Responsibility & Authority (Annexure)

FAFA ADHESIVE LABELLING INDUSTRY
ANNEXURE III
RESPONSIBILITY & AUTHORITY
Table of Contents
S/N Title Page No

1 Vice President 2
2 Chief Operating Officer (COO) 2
3 Technical Manager 3
4 Deputy General Manager-Sales & Mkt. 4
5 Manager- Purchase 4
6 Asst. Plant Manager 5
7 Manager- HR & Admin 6
8 Manager-QA/QC 7
9 Management Representative (M.R) 7
10 Manager-Sales and marketing 8
11 Asst Manger-Export 8
12 Asst Manager- Sales & Mkt. 9
13 Manager - Finance 9
14 Asst. Manager - Finance 10
15 Maintenance In Charge 10
16 Administration Officer 11
17 Shift In charge -Production 11
18 Planner Production & Material 12
19 Officer – Foreign Purchase 12
20 Executive –Sales & Marketing 13
21 Dispatcher 13
22 Supervisor – Stores 14
23 Purchase Officer 14
24 Supervisor – Quality Control 15
25 Executive - Customer Service Department 15
26 Inspector – Quality Control 16
27 Graphics Designer 16
Prepared By: Approved By FQM/IMS/01/R01/08.02.2012
MR Vice President Page 1 of 16

1.VICE PRESIDENT
The overall responsibility for establishing and functioning of manufacturing, sales, marketing
and logistics
Major Duties and Responsibilities:
 Policy formulation,
 Market analysis, individually as well as with marketing team.
 Setting of targets for different function.
 Business process review.
 Company image positioning,
 Segment wise analysis according to company’s policy,
 Periodic reviews,
 Monitor performance of all departments and department heads.
2. CHIEF OPERATING OFFICER

Responsible for overall direction and administration of the company programs, Services
& Operations including Production, Maintenance, Quality Control, Commercial, and personnel
matters.

Major Duties And Responsibilities:
 Overall management control of the factory.
 Provide the right environment for optimum performance and motivate the employees
as a team.
 Monitor the performance of all department and department heads.
 Evaluation and improvement of the systems to suit the needs of the customer and
efficiency of all departments.
 Setting of departmental objective and KPI.
 Overall responsibility for factory administration and Commercial.
 Overall responsible for new product development
Authorization
 Commercial invoice.
 Purchase Order, Work Order and Contracts.
 Stores requisition.
 Authority for cash purchase up to …….
 Authority for waiver on quality issue.
3. TECHNICAL MANAGER
Responsible for overall direction and administration of the company programs, Services
& Operations including Production, Maintenance, Quality Control, Commercial, and personnel
matters.


 Responsible for new product development.
 Provide the right environment to the employees working in graphics dept. for
optimum performance and motivate the employees as a team.
 Monitor the performance of employees of his department.
 Evaluation and improvement of the systems to suit the needs of the customer and
efficiency of all departments.
 Handling of customer complain.
 Overall responsibility of Graphics dept. & product development..
4. DEPUTY GENERAL MANAGER –SALES AND

MARKETING
SERVICING EXISTING CLIENTS
1. Target accomplishments.
2. Sales development / Order Development
3. Execution of Orders with co-ordination between clients and production.
4. Payment collections.
5. Attending complaints & updating management about client’s feedback.
6. Developing the quotation.
DEVELOPING NEW CUSTOMERS

1. New Business development according to company’s policy.

2. Market Research
3. Identifying and developing new customers.
4. Developing new products cartons, this may not be packed in carton presently.
5. MANAGER – PURCHASE
Responsible for overall direction and administration of the commercial programs and
services
 Responsibility of all commercial activities.
 Monitoring performance of all Executives of Stores, Dispatch

 Liaison with vendors.
 Procurement of material in time and in most competitive rates.
 Developing new vendor for spares and engineering items for cost saving.
 MIS reports related to Stores, and dispatch.
 Facilitator for vehicle maintenance and Security department.
 Liaison with government agencies like telephone department and electric
department.
Authority
 Joint authorization for Purchase Order, Work Order and Contracts.

