CRD Welcome Package

NETWORKING AND CONSULTATIVE MEETINGS

1) Notification of Meeting

1) At least eight weeks before the date of the meeting confirm the meeting time and medium and ensure that it is booked in the ECCB Meetings calendar.

2) Prepare notice for the meeting along with updated nomination form. Dispatch notice to external attendees six (6) weeks prior to the meeting date.

3) Procurement procedures – for Face to face meetings

4) The CRD is responsible for the preparation of all purchase requisitions in relation to the Bank’s official meetings. The lead officer prepares the CRD SAP Excel Worksheet for each service or good to be procured in relation to the meeting at least eight (8) weeks prior to the scheduled meeting date. 5) The CRD Administrative Professional creates the relevant purchase requisitions in SAP and requests that the relevant CRD officer releases same to facilitate the creation of the corresponding purchase order by the SSMD. Quotations should be attached to the purchase requisition in SAP as required. 6) The SSMD prepares all corresponding purchase orders in SAP and dispatches them to the relevant vendor or to the CRD to facilitate confirmation of service requests. No service request should be finalised before the purchase order is released by the AD. 7) Upon completion of the service/receipt of the good, receive invoice from vendor. Certify and forward all invoices to the SSMD for completion of the service entry/goods receipt and to effect payment by the AD.

2) Travel Arrangements (meetings at headquarters)

See applicable procedures under relevant sections.

Hotel Accommodation

Meetings at Headquarters Simultaneously with the request for travel booking, contact the recommended hotel to obtain a quotation on the rates for the appropriate season and room based on the level of meeting participant attending the meeting. Follow Procurement Procedures for securing hotel reservations. NB – Except for hotel accommodations in St Kitts and Nevis, all other hotel bookings should be secured using the Bank’s credit card.

For hotel accommodation in St Kitts and Nevis:

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