CRD Welcome Package

Corporate Relations Department

Procedures Manual

xi.

Telephone external support staff for Council Meetings

2) The lead officer request quotations from services or goods providers (except in the case of subsistence allowances) for the service or good required.

3) The lead officer prepares the CRD SAP Excel Worksheet based on the quotation for each service or good to be procured in relation to the meeting at least 2 weeks prior to the scheduled meeting date. 4) The CRD Administrative Professional creates the relevant purchase requisitions in SAP and attaches the quotation to the SAP entry. The relevant CRD officer will be asked to release the prepared purchase requisition. The releasing of the purchase requisition in SAP will prompt SSMD to create the required purchase order. 5) The SSMD prepares all corresponding purchase orders in SAP and submits to AD for approval. On approval SSMD dispatches the purchase orders to the relevant vendor with copy to the CRD to facilitate confirmation of service requests. No service request should be finalised before the purchase order is released by the AD. 6) Upon completion of the service or the receipt of the good, the lead officer receives the invoice from vendor, certifies and forwards all invoices to the SSMD for completion of the service entry/goods receipt and to effect payment by the AD. 7) In the absence of the creation of a purchase requisition or purchase order and the services have been completed or goods received the lead officer is to prepare the required memorandum detailing the breach in procedure and requesting payment through FI. 8) When emergency purchase orders are required outside of specific creation days, speak with the Director SSMD to explain the situation, then prepare and dispatch email to SSMD to confirm un-scheduled processing of purchase order.

1.9 Travel Arrangements

Tickets

1) Four weeks before the date of the meeting/event (for Headquarters events) and at least eight weeks before the date of the meeting/event (for other territories), begins the necessary travel arrangements for internal and external participants via the LIAT corporate account on the LIAT website:

i. For new meeting attendees, the lead officer requests a copy of the valid passport page to facilitate airline.

2) The lead officer consults with Administrative Professionals of the Executive Committee to request specific travel arrangements (arrival/departure dates, selection of specific flight times, stop-overs in territories etc).

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