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Company Policies & Procedures Knowledge Base – Outline

Company Policies & Procedures Knowledge Base – Outline

SECTION A: COMPANY OVERVIEW

  1. Mission & Vision Statement

  2. Core Values

  3. Organizational Structure

  4. Key Roles and Responsibilities

  5. Compliance & Legal Framework

    • Company Registration

    • Licenses and Permits

    • B-BBEE & Tax Status

SECTION B: HUMAN RESOURCES POLICIES

  1. Recruitment & Onboarding

    • Hiring Procedure

    • Induction & Orientation

  2. Employment Policies

    • Code of Conduct

    • Working Hours & Attendance

    • Dress Code

  3. Leave Policies

    • Annual, Sick, Family, & Special Leave

  4. Performance Management

    • Appraisals & KPIs

    • Disciplinary Process

  5. Termination & Exit Procedure

SECTION C: HEALTH, SAFETY, ENVIRONMENT (HSE)

  1. General HSE Policy

  2. Emergency Response Plan

  3. PPE Usage and Safety Signage

  4. Incident Reporting & Investigation

  5. Environmental Protection Measures

  6. Hazardous Material Handling (HAZMAT/HAZCHEM)

SECTION D: SUPPLY CHAIN & PROCUREMENT

  1. Procurement Policy

    • Tendering & RFQ Process

    • Vendor Approval Criteria

  2. Inventory & Stock Management

  3. Delivery & Receiving Procedures

  4. Supplier Evaluation

  5. Fuel Supply Protocols (specific to mining/logistics industries)

    • Loading Verification

    • CoA/CoQ Compliance

    • Transport Scheduling

SECTION E: FINANCE & ADMINISTRATION

  1. Payment Terms & Invoicing Policy

    • NET14/30/60/90/120 Day Procedures

  2. Expense Reimbursement

  3. Credit Control & Debtor Management

  4. Asset Management Policy

  5. Document Retention & Archiving

SECTION F: INFORMATION & TECHNOLOGY (IT)

  1. IT Acceptable Use Policy

  2. Email & Communication Standards

  3. Cybersecurity Protocols

  4. Data Backup & Disaster Recovery

  5. Knowledge Base Management Guidelines

SECTION G: SALES, MARKETING & COMMUNICATIONS

  1. Branding Guidelines

  2. External Communication Protocols

  3. Advertising & Social Media Policy

  4. Customer Relationship Management

  5. Client Onboarding & After-Sales Support

SECTION H: QUALITY ASSURANCE & CONTINUOUS IMPROVEMENT

  1. Quality Policy Statement

  2. Internal Audits

  3. Non-Conformance Handling

  4. Corrective & Preventive Actions

  5. Continuous Improvement Programs

SECTION I: LEGAL, RISK & COMPLIANCE

  1. Confidentiality & NDA Policy

  2. Contract Review & Approval

  3. Risk Management Framework

  4. Dispute Resolution Process

  5. Anti-Corruption & Fraud Policy

SECTION J: TRAINING & DEVELOPMENT

  1. Employee Development Plans

  2. Mandatory Training Requirements

  3. HSE, HAZMAT, and Industry Certifications

  4. Internal Knowledge Sharing Procedures

  5. Training Feedback & Records Management

SECTION K: FACILITY & OPERATIONS MANAGEMENT

  1. Site Access Control

  2. Visitor Management Procedure

  3. Vehicle and Transport Policy

  4. Office Cleanliness and Maintenance

  5. Utilities and Equipment Usage Policy

SECTION L: AUDITS & COMPLIANCE TRACKING

  1. Internal & External Audit Procedures

  2. Policy Review & Update Cycle

  3. Compliance Logs & Evidence Collection

  4. Employee Acknowledgement Records

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