Document No. Rev. ANT-PRC-MI 3 PROCUREMENT MANAGEMENT RULE Established date: Month 09 Day 01 Year 2005 Revised date Month 12 Day 02 Year 2020 Nghi son Cement Corporation Approver | Atsuhiro Koike - General Director Pham Due Trung -D. General Director oi Toshio Noguchi - Adm. Div Director : PF a Thai Lam Phuong - Adm. Div. D. Director jo ae Hiroaki Iwakawa - Plant Director Examiner i Nguyen The Hai - D. Plant Director Examiner Ha Quoe Tuan - SPE Section Manager Procurement Department WriterDocument No. Name of Document Page No. Rev. INT-PRC-M1 Procurement Management Rule 9 Tab! fe of revision No Revised Month/Day/Year Revised content December 02", 2020 As the sheet of revised content attached to this regulation (including the extraction of the content need to be revised, content revised, explanation of content revised and relation)Document No. Name of Document PageNo. | Rev. INT-PRC-M1 Procurement Management Rule 29 1 Purpose This regulation aims to manage procurement in Nghi Son cement corporation in order to ensure procurement activities for goods and services are performed in an appropriate and effectitve manner, in accordance with Vietnamese law and company rules. 2 Scope 2.1 This regulation is applied to all procurements of raw and semi-processed materials, fuel, components, machinery and equipments, spare part, products, other supplies and services (hereinafter called “Goods/ Services”) are supplied in local market or from abroad in order to ensure the continuity and regularity of production operation, business and other activities of company. 2.2 For the development investment projects, shall comply with Vietnamese laws and related company regulations. I General provisions 3 Responsibility 3.1 Directors of Plant, Divisions and Branches are responsible for Managing departments and sections of their plant/ divisions/ branches for their procurement activities in accordance with assigned functions and duties, ‘Checking and approving procurement applications as authorized in this regulation, Having responsibility to the General Director and the laws of Vietnam, Holding the Company harmless against ineffective procurement (as Goods are of no use, over stocking, bad quality, waste of resource et), Ensuring that any change in this rule relevant to legal provisions are checked and updated timely, Selecting reliable transportation companies or for rent including road way, rail way and sea/water way for the Company's product transportation for domestic consume or export. 3.2 Procurement Department is responsible for: Ensuring that Goods/ Services which are necessary for operating Plant will be procured through total evaluation based on economic effect by specification, quality, price, delivery time, reliability of suppliers, stable supply, after sale service and favorable payment terms, Ensuring that any change in this rule relevant to legal provisions are checked and updated timely, Managing import procedures, quota application, shipment and delivery at Plant,Document No. Name of Document PageNo. | Rev. INT-PRC-M1 Procurement Management Rule 3/9 3 - Selecting best suppliers based on economic-technical efficiency, experience, and other favorable conditions, + Reporting monthly on Goods procurement to the Plant Director, - _ Receiving goods (spare parts and equipment), input in warchouse and manage, - Liquidating goods such as expired, damaged or obsoleted...following to the relevant regulation and procedure of company. 3.3 Procurement staffs are responsible for: ~ Arranging suitable procurement, ‘ines and commercial of - Keeping secret of any intemal information on production, b the Company, any details of quotations in communication with suppliers. 3.4. Distribution terminal belongs to Ha Noi branch, Ho Chi Minh branch: Distribution terminal (D/T) is the unit belonged to the management of Branch of Ho Chi Minh (HIM), Ha Noi (HN) as company organization chart shall procure by themselves to ensure goods/services for operating D/T and follow to this Procurement Management Rule, Purchasing Procedure of Company, as well as managing procedures of import process, quota application, HCM and HIN Branches are branches equivalent to division as company organization chart. Authorization for approval 4.1 Request for supply Management levels are authorized to approve requests for supply as following: ~ Department