 Excisable and Commercial invoices.
 Stores Gate pass, MRV, Transporters Bill and Cash bills up to SR. 2000/-
 Vehicle out gate pass.
6. ASSISTANT PLANT MANAGER

Responsible for effectively planning, directing and coordinating all activities of the
production and facilitator for the most feasible methods for production of quality goods in a
timely manner
 Planning for printing department in co-ordination with CSD.

 Check availability and inter departmental co-ordination for input material
necessary for production and smooth flow of material and work process.
 Weekly plan for dispatch.
 Daily Planning for post printing departments as per the delivery schedule
 Order new die for new jobs
 Generation of MIS related to production.
 Technical assistance to production.
 General administrative management of production personnel.
Authority
 Requisition slip for consumable stores and paper , film

 Stores indent
 Leave sanction for manufacturing personnel.
 Authorization for waste carton and sheet disposal.
 Authorization for departmental procedural specification
7. MANAGER – HR & ADMIN
Formulation of HR Policies and Procedures and its implementation

 RECRUITMENT: This involves inviting applications as per desired requirement,

short listing of applications and organization preliminary and final round of
interviews to al selection of candidate.
 Issuance of Offer letter, Appointment letter, Probationary report, Confirmation etc.
 INDUCTION: Organizing induction program for the new recruits to familiarize
them with the functions and activities carried out in various department of the
organization.
 Planning and preparation of induction schedule.
 TRAINING AND DEVELOPMENT: This involves identifying the training needs
from various departments and framing the annual Training Calendar after
prioritization of needs. Necessary training program are conducted as per the
calendar.
 Responsible for collection of training needs and preparation of Annual Training
Calendar, maintaining records pertaining to calendar, updating of training history
card.
 PERFORMANCE APPRAISAL: This involves carrying out the appraisal and
analyzing performance standard of the employees.
 Maintenance and upkeep of Personal Files of all employees.
8. MANAGER – Q.A./Q.C.

Responsible for ensuring that all products manufactured are in accordance with the company's
quality control program and quality/reliability standards satisfying customer specifications and
expectations.
 Overall responsibility of Quality Management System.

 Liaison with customer and supplier.
 Generation of MIS.
 Internal training facilitator.
 Overall responsibility of HACCP, FOOD SAFETY, GMP and House Keeping.
 MR of ISO Quality management.
 General administrative management of QA personnel.
 Preparation of departmental procedures.
Authority
 Clearance of MRV.
 Authorization of in-house rejection and waiver approval.
 Authorization for issue material for departmental use.
 Authorization for departmental procedural specification.
 Authority for stores indenting.
 Authority for waiver on quality issue.
9. MANAGEMENT REPRESENTATIVE (M.R.)
The Manager Quality Assurance is appointed as the Management Representative who,

irrespective of other responsibilities, has authority for:
 Ensuring that a quality system processes are established, implemented and maintained
in accordance with ISO 9001: 2008, HACCP Codex, and BRC/IOP.

 Reporting on the performance of the quality system to the management staff for
review and as a basis for improvement of the quality system.
 Promoting awareness of customer requirements throughout the organization

 Liasoning with certifying bodies on matter related to the quality system.
10. MANAGER – SALES & MARKETING
 Business Support – In terms of Marketing Activity Planning and Execution.

 Designing Presentations.
 Business Plan.
 Sales Monitoring and Review.
 Customer Services and Complaint Handling.
 Support for new Projects (New Expansion Plans)
 Facilitator for Internal Event Handling.
11. ASST. MANAGER – EXPORT

Facilitator and management of export related work function.
 International market research and New market development

 New customer development and managing the developed client account and
servicing them.
 Execution of Export order and follow up till payment realization.
 Export pricing.

