GENERAL MANAGER’S DEPARTMENT

Document Number: DP 09

Revision 3 (10/08/2011)

AUTHOR: Communications Manager & Management Representative

  1. POLICY

To provide administrative and public relations services to the NCT Forestry Group, including NCT Tree Farming Pty Ltd.

To ensure that reporting for BBBEE complies with scorecard requirements.

  1. RESPONSIBILITY FOR IMPLEMENTATION

General ManagerGM

Communications OfficerCO

General Manager’s Secretary GMS

Departmental ManagerDM

Financial Services ManagerFSM

Admin Services Manager ASM

  1. REFERENCES

NCT Corporate Identitydocument

Travel Booking formDP 09-01

Forex Order Request Form

4.PROCESS

STEP / PROCEDURE / RESPONSIBILITY
4.1 TRAVEL AND FOREX ARRANGEMENTS
4.1.1 / LOCAL:
All flight, car hire & hotel reservations must be made by completing the Travel Booking Request form (DP09-01). / Applicant/GMS
4.1.2 / The Travel Booking Request form must be signed by the Departmental Manager and then forwarded to the General Manager’s secretary (GMS) for booking arrangements. / Applicant/DM
4.1.3 / The GMS should be given at least a week’s notice for local bookings and a month for international bookings. / GMS
4.1.4 / INTERNATIONAL:
As for 4.1.1 & 4.1.2 above
4.1.5 / Visa applications for overseas travel are made through the GMS. / GMS
4.1.6 / Ensure that passports are valid for at least six (6) months from the date of departure. / Applicant/GMS
4.1.7 / Foreign exchange (forex) allowance is only applicable to staff travelling abroad. The forex allowance per day is US$125 or €100. / Applicant/GMS
4.1.8 / All forex requests must be made by completing the official Bidvest Bank ‘Order Form’. / GMS
4.2 PUBLIC RELATIONS
4.2.1 / Ensure the correct use of the NCT, TUV & FSC logos – (see NCT 2010 Standards Manual) / CO

4.3 SOCIO-ECONOMIC DEVELOPMENT

STEP / PROCEDURE / RESPONSIBILITY
4.3 SOCIO-ECONOMIC DEVELOPMENT
4.3.1 / Identify and schedule socio-economic development initiatives. / GM/CO
4.3.2 / Maintain proof of development initiatives (copies of agreements, payment terms, proof of payment). / CO
4.3.3 / Maintain copies of Beneficiary profiles confirming percentage Black beneficiaries. / CO
4.3.4 / Maintain confirmation from the Beneficiary of NCTs support. / CO
4.3.5 / An Independent Competent Person’s report confirming percentage of beneficiaries which are Black. / CO
4.3.6 / Audited financial statements for the measurement period. / FSM

4.4. ZONAL MEETINGS

4.4.1 FREQUENCY
4.4.1.1 / At least one per year per zone (normal zonal meetings).
As required to deliver special messages (special zonals/round-tables/work-shops).
The budget will be controlled by PR & Communications except in the case of training workshops co-ordinated by Member Services where that department will control the budget.
4.4.2. PLANNING
4.4.2.1 /
  • Set up the programme of meetings in consultation with:
  • NCT Chairman
  • Directors
  • General Manager
  • Member Services Manager
  • Commercial Manager
  • Others (as required)
  • Book and confirm venues.
  • Organise refreshments and accommodation as required.
  • Post out the notice of meeting to Directors and members at least 2 weeks in advance of the meeting.
  • Copy notice of meeting to receptionist.
  • Co-ordinate SMS messaging to all members at least twice in the final week leading up to the meeting.
/ CO
4.4.3 COMMUNICATION
4.4.3.1 /
  • Place the notice of meeting in a visible location in the District Office.
  • Attach notice to ‘tickets’ when appropriate.
  • Notify members during the course of day-to-day business.
  • Use local communication (radio messaging) to further spread the word.
  • Liaise with and support the Communications Manager as required with local arrangements, bookings, venues, layout etc.
  • Monitor attendance and note apologies.
Attend the respective zonal meetings. / MSA
4.4.4 AGENDA AND RECORDS
4.4.4.1 /
  • This can vary but should always include a report on:
  • The industry
  • Markets
  • Administration
  • Suitable speakers from outside NCT should be selected if necessary. They must be consulted as to their availability for the proposed date, time and venue.
  • An attendance register should be completed and apologies noted.
  • The Member Services Manager (AGM) or representative should record a summary of important issues or decisions.
/ GM/AGM
4.4.5 ORDER OF THE MEETING
4.4.5.1 /
  • Either a local Director or the District Forester should chair the meeting. The Chairman should conduct the meeting with confidence and authority.
  • The meeting should start with a welcome to all present and selected individuals. This should be followed with an introduction and description of the format or agenda that will be followed.
  • Speakers should be introduced giving a brief resume of their background. Depending on the speaker, questions from the audience can be posed during their speech, or afterwards.
  • At the end of the meeting the chairman should give a brief summary of what was discussed or concluded and in closing all the necessary thanks should be made.
/ GM/AGM

5. Attachments

N/A

6.Records

Description / Doc./
Page No. / Retained by / Min. Retention Period / Destroyed by
Travel Booking From / DP 09-01 / GMS / 5yrs / GMS
Forex Order Request / n/a / GMS / 5yrs / GMS
Proof of Development Initiatives. / n/a / CO / 3yrs / CO
Proof of payment/invoices. / n/a / CO / 3yrs / CO
Beneficiary Profiles. / n/a / CO / 3yrs / CO
Beneficiary Confirmations. / n/a / CO / 3yrs / CO
Independent Competent Person’s Reports. / n/a / CO / 3yrs / CO
Newsletters / n/a / CO / CO
Annual Report / n/a / CO / CO
Media clippings / n/a / CO / CO

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