managers are authorized to approve a request for supply submitted by any Section manager if the estimated value of request is USD 3,000/ case or less. - Plant Directors is authorized to approve a request for supply submitted by any department manager if the estimated value of request is USD 20,000/ case or less. (Urgent procurement is possible USD 40,000/ case or less). - Division Directors as well as Branch Directors equivalent to division level are authorized to approve a request for supply submitted by any Department manager if the estimated value of request is USD 7,000/ case or less. - The General Director or the Deputy General Director are authorized to approve a request for supply submitted by the directors if the estimated value of request does not exceed USD 60,000/ case. In case a request for supply exceeds USD 60,000, both the General Director and the Deputy General Director will together decide.Document No. Name of Document Page No. INT-PRC-M1 Procurement Management Rule 4/9 4.2 Result of competitive offers/ tender Management levels are authorized to approve results of tenders and competitive offers as following: = Department managers are not authorized to approve. - Division Directors as well as Branch Directors equivalent to division level are authorized to approve a report for purchase submitted by any Department manager if the value is USD 5,000/ case or less. = Plant Directors is authorized to approve a report for purchase submitted by any Department manager if the value is USD 10,000/ case or less. -| The General Director or the Deputy General Director are authorized to approve a report for purchase submitted by the Directors if the value is USD 50,000/ case or less. In case of the value of a report for purchase exceeds USD 50,000 both the General Director and the Deputy General Director will together decide, In cases where the value exceeds the approval authorization of the Directors after being submitted to the General Director and approved by the General Director, there is a change in the origin of the goods or delivery time, ... if without regard to changing the quality and value of the goods, directors shall decide in these cases. 4.3 Table for authorization USD/ case Management level 4l 42 [Department Managers =<3,000] not allowed] Remark: : Controlled by budget in Division Directors/ Branch Directors | =<7,000, —=<5,000| total amount per year, lequivelant to division average amount per [Plant Directors =< 20,004 =< 10,000) Month, and according to Cr Company regulations. This value is not including] \Genaral Director or Deputy General | =< 60,000, =< 50,000]Lyacr [Director (General Director and Deputy > 60,00 > 50,006] |General Director *1: In case for an urgent procurement: Plant Directors can decide =< USD 40,000/ case. 5 Planning procurement 5.1 Annual procurement plan a) Plant ~ Each department shall make an annual procurement plan and, submit to Plant Directors within every September, - Plant Directors shall check the procurement plan then submit to General DirectorsDocument No. Name of Document PageNo. | Rey. INT-PRC-M1 Procurement Management Rule 5/9 3 within every October, - General Directors shall check and approve within every November as a part of annual budget procedure. - After getting the budget approval for annual procurement plan, using Section/ Il make the list of consumable goods (for Plant operation) and send to Procurement Department at the beggining of every December (or earlier if possible) so that Procurement Department classifies goods and, plans to procure effectitvely ») DIT = D/T shall make an annual procurement plan and, submit to HCM Branch Directors Department s| within every September, - HCM Branch Directors shall collect the plan and submit to Marketing Director within every October, ~ Marketing Directors shall check the plan then submit to General Directors for approval within every November. 5.2 Unplanned procurement Any unplanned procurement caused by impractical planning or unpredictable circumstances can only be made subject to prior written special approval by the relevant authority w described in the above article for each case. 5.3. Urgent procurement 5.3.1 Urgent procurement shall apply to cases when Goods/ Services are not anticipated in the annual plan, but are, or will be necessary to recover the trouble, maintain stable and effective operation. 