 Management of Day-to-Day activity of exports department and overall co-

ordinations for pre-shipment shipment and post shipment documentations.
 Developing strategy for international marketing.
12. ASST. MANAGER – SALES

Management of product quality control
 Business Support – In terms of Marketing Activity Planning and Execution.
 Designing Presentations.
 Business Plan.
 Sales Monitoring and Review.
 Customer Services and Complaint Handling.
 Support for new Projects (New Expansion Plans)
 Facilitator for Internal Event Handling.
 Developing strategy for segment marketing.
 Execution of Segment order and follow up till payment realization.
 Segment Pricing.
13. MANAGER – FINANCE

Management of all financial activities.
 Arranging finance

 Controlling finance
 Co-ordinating all financial activities
 Reporting of all financial activities to higher management.
14. ASST. MANAGER – FINANCE
 Prepare periodic finance report

 Preparing financial plan
 Preparing financial budget
 Arrange Govt. related payments
 Co-ordinating all branch accounts activities.
15. MAINTENANCE IN CHARGE
Responsible for execution of projects, technical performance of equipments,

monitoring of activities pertaining to productivity and looking after the general
administration of civil, mechanical, electrical, automobile, electronically (except
computer) maintenance.

 Facilitator and formulator for preventive maintenance

 Assessment of productivity of machines and continual improvement.
 Facilitator & assessor of technical training of manufacturing staff, workers.
 Technical evaluation of Maintenance. AMC.
 WIP on shop floor.
 Technical support to marketing for product development.
Authority
 Requisition slip for consumable stores and paper board

 Vehicle out pass.
 Purchase Indent
16. ADMINISTRATION OFFICER

Administration of employee affairs.
 Time keeping (Attendance, Leave Record, etc.)

 Facilitator for preparation of wages and Salary.
 Management of staff and worker accommodation (maintain utility of employees)
 Facilitator for Travel arrangements.
 Office & general House Keeping supervision.
 Recruitment – arrangement of interview, documentation.
 Upkeep of employees personal file
 Government liaison work – Gossi, Iqama, Factory Inspector, Labour department,
Municipality, Telephone Department, Transport dept, Insurance Company and etc.
 Vehicle movement arrangement.
 Facilitator for Visitor’s Hospitality.

Authority
 Gate pass slip
 Vehicle movement gate pass
 Preparation of Wages and Salary sheet.
 Authorized signatory for Gossi, Iqma related function.
17. SHIFT INCHARGE – PRODUCTION

Facilitator and executor of Post printing operation.
 Overall responsibility of process activities.

 Process Control inspections.
 Management of inputs.
 Controlling wastage for post printing department
 Preparation of work related documentation.
 Wastage disposal.
 Liaison with dispatch for job completion and material movement.
Authority
 Requisition slip for consumable stores.
 Approval of jobs in the machine.
18. PLANNER PRODUCTION & MATERIAL

Co-ordination and liaison and liaison between production and marketing.


 Planning the production on monthly, weekly and daily basis.

 Follow up and co-ordination with production and marketing.
 Job flow co-ordination.
 Co-ordination with intra department personnel.
 Preparation of production schedule
19. OFFICER – FOREIGN PUCRHASE

Facilitator and executor of Import related work function
 Price negotiation and order placement.

 Establishment of Letter of credit.
 Clearing of consignment in co-ordination with L/C dept.
 Maintenance of import register (manually and computerized).
 Preparation of cost sheets of import consignment.
 Maintaining margin register for Bank Guarantee and Letter of credit.
 Advice to vendors (suppliers) for proper documentation to avoid any hindrances in
clearing from customs.
 Reports – Import Liability, under clearance Raw Materials, L/C. repayment
statement (month wise) etc.
 Proper co-ordination with staff at factory.
20. EXECUTIVE –SALES & MARKETING
 Preparation of Inter Office Memo and request for Sample Development.

 New Development data preparation.
 Maintaining files of all clients for works orders, dispatches and purchase orders.

