimation of Requirement ............................................................ 11
7.3 Raising Purchase Requisition .......................................................... 12
7.4 Call Off Orders ............................................................................. 12
8. Updating ........................................................................................... 13

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
1. Scope of Application

This document applies to eni Pakistan Limited and constitutes mandatory practice.

The procedure shall be applicable to high value durable items purchased by Administration
and General Services group, which exists within the HRO Department.

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
2. Document Reference

 eni Pakistan Limited Organization, Management and Control Model (OMC Model) along
with its Annex 1 on Code of Ethics dated 7 October 2015.

 Management System Guidelines “Services for eni Community” dated 9 December 2015.

 Management System Guidelines “Procurement” dated 23 December 2015.

 Local procedure on “Housings Items Management” dated 2 February 2016.

 Any regulatory instrument issued to update and/or integrate the above mentioned
references.

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
3. Roles and Responsibilities

HRO Manager shall be responsible for smooth functioning of all activities which comes under
the Administration and General Services Team. He will be responsible to provide strategic
guidelines, both short term and long term to the Administration and General Services team,
where he deems necessary. He shall be the contract holder for all the contracts which comes
under General Services and Administration. He will review and provide resources for smooth
functioning of Company facilities. Administration and General Services Team Leader shall be
responsible to ensure that all controls under this procedure are properly implemented.

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This document is the property of eni Pakistan Limited, HRO Dept. All rights reserved
Purchase of General
Services Items
4. Objective

The objective of this document is to set out methodology for planning procurement of items
required for Administration and General Services group with controls and monitoring
mechanism to ensure that procurement is done in an optimum and efficient manner and no
unnecessary inventory is built up.

The process of managing this activity is done by the Administration and General Services
group of Human Resources & Administration.

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Purchase of General
Services Items
5. Facilities Managed by Administration and General Services

Administration and General Services section in eni Pakistan is a part of the HRO department.
It is responsible for managing various services including but not limited to office facilities
maintenance and management, housing facilities maintenance and management, travel
services, catering facilities, etc.

5.1 Housing facilities

Housing facilities are of three types:

5.1.1 Staff houses

There are three Staff Houses in Karachi: Karachi Staff House, Club Staff House and Bhit Staff
House. The first two are used to provide temporary accommodation to new expatriate or
repatriating local employees and for visiting eni personnel on mission to eni Pakistan. Club
House is also used for overnight stay of rotating field employees. Bhit Staff House is
exclusively for accommodation of transiting Bhit field employees. Islamabad Staff house is
located in Islamabad and is used for accommodation of eni employees visiting Islamabad for
official purposes. Company provides fully furnished boarding and lodging facilities in these
staff houses.

5.1.2 Expatriate Houses

These are houses leased by the Company for long term accommodation of expatriate
employees and their accompanying families. These houses are usually leased in unfurnished
condition and the Company furnishes these houses with furniture including sofa sets, beds,
cabinets, etc. Kitchen appliances such as refrigerators, microwave ovens, deep freezers, dish
washers, as well as other housing appliances such as washing machines and dryers, air
conditioners, TV sets, electricity power generators, etc. These houses are all located in
Karachi.

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Purchase of General
Services Items
5.1.3 Recreational Facilities

These include one mountain Hut in the Murree mountains (near Islamabad) and two beach
huts in Karachi. These facilities are leased by the Company and are available for regular
employees and their families for recreational purposes.

5.1.4 Office Facilities:

The head office is located in the Forum building in Karachi and includes the entire 5th floor
and about one quarter of the 6th floor of the building plus the roof top where the Company
has facilities for power generation, HVAC system, and water storage and filtration system.
About 300 personnel including employees and contractors work in Karachi office.

A small office is also located in Islamabad which is housed in the same premises as that of the
Islamabad Staff House.

Several air conditioners, refrigerators, coffee machines, etc. are installed at office premises.

5.1.5 Cafeteria

Company manages a cafeteria facility in a leased premises near Karachi office. Full lunch
services are provided to employees through a contractor at this cafeteria.

In addition, there are three tea and coffee kiosks in Karachi office to provide round the clock
tea and coffee services.

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Purchase of General
Services Items
6. Durable Administration and General Services Items Required for
Facilities Managed by General Services

In order to maintain and manage the above facilities, Company needs to buy various
consumable as well as durable items from time to time. Some of the high value durable items
include:

• power generators
• refrigerators
• air conditioners
• dishwashers
• washing machines and dryers
• television sets
• sofa sets
• chairs
• tables
• bed sets
• cabinets, etc.

Some of these items are currently stored in inventory in warehouse for any urgent needs for
the facilities. However, as most of these items are available on a relatively short lead time of
usually less than a week, most of the inventory kept for immediate supply of these items is
not really needed.

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Purchase of General
Services Items
7. Planning for Procurement of Administration and General Services
Items

In order to better plan and manage purchasing of administration and general services items
especially those of high value durable goods, following methodology shall be implemented:

7.1 Periodic Inventory Counts and Reconciliation

Administration and General Services Team Leader in collaboration with the Warehouse
Supervisor and a representative from Finance & Control Department, shall take an Inventory
count of the items that are currently available in the warehouses. Similar inventory count
shall also be taken of the items that are installed at various Company facilities to develop a
baseline. These inventory counts shall be taken in the third quarter of each year. Inventory
count report of the items in the warehouses shall be signed by the warehouse supervisor,
representative of Finance & Control department and the Administration and General Services
Team Leader, and approved by Logistics Manager, Human Resources and Organization
Manager and the Finance and Control Manager. The report of the inventory count of the
items installed at various Company facilities shall be prepared by Administration and General
Services Team Leader in collaboration with representative from the Finance and Control
department and approved by Human Resources & Organization Manager and Finance &
Control Manager.

All Administration and General Services items whether stored in the warehouses or installed
at various Company facilities shall be monitored for issue and receipt as per the Procedure
for Housing Items Management pro spe 003 eni pak hro r01. The physical count of the items
shall be reconciled with the system data base and any inconsistencies shall be reported to
the Human Resources and Organization Manager, Logistics Manager and Finance and Control
Manager for approval.

7.2 Estimation of Requirement

Administration and General Services Team Leader shall develop a careful estimate of the
requirement of durable goods at various facilities on annual basis for the next three years.
This estimate would be done on the basis of the expected replacement of durable items due
to ageing, wear and tear, first time installation required at new facilities (if any) etc. Inputs
from HR would also be taken to understand expatriate manpower plan for the next three
years and resulting housing requirement. Once the requirement of durable items for each
year is estimated for the next three years, it shall be compared against the available inventory

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Purchase of General
Services Items
of each of these items to determine if and when there is a need to purchase any new items.
New requirement shall first be fulfilled from the items available in the inventory and new
purchase shall be made only if the requirement cannot be met from the inventory.

7.3 Raising Purchase Requisition

Purchase requisition for a particular durable item shall be raised only if the above analysis
reveals a requirement to buy new item from the market in the next three years. The
requisition shall be raised by the Administration and General Services Team Leader through
the SAP system and would be approved by the HRO Manager (if less than USD 50,000) or by
the Managing Director (if more than USD 50,000). The required quantities of each item in the
requisition shall be based on the above analysis and the requisition shall be issued no later
than six months before the expected requirement date of the items.

The purchase requisition shall be processed by the Contracts and Procurement department,
as per the Procurement procedure and MSG Procurement and a blanket contract shall be
placed on the successful contractor.

7.4 Call Off Orders

Whenever there is a requirement for a durable general services item, the Administration and
General Services group shall first check against the existing inventory to determine if the
requirement can be fulfilled internally. Only in case the required items are not available in
the inventory in enough quantity, the Administration and General Services Team Leader shall
issue a Call-Off Order against the valid blanket contract. The Call-Off Order shall be issued at
the time of actual requirement of the item strictly for the quantity required and not to buy
excessive quantity to keep in the inventory for any future requirement. Call-Off Order shall
be approved by Managing Director for any value since all the equipment which may be
needed are readily available on shelf, inventory shall be kept to the minimum to handle
emergency situations only.

Once the item is purchased and delivered to the warehouse, the warehouse Supervisor shall
issue a Goods Receipt Note (GRN) after successful inspection by the General Services group
representative. The received item shall then be issued to the facility for which it was
purchased.

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Purchase of General
Services Items
8. Updating

The positions involved in the relevant activities are responsible for noting any events affecting
the company’s operation, which may require these regulations to be updated and are
responsible for updating the relevant procedure.

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