5.3.2 Plant Directors having a subsequent report in writing to the General Directors at soonest but no later than 2 in decide an urgent procurement request under USD 40,000/ case and working days after decision made, 5.4 Report Directors of Plant/ Division/ Branch equivalent to division shall report on implementation of procurement plan to the General Directors annually, I Specific 6 Request for supply 6.1 Alll procurements of Goods! Services shall be made on basis of actual consumption and/or economical/ technical norm according to plans prepared and approved in advance as described in article “5 Planning procurement”. 6.2. Requests for supply shall be decided as described in “4.1 Request for supply”.Document No. Name of Document PageNo. | Rev. INT-PRC-M1 | Procurement Management Rule 6/9 7 Select supplier 7.1 Competitive Quotation 7.1.1 Competitive Quotation is applicable when - Procure Goods/Services, including machinery, equipment, spare part, raw, fuel, semi- processed materials, components, products, other supplies and services in connection 1g the operation of the plant, D/T, business and other activities of the with or remai company. ‘Value of Goods/ Services is USD 500 or more,Jhowever, notwithstanding the value is even less than USD 500, competitive quotation can be applied. - Big repairing can be applied by bidding for selecting the best supplier in case of repair having the complicated requirements and, the budget over USD 100,000/case. 7.1.2 At least 3 quotations by 3 independent suppliers is required for one procurement. In case this condition is not met, itis: - For Plant: if the procurement value is less than or equal USD 10,000 the Plant Directors shall decide as approval authorization (in 4.2), if the procurement value is more than USD 10,000, General Directors shall approve. - For Division or Branh equivelant to division: if the procurement is less than or equal USD 5,000 the Directors of Division or Branch equivalent to division shall decide as approval authorization (in 4.2), Directors shall approve. if the procurement is more than USD 5,000, General 7.13 Form of quotation Each quotation shall be sent by fax, delivered directly or by post in sealed envelope or e-mail that shall be sent CC to Procurement Section Manager. 7.2. Direct nomination of Supplier Direct nomination of Supplier for Goods! Services is applicable in case of following: ~ Import of Goods/ Services supplied by an exclusive supplier or agent, ~ Goods! Services exclusively produced by foreign enterprise and are permitted for distribution in Vietnam, - Goods! Services exclusively produced by domestic enterprise having reasonable sale price nationwide, ~ No substitution for Goods/ Services is available due to its specific nature of technology, compatibility with the current system and are provided by one supplier only provided that an evidence proving only the supplier can fulfill the procurement package shall be submitted.Document No. Name of Document Page No. | Rev. INT-PRC-M1 Procurement Management Rule 19 3 ~ Be able to apply nomination for supplier as: The supplier has been selected through the form of open or limited bidding or competitive quotation, and signed and performed similarly in previous contract (similar in content, nature of work and, having similar price as in the previous performance contract) in duration of 1 year (12 months) and estimated value of contract which would be implemented share be not over 130% of contract value performed previously. Above value is not including VAT. 7.3. Supplier of Fuel and Production Material. - At least 2 suppliers shall be selected for each kind of Fuel or Production Material to ensure stable supply and Plant operation. For special case, one supplier might accepted such as limitation of sources/ capable supplier’ producer ~ Unit price shall be an results of competitive quotation and/ or negotiation, based on current prices/ actual condition. = Procedure shall be detailed at Procurement procedure QEMS-8-3. 8 Approval of supplier Any case of tender result, competitive quotation and direct nomination of supplier shall be checked by each management level and appoved as approval authorization as described in 4.2 Result of tender and competitive offers”. 9 Purchase contract & purchase order 9.1 Purchase contract is used when the contracted value is USD 10,000 or more. And purchase order is used when the contract value is under USD 10,000. [The service contract is used when implementing the service work. 9.2[ All long term contracts, principle contracts (annual basis or longer term) such as raw materials, transportation, bags purchase, repair & maintenance ete... shall be signed by the General Director. 9.3 All other purchase contracts and purchase orders shall be signed by Director or Deputy Director of plant, division or branch respectively in accordance with its funetion and duties afier getting approval according to article 4 “Authorization for approval” (as mentioned in item 4.2) and article 8 “Approval of supplier”. 10. Inspection & acceptance All Goods/ Services shall be inspected before acceptance. - For goods: QEMS-8-3 “Purchasing procedure” shall be applied when Procurement staff and Applicant staff inspect. - For service: Acceptance shall be approved by Director of Plant/ Division/ Branch equivalent to division.Document No. Name of Document PageNo. | Rev. INT-PRC-M1 Procurement Management Rule 8/9 3 UL Lig Used spare parts & equipment are managed by the using Section/ Department after replaced. jion, Using Section/ Department records actual use for repair, maintenance and replacement. Obsolete, expired, impairement spare parts and equipment which are being kept in long time...when having confirmation from using Section/ Department, those goods shall be liquidated, and an application for liquidation is made and submitted to General Directors by Procurement Department. 12 Warehouse Management Procurement is resposible for warehouse management of spare parts and equipment, establish internal regulation for warehouse management. Inventory delivery: Following to the Inventory Delivery Procedure and related company regulations. When equipment and spare parts are delivered from warehouse, if not be used, must be returned back to Procurement Department for inventory control. 13 Acceptance of payment 13.1 Cash payment 15.1.1 Plant, HOM Branch: Cash payment of Tess than VND 20,000,000/ease is approved by Plant Director and Deputy Director of Plant/ Branch following to approval authority of this rule after checking by Accounting Department) Accounting staif at local, Payment document is handed over to Director of Finacial and Accounting Division, 13.1.2 Divisions of Financial and Accounting, Administration, Marketting, Corporate Planning and HIN Branch: Cash payment of less than VND 20,000,000/case is approved by Branch Director and Deputy Director of Division/ Branch following to the approval authority of this rule after checking by Accountant Department in HN of Financial and Accounting division. Payment document is handed over to Director of Finacial and Accounting divi 14 Evaluation of suppliers Procurement Department shall coordinate with applicant sections to evaluate performances of main suppliers periodically. The criteria and method shall follow relevant articles of QEMS-8- 3 “Purchasing Procedure” 15. Breach and penalty 15.1 If any breach of this regulation should be found, relevant manager of departments, sections and/or procurement staff shall be: - Disciplined by the Company’s discipline measure including blame, material compensation, salary down, extending salary increase period, and /or dismiss from the duties, and /or dismissal, or Sued to the civil court.Document No. Name of Document Page No. INT-PRC-M1 Procurement Management Rule 9/9 15.2 If a wrong decision should cause legal or material damages to the Company, relevant manager will be disciplined by the Company’s discipline measure includi compensation, salary down or dismiss from the position. material 15.3 All employees of Procurement Department/ Sections, Departments which are concerned to the procurement process or other supplies shall not: + Invest, hold, operate and/or entrust any company, firm, private sector or organization which has ar interest with NSCC, - Incase an employee already corresponds to the above, the employee shall declare the fact and withdraw from relevant businesses, - Receive any money, service or any acceptance, ~ Request or allude any money, service or any kind of benefit from supplier. 16 Others This regulation comes into effect from the date signed by General Director. id of benefit without prior company's written Procurement Management Rule was issued on 20-Oct-05 shall be replaced by this regulation. 17 Relating regulations QEMS-8-3 QEMS-PLANT-8-4 QEMS-PLANT-6-3 Purchasing procedure Inventory delivery procedure Waste management procedureDocument No, Rev. FNF-PRC-MI 3 QUY DINH QUAN LY MUA HANG Neaiy thi Negay 09 Thing 01 Nam 2005 Ney sta dbi Negay 02 Thang 12 ‘Nam 2020 Céng ty xi mang Nghi Son Phé duyét | Atsuhiro Koike - Téng giém dc Pham Dire Trung - Phé tng giim dbc (GF Toshio Noguchi - Giém déc khéi Hanh chinh Logle Kiém tra | -phai Lam Phurong - Pho Gidm déc khdi Hash clifah Thinnin- 7 ‘Hiroaki Iwakawa - Gitim déc nha miy Kiém tra . Nguyén Thé Hai - Ph gidm déc nha may J Ah | z, | HA Quée Tuan - Truéng b6 phan Thiét bi va Nguoi viét Zan e Phy ting/ Phing vat teS6 tai ligu ‘Ten ti ligu S6 trang Lan stra INT-PRC-M1 Quy Dinh Quin Ly Mua Hing 19 Bang stra déi No | Ngay/Thang/Nam sira déi NOi dung siza d6i 1 02/12/2020 Nhu t6'n6i dung sita d6i dink kém theo qui dinh nay (Bao gdm: Trich dan n6i dung can sita ai, néi dung duge sita déi, gidi thich néi dung sita déi va lién quan)Sé tai ligu ‘Tén tai ligu Sétrang | Lan sira INT-PRC-MI Quy Dinh Quin Ly Mua Hang 1 Mue dich Quy dinh nay nhiim muc dich quan ly viée mua sim trong céng ty xi mang Nghi Son 48 dim vGi hang héa va dich vu duge thyc hién theo céch thite thich hop bao cho hogt déng mua va higu qua, phii hop véi phép lugt Vidt Nam va cée quy dinh ea céng ty. 2° Pham vi 2.1 Quy dinh nay duge 4p dung d6i véi tt ca cde trudng hop mua nguyén vat ligu thd va ban thanh phdm, nhién liéu, inh kign, may méc va thiét bj, phu ting, sin phdm, cde cung tmg khée va dich vu (sau day goi tit la: Hang hod/ Dich vy) duge cung cp & trong nude howe ngoai nuée, nhim bao dam tinh lién tuc va thudng xuyén cho hoat dong san xudt, kinh doanh va cdc hoat dng khae cia cong ty. 2.2 Cac dy an dau tw phat trién sé tudn theo cae quy dinh va luat phép Viét Nam va quy dinh li quan ciia céng ty. 1 C&e quy dinh chung 3 Trach nhigm 3.1 Cac gidm déc Nha méy, cfc Khéi va Chi nhénh cd tréch nhiém d6i véi vige: - Quan ly ede Phing ban, ede BO phan cia nha may! cée khéi/ cde chi nhanh déi v6i ede hot dgng mua hang theo chite nang nhigém vu duge phan cong, - Kiém tra va phé duyét cdc dé nghj mua hang theo thim quyén nhu trong quy dinh nay, - Chiu trach nhiém truée Téng gidém déc va php luat Viet Nam, - Ngfin chan vic mua hang khéng higu qua (nhu Hang hod khéng duge sit dung, vwgt qué mitc tin kho, chat long kém, réc thai...), - Dam bio moi thay d4i trong quy dinh nay lién quan dén cac diéu khodn vé phap luat duge kiém tra day dit va duge edp nhat kip thoi, ~ Lua chon céc céng ty van chuyén hoge cho thué tin ey, bao gdm cd dudng bd, duéng sit va dung biér/ séng, dé van chuyén sin phm ctia céng ty cho tiéu thu ndi dja hode xuat khau. 3.2. Phong vat tur c6 tréch nhi - Dam bao hang hod va dich vu can thiét cho van hanh clia nha may sé duge mua théng qua vige dénh gid tong thé trén co sé higu qua vé kinh té qua cdc théng s6 ky thuat, chat luong, gid ca, théi gian giao hang, d6 tin cAy véi nha cung cp, nguén cung én dinh, dich vu sau bén hang va nhting diéu kign thanh ton ¢6 loi, - Dam bao moi thay déi trong quy dinh nay lién quan dén cdc didu khoan vé phap ludt duge kiém tra day dit va duoc cap nhat kip thoi, - Quan ly quy trinh nhap khdu, xin han ngach, giri hang va giao hang tai Nha may,‘S6 ai ligu ‘Tén tai ligu Sétrang | Lin sita INT-PRC-MI Quy Dinh Quin Ly Mua Hang 3/9 3 ‘Lya chon nhing nha cung cp tt nhat dua trén co sé hiéu qua kinh té - ky thudt, kinh nghiém va nhiing diéu kién cé6 Igi khac, ‘Béo cdo hang thang vé tinh hinh mua hang hod cho gidm déc nha may, Tiép nhfn hang hoa mua vé (thie kho, ‘Thanh ly hang héa (hét han sir dung, hw hong, 18; thei. Jign quan. bj va phy ting), nhdp kho va quan ly hang héa trong theo quy dinh va quy tinh 3.3 Nhén vién vat tw ¢6 tréch nhiém: Sp xép ké hoach thy hién mua vat tu hop ly, Gitt bi mat déi voi bat ky théng tin thuong mai cia céng ty hay bat ky chi tiét trong cae ban chao gid khi gi nha cung cp, i bO nao lién quan dén san xudt, 3.4 Tram phan phéi thudc chi nhénh Ha N6i, chi nhénh Hé Chi Minh: Tram phan phéi: 1a don vi thude sue quan ly ctia Chi nhanh H8 Chi Mink (HCM), Ha N@i (HIN) theo so dé t8 chite ctia cong ty sé tu mua thiét bj, phy ting, dich vu lién quan dén hoat déng van hanh, sin xudt cla céc tram phan phéi va tuan theo Quy dinh quan ly mua hang nay, Quy trinh mua hang ciia eng ty, efing nhw quan ly cdc thit tue lién quan dén quy trinh nhap khau. Chi nhanh HCM, Chi nhanh HN 1a Chi nhénh tong duong voi cap khdi theo so dd té chite eta céng ty. 4 Thim quyén phé duyét 4.1 Bé nghi mua hang Cac céip quan ly duge phé duyét dé nghj mua hang nhu sau: CAp Truéng phong duge phép phé duyét 48 nghj mua hang trinh lén béi cdp Truong bd phén néu gia tri woe tinh ca dé nghj bang hodc it hon 3,000 USD/ trutmg hop. Cp Gidm déc nha may duoc phép phé duyét d& nghj mua hang trinh lén tir edp Truong, phong néu gid tri uée tinh ota 48 nghj bing hoge it hon 20,000 USD/ tnuing hop. (Truéng hop mua khén cap 06 thé phé duyét bing hoi it hon 40,000 USD). Cap Giém déc kh6i hoe Chi nhanh twong durong khéi, duge phép phé dur mua trinh [én boi cép Trudng phong néu gid tri uée tinh ciia dé nghj bing hoic it hon 7,000 USD/ trang hop. Téng gidm déc hogc Phé ting gidm déc duge phép phé duyét dé nghj mua hang trinh Ién bi cp Giém déc néu gid ti ude tinh cia dé nghi bing hode it hon 60,000 USD/ tréng hop. Trong truéng hop dé nghj mua vurot qué 60,000 USD, ca Tang gim déc va Pho tng gidm déc sé cing quyét dinh. 8 nghiS6 tai ligu Tén tai ligu Sétrang | Lansira 4/9 3 INT-PRCMI | Quy Dinh Quin Ly Mua Hang 4.2 Két qua chao gia canh tranh/ dau thau Cép quan ly duge phé duyét két qua déu thau va chao gid canh tranh nhu sau: - Cp truéng phong khong duoe phép phé duy6t - Cép gidm déc khéi cing nhu Chi nhanh twong duong khéi duge phép phé duyét béo céo mua trinh lén béi cdp Truéng phong néu gid tri bing ho&c {t hon 5,000 USD/ trudng hop. - Cép gidm déc nha may duge phép phé duyét béo céo mua trinh lén béi cdp Trudng phong néu gid trj bang hoa it hon 10,000 USD/ trudng hop. - Téng gidm déc ho&e Phé téng gidm déc duge phép phé duyét béo cdo mua trinh béi cp Gidm déc néu gid ti bang hode it hon 50,000 USD/ truéng hop. Trong trudng hep gid tri vurgt qué 50,000 USD, ca Ting gidm déc cing nhu Pho téng gidm déc sé cing quyét dinh. Céc tring hgp gid tri vugt tham quyén phé duyét ciia cép Gidm déc sau khi trinh duge trinh lén Téng giam déc va duge Téng gidm déc phé duyét, ma cé phat sinh thay ddi ngudn géc xuat sit hang héa hay théi gian giao hang, khéng lién quan dén viée thay d6i chét lugng va gia tri clia hang héa, cdc cdp Giém déc duge quyét dinh trong nhting trudng hop nay. 4.3 Bang thm quyén phé duyét USD? trutmg hop [Cp quan 1y 41 42 (cap Truéng phong =<3,000 Khong dur phép) Duc kid : a eo ngdn sch v8 ton, (Cap Gidm déc Khéi/ Cap Chi nhanh =<7,000) =< 5,000) tién mdi nam, s6 |tuong khdi trung binh méi thang } (Cp Gidm déc Nha may =< 20,000} =< 10,000, YA theo quy dinh cia en Cong ty. : z 5 7 Gid tri ny chua bao [Téng gidm déc hoe Phé Téng Giém déc | _ =<60,000, =<50,000| pm VAT. [Téng gidm déc va Pho Téng Giam déc > 60,000] > 50,000} #1: Trong truéng hop mua hang khan: cp Giém déc nha may cé thé quyét dinh & mite gia ti =< 40,000 USD/ trudng hop. L§p ké hoach mua vit tu & dich va 5.1 Ké hoach mua vat tr hang nim & dich vu a) Nha may - M@i phong ban s@ lép ké hoach mua hang nam va, trinh cp Giém déc nha may vio thang 9 hang nim, Cp Gidm dée nha may sé kiém tra cdc ké hoach mua hang va trinh cp Téng gidm décSé tai ligu ‘Tén tai ligu Strang | Lin sia INT-PRC-MI Quy Dinh Quin Ly Mua Hang 5/9 vao thang 10, - Cap Téng giém déc sé xem xét va phé duyét vdo thdng 11 nhu mét phan cita quy trinh phé duyét ngan sch hang nam. ~ Sau khi e6 ban phé duyét ngan sch nam, cée Phong/ BO phn sit dung, lap danh sch hang héa tiéu hao (cho vige van hinh sin xudt cla Nha méy), va gli Phong vat ur vao thdi diém dau thang 12 hang nam (hodc sém hon néu cé6 thé) dé Phong vat wr téng hop, phan Jogi hing héa va, lap ké hogch mua higu qua, b) Tram phan phéi - Tram phan phéi sé 4p ké hoach mua hang nm va trinh lén cdp Giam déc chi nhanh HCM vao théng 9 hang nam, 4p Giam déc chi nhanh HCM sé kiém tra ké hoach nay va trinh cp Gidm déc khéi thi trudng vao thing 10 hing nim, + Cap Gidm déc khéi thi trudng sé kiém tra ké hoach, téng hop va sau dé trinh Jén cp ‘Téng gidm déc phé duyét vao thang 11 hang nam. 5.2 Mua khéng theo ké hogch Bat cit truéng hgp nao mua khdng theo ké hoach do nguyén nhan lap ké hoach khéng sat voi thu té hofc trong cde hoan cénh khéng thé dir doan truéc tinh hinh chi c6 thé duge mua theo sy phé duyét dic biét béi nguéi cd tham quyén nhur da néi & cae diéu trén cho méi trudng hop. 5.3 Mua hang khan 5.3.1 Mua hang khan sé ap dung trong cdc truéng hop khi hang hoa/ dich vu khéng c6 trong ké ‘hoach mua hang nam, nhung 1a hodc sé 1a can thiét dé kha phye su cé, duy tri viée van hanh san xudt c6 higu qua va 6n dinh. 5.3.2 Cap Gidm déc nha méy cé thé quyét dinh dé nghj mua khan duéi 40,000 USD/ truéng hop va c6 bdo c4o sém nhat ngay sau dé trinh t6i ban Téng giém déc khong mugn qua 2 ngAy lam vige sau khi ra quyét djnh. 5.4 Bao céo Cap Giém déc nha may/ cde Khéi/ Chi nhénh twong duong khdi sé béo céo viée thyre hin ké hoach mua séim cho cp Téng gidm déc hang nam. Chi tiét 6 Dénghi mua 6.1 Tat ca cée trong hop mua hang hod/ dich vu s€ duge thye hign trén co sé sir dung thyc t&/ hode dua trén tiéu chi vé kinh té kf thudt theo ké hoach da duge lap va phé duyét tir trude nhur dé cp 6 muc 5. Lép ké hoach mua. 6.2 Dé nghi mua sé duge quyét dinh nhu dé cap & muc “4.1 Yéu cdu mua hang”.S6 tai ligu ‘Tén tai ligu Sétrang | Lan sia INT-PRC-MI Quy Dinh Quin Ly Mua Hang 6I9 3 7 Lya chon nha cung cép 7.1 Chao gia canh tanh 7.2 Chi dinh nha cung Chi dinh nha cung cdp duge 4p dung d6i véi Hang hod/ Dich vy trong tudng hop sau day: 7.1.41 Chao gid canh tranh duge ap dung khi - Mua Hang héa/Dich vu bao gém: may méc, thiét bi, phu ting, nguyén liéu, nhién liéu, ban thank pham, linh kiéh ti cde hoat dong sin x hoat dong khée cia cong ty. - Gid tri Hang hod/ Dich vu tir 500 USD tre 1én, dit sao di nita, bat ké trrémg hop thdp hon 500 USD, chao gid canh tranh 6 thé duge dp dung. - Truong hgp stra chita 1én 6 thé dp dung Iya chon nha cung cép theo hinh thire dau thiu sin phdm, ede cung ting khée va dich vu lign quan dén /duy cia nha may, tram phan phéi, hoat dng kinh doanh va cde trong nhimg trudng hop o6 yéu cau ky thugt phite tap, c6 gi tri trén 100,000 USD/ trung hop. 7.1.2 it nbat 3 béo gid tir 3 nha cung cdp dc lap duge yéu cdu cho méi trudng hop mua. Trong tnrng hop diéu kién nay khéng duge dap ting, thi ~ Déi véi Nha may: Néu gid tri mua dudi hodc bing 10,000 USD, cfip Giam déc nha may sé phé duyét theo thdm quyén (6 muc 4.2); néu gid tri mua trén 10,000 USD, cp Téng gidm déc sé phé duyét. + Déi véi Khdi ho&e Chi nhanh tuong duong khdi: Néu gid tr] mua dudi hode bang 5,000 USD, cap Giém déc Khéi ho&e Chi nhénh tuong duong khéi sé phé duyét theo thim mua trén 5,000 USD, cp Ting gidm dic sé phé duyét. quyén (6 muc 4.2); néu gi 7.1.3 Hinh thite chao gid (bao gm Hang hoa va Dich vu) M&i bdo gid duge giti qua Fax, truc tiép, trong phong bi kin qua bau dién ho&c Email, trvong hop giti qua Email thi giti thém cho Truéng b6 phan mua hing. = Hang hod/ Dich vy nhgp khau duge cung cp bai 1 nha cung ep doc quyén hoae Bai ly, = Hang hoa/ Dich vy duge san xudt dc quyén bai cOng ty nuée ngoai va durge phép phan phdi 6 Viet Nam, - Hang hod/ dich vu duge san xuat déc quyn bai cng ty trong nude cé gid bin hop ly trén toan quéc, - Khéng c6 sy thay thé nao cho Hang hod/ Dich vy sin ¢6 vi tich chét nghé, tinh twong thich véi hé thng hién tai va dugc cung cp béi 1 nha cung cdp duy ic thit cia cong nhét cung cp bing chimg chimg minh chi cé nha cung cp €6 méi cé thé dap tmg goi mua hing d6 s€ duge trinh Ién,‘S6 tai ligu Ten ti Sétrang | Lan sita INT-PRC-MI Quy Dinh Quin Ly Mua Hang 119 3 - C6 thé dp dung chi dinh nba cung cp nhur sau: Nha cung cdp da duoc Iya chon qua hinh thite ddu thau mé réng, déu thdu han ché hoge chao hang canh tranh da thyc hid: hgp dong tuong tw trude dé (tuong ty vé ndi dung, tinh chdt cong vie, va don gid khéng vugt qué don gid da thye hién & hop déng truée d6) trong vong 1 nam (12 thang) va gia tri ude tinh cia hgp dong sé thye hién khong lén hon 130% gid tri hop déng da thuc hién truée dé. Gia tri néi trén chua bao gdm VAT. 7.3 Nha cung cAp déi véi nguyén nhién vat ligu - it nbat 2 nha cung cap phai duge chon cho timg loai Nguyén ligu hoe Nhién ligu san xuat dé dam bao cung cdp én dink va van hanh Nha may. Trong truéng hop dae biét, mét nha cung cp cé thé chap nhan, ching han nhw giéi han ngudn/ nha cung cdp 6 kha nang/ nha san xudt, = Don gid sé la két qu hanby diéu kién thye té, Chi tiét theo quy trinh mua hang QEMS-8-3. ia chao gid canh tranh/ hodc dim phén, dya tén don gid hién 8 Phé duyét nha cung edp Bat ct két qua dau thau, chao gia canh tranh va chi dinh truc tiép cia nha cung cap sé due kiém tra béi méi cdp quan ly va duc phé duyét theo thim quyén nh mé ta 6 myc “4.2 Két qua dau thau va chao gia canh tranh”. 9 Hop dbng mua hing va Don dat hang 9.1 Hop mua hang duge sit dung khi hop déng cé gid tri duéi 10,000 USD. 1g mua hang duoc sir dung khi gid tri hop déng bang hodc trén 10,000 USD. Don dat Hyp dong dich vu duge sit dung khi thye hign céng vige dich vy. ryén tac (co ban hang na 9.2 Tat ca cae hop ding dai han/ hop déng. ligu thé, van tai, v6 bao, sia chita va bao dudng....s@ duge cp Tang gidm dic ky. hode dai ky) nhu nguyén 9.3. Cac hop déng mua hang va Don dat mua hang khde s€ duge ky bi Gidm dc hodc Pho giém déc Nha may, Khéi, Chi nbanh theo chite nang va nhiém vu sau khi ¢6 duge sur phé duyét theo didu 4 “Tham quyén phé duyét” (nhu d8 céip & myc 4.2) va theo didu 8 “Phé duyét nha cung cdip”. 10 Kiém tra va nghigm thu Tat ca hang hod/ dich vu sé duge kiém tra truéc khi nghiém thu. = Déi véi hang héa: Quy trinh mua hang QEMS-8-3 sé duge 4p dung khi nhan vién mua hang, ngudi dé nghj tién hanh kiém tra hang héa va nghiém thu. - Déi voi dich vy: thi tuc nghiém thu duge phé duyt boi cp Giam déc nha méy/ Gidm déc khéi/ Gidm déc chi nhanh tuong duong khéi.So tai ligu ‘Ten tai ligu Sétrang | Lan sita INT-PRC-MI Quy Dinh Quin Ly Mua Hang 8/9 3 11 Thanh ly ‘Thiét bi va phu ting da qua sit dung khi duge thay thé - duge quan ly béi B6 phan! Phong sit dung. BO phan/ Phong sir dung ghi lai thye t6 sir dung cho vige sira chita, bao duéng va thay thé, Thi hi duge xée nhan béi BO phan/ Phong sit dung, sé duoc thanh ly, Phong vat tw Lim to dé nghj thanh ly va trinh ‘4 phy ting [di thi, qué han sir dung, hong do hu kho lau nga t6i cp Tong gidm déc. 12 Quan ly kho Phong vat tw chju trach nhigm quan ly cde kho thiét bi phy ting, lap ra céc quy dinh ndi bo vé quan ly kho. Xuat kho: Theo quy trinh xuat kho va cde quy dinh cita c6ng ty lién quan. bj va phy ting da xuat kho, néu chua duge sir dung, phai duge tra vé cho Phong mua hang dé quan ly tn kho. 13. Chap thudn thanh toan 13.1 Thanh toan bing tién mat 13.1.1 Nha may, Chi nhénh HM: Thanh todn bing tién mat dui 20,000,000VNDY truing hop due phé duyét boi Giém déc va Pho duyét ciia qui djnh nay sau khi duge kiém tra boi Phong ké toan/ Nhan vién ké todn tai khu vue. Tai ligu thanh toan sau dé duge chuyén cho Gidm déc khdi tai chinh ké toan, 13.1.2 Cée khi Tai chinh, Hanh chinh, Thi trudng, Ké hoach chién roe va Chi nhanh HN: Thanh todn bang tién mat duéi 20,000,000 VND/ trung hgp duge phé duyét bai Giam déc va Pho Gidm déc Khéi/ Chi nhanh theo tham quyén phé duyét cia quy dinh nay sau khi duoc kiém tra boi Phong ké ton tai HN cita Khéi tai chinh ké toan. Tai ligu thanh toan sau 6 duoc chuyén cho Gidm dée khéi tai chinh ké toan, im déc Nha mdy/ Chi nhénh theo th 14. Danh gia nha cung cap Phang vat tur phéi hop véi bd phin sir dung danh gid higu qua cia cde nha cung cp chinh dinh ky. Cie ti khoan lign quan clia QEMS-8-3 “Quy trinh mua hang” chi va phuong phap sé tuin theo cde di 15. Vi phgm va hinh phat 15.1 Néu bat ky vi pham quy dinh nay duge phat hién, ngudi quan ly ctia ede phong/b6 phan lién quan va/ hoge nhan vién vat tr sé bi: Bj ky luat bai bign phap ky luat cita Cong ty bao gbm Khién trach, bdi thudng vat chat, giam Iuong, kéo dai thai han néng Iuong, va /hoge mién nhigm khéi vi tri lim vige, va Mhoge sa thai, hoge, Bj kign ra Toa an Dan su.sé ligu ‘Tén tai ligu Sétrang | Lan sira 1 INT-PRCMI | Quy Dinh Quan Ly Mua Hang m9 | 3 | 15.2 Néu ra mét quyét dinh vi pham php ludt hode thiét hai cho Céng ty, nguoi quan ly c6 Tién quan sé bj xir IY ky Iudt bling bién phap ky luat cia Céng ty bao gdm bai thudng vat chat, giam long hodc mién nhiém khdi vi tri lam viée. 15.3 Tt ca nhén vién cha Phong vat tr! céc BO phan, Phong lién quan dén qué trinh mua hang, cdc cung ting khac sé khong duge: Bau tu, nam git, van hanh va / hoe dy thae cho bit ky céng ty, hang, khu vue ty nhén hoe 18 chite nao ed Igi ich kinh doanh véi céng ty xi mang Nghi Son, Trong trudmg hgp mt nhén vién da cé lién quan dén nhting diéu trén, nhan vien s@ khai béo sw thue va nit khéi nhting cng viée lién quan 46, Nhén bat ky khoan tién, dich vy hoc bat ky loai Igi ich ndo ma kh6ng ¢6 sir chp nhan. ban eit ng ty tr 16 Nhimg yéu cau khic Quy dinh nay cé higu lye tit ngay Téng gidm déc ky. Quy inh quan ly mua hang ban hanh ngay 20/10/2005 duge thay thé béi quy dinh nay. 17 Cie quy di én quan QEMS-8-3 Quy trinh mua hang QEMS-PLANT-8-4 Quy trinh xudt kho QEMS-PLANT-6-3 Quy trinh quan ly phé thai