 Follow up and collection of outstanding payments through e-mail, fax and

telephone.
 Attending customer as per instruction of department head.
 Checking the rate and quantity of the Purchase Order after receiving the same from
the client.
 Follow up with factory for dispatches, dispatch plan and proofing of jobs.
 Making weekly MIS reports for clients.
 Making monthly forecast and actual sales reports from marketing personnel
21. DISPATCHER
Facilitator and executor of dispatch related functioning.
 Prepare monthly / weekly dispatch plan in co-ordination with CSD and marketing.
 Dispatch the materials as per dispatch schedule and as per Job Dockets Quantity
mention by the Production department.
 Keep the Finished material ready near dispatch department for dispatch and it
should be OK by QC.
 Keep stock of finished goods in finished goods register
 Maintain the dispatch register.
 Arranging the vehicles for dispatch.
 Management of vehicle movement for dispatch and for transporting people to and
from the company and accommodation.
 Additional responsibility for monitoring & managing the staff facilities in the
accommodation.
Authority
 Bills, Gate Pass.

 Issue slip to issue material from store

22. SUPERVISOR – STORES

Facilitator and executor of Paper Board stores functioning.
1. Maintain records of Paper and Paper Boards and corrugated box.

2. Updating of requisition slip.
3. Purchase request.
4. Entry updating in WIP statement, Job docket wise.
5. Generation of Store related data.
6. Maintain of FIFO.
Authority
 Gate passes of Returnable and Non Returnable goods.

 Issue slip to issue material from store
 Authority for purchase request.
23. PURCHASE OFFICER

Support and executor of commercial functioning.
 Arrange / Order corrugated boxes as per production and dispatch planning.

 Arrange Raw Materials as per the store indent.
 Procurement of material of local purchase.
 Maintaining of minimum stock level of consumable items.

Authority
1. Call quotations from suppliers to prepare comparison of new enquiries.
24. SUPERVISOR – QUALITY CONTROL

Support and executor of quality control functioning.
 Inspection and reporting of all raw materials.

 Liaison with supplier and HO regarding material handling and rejection.
 Developments and test trial of new raw materials.
 On line QC inspection and reporting.
 Generation of QC related MIS.
Authority:
 Authority for verification of Raw material reports.

 Authority for clearance of GRN as second command.
25. EXECUTIVE - CUSOTOMER SERVICE

DEPARTMENT
Co-ordination and liaison with production and marketing and customer.
 Prepare costing of the job.

 Prepare Job order as per the specifications and the purchase order.

 Co-ordination with Sales, Production, Dispatch and Customers.

 Liaison with local customers for orders and payments.
 Making tentative weekly dispatch plan and daily dispatch plan with production
manager.
 Coordinating with sales persons for purchase order and clearance for dispatch.
 Making short quantity reports for quality department and sales persons in Mumbai.
 Liaising with customers for dispatch details and complaint.
26. INSPECTOR – QUALITY CONTROL

Support and executor of quality control functioning.
 Inspection and reporting of all raw materials.

 On line QC inspection and reporting.
 Proper sampling of finished goods.
27. GRAPHICS DESIGNER

Support to manufacturing department as precursor for input materials like processed plates
required for printing. Facilitator for activities related to development of new jobs.
 Keeping track and arranging necessary materials for new job development.
 Management of inputs for day-to-day activity.
 Upkeep of work related documentation.

 Arrangement of plates as per printing plan.

 Co-ordination with marketing & CSD for inputs.
 Maintaining of stocks of plates and consumable for plate making.
Authority:
1. Requisition slip for consumable stores.

Responsibility &amp; Authority (Annexure)

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FAFA ADHESIVE LABELLING INDUSTRY

S/N Title Page No

MR Vice President Page 1 of 16

Major Duties and Responsibilities:

2. CHIEF OPERATING OFFICER

Prepared By: Approved By FQM/IMS/01/R01/08.02.2012

MR Vice President Page 2 of 16

Major Duties And Responsