COMPANY SERVICE PROCEDURE (CSP)

 

QM CLAUSE:

 

APPROVED BY:

   

Colin Henderson

 

CSP-LOG N0:

     

 

       5

 

HEADING :

Stationery & Office Supplies

DEPARTMENT:

Administration

SECTION:

Administration

DATE: 27/02/2008

 

PURPOSE:

To ensure that company stationery and office supplies are obtained and distributed to the departments in an efficient and controlled manner.

 

SCOPE :

All Departments

 

DEFINITIONS : 

PO = Purchasing Officer

Office supplies = Tea, coffee, sugar, milk, water, etc.

Liaison Person =    Person nominated by each department to order stationery

                            from PO

 

RESPONSIBILITY:

Purchasing Officer

 

REFERENCES :

Price lists of approved suppliers

 

DOCUMENTS :

Requisition for stationery and office supplies.

 

RECORDS :

Stationery / Office Supplies File

 

METHOD:

Purchase Officer is responsible to arrange for procurement, storage and supply of all items listed below:

a)      Printed stationery

b)      Photocopying paper

c)      Computer paper

d)      Telex rolls

e)      Office supplies (tea, coffee, sugar, milk, water, etc.)

f)        Pens, pencils, erasers, staplers, markets punching machines, letter pads, etc.

 

Stationery Purchase

 

1. Each staff will submit a written request for stationery/office supplies to the Liaison Person in their 

    respective department by 9th of each month, using the stationery request form (csp5/stnryrqst/1) .

 

2. Each Liaison Person will collate the requests on one sheet, obtain their respective HOD’s approval and

    forward to the PO by 12th of each month.

 

3. PO will issue stationery as per request to the Liaison Persons by 15th of each month. If stock is not

    available then an order will be placed with approved supplier and thereafter distributed to Liaison Persons.

 

4. After the monthly issuing of stationery to all the departments, PO conducts fresh inventory of  the

    stationery stock using the Stationery inventory sheet (and orders replenishment stock as per the  minimum

    stock level identified for each stationery item).

 

 

 

 

PREPARED BY/DATE:

REVIEWED BY:

REVISION:

PAGE NUMBER:

SDP-LOG NO:

Chitra.Ravii /27/02/2008

Venugopal

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Note: No verbal requests for stationery items will be entertained, except in case of emergencies. Besides the current month’s stock, should there be a requirement for any additional items,an additional form to be filled and submitted to Liaison Person who in turn will obtain HOD approval and hand it to PO.

 

PO is responsible to ensure:

 

- An updated price list of all items being purchased from approved suppliers.

 

- Stationary items received from suppliers are verified to ensure the quality and quantity meet

  required specifications.

 

- PO also ensures proper and safe storage of stationery/office supplies.

 

Business Card Requests:

PO should obtain approval from MD on the standard approved format for business card and retain it as a reference for all Business cards to be printed. PO should ensure all business cards printed for GAC Malaysia employee’s meets this specification.

 

First Time Printing/Printing due to change of Job Title/office Location:

  1. Any employee requiring Business Card should send a request to their respective HOD with minimum details such as Full Name, Job Title, Email address, Mobile number and branch location to their respective HOD. Alternatively HOD’s can directly send request to PO including the minimum information required for processing business cards for employees.
  2. HOD will review the request and if approved, HOD will forward the Business Card printing request to PO. If the printing request is not approved by HOD, the request is cancelled and the staff is notified.
  3. PO forwards the HOD approved Business card request to the printer and obtains a proof from printer.
  4. Once the proof is received, PO reviews the proof to ensure the overall format meets the standard company approved format and if yes, passes the proof for HOD approval.
  5. If HOD approves without any amendments, PO informs printer to process the business card. If any changes are identified then printer is informed to make the necessary change and revert with the revised proof and again step 4 and 5 are followed.
  6. After the printed cards are received, PO checks against HOD approved format to ensure the card is exactly as per request. If yes, then PO issues the business card to the employee and passes invoice to finance with department details for debiting the cost.  If the printed card is not as per the approved proof, PO notifies the printer and requests for re-printing. (In cases where the business cards are reprinted due to fault of the printer, then GAC Malaysia will not pay for the re-printing charges).

 

   For routine repeat printing of business cards without any changes to card details, employees

   can send the request directly to PO and PO will follow steps 3 to 6.

 

 

Office Supplies

PO will be responsible for ensuring the office supplies are purchased on a timely basis and in coordination with Receptionist will be responsible for storage and control of the office supplies.

 

 

 

 

 

PREPARED BY/DATE:

REVIEWED BY:

REVISION:

PAGE NUMBER:

SDP-LOG NO:

Chitra.Ravii /27/02/2008

Venugopal

1

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PREPARED BY/DATE:

REVIEWED BY:

REVISION:

PAGE NUMBER:

SDP-LOG NO:

Chitra.Ravii /27/02/2008

Venugopal

1

3 of 5

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PREPARED BY/DATE:

REVIEWED BY:

REVISION:

PAGE NUMBER:

SDP-LOG NO:

Chitra.Ravii /27/02/2008

Venugopal

1

4 of 5

5

 

 

 

 

 

 

 

PREPARED BY/DATE:

REVIEWED BY:

REVISION:

PAGE NUMBER:

SDP-LOG NO:

Chitra.Ravii /27/02/2008

Venugopal

1

5 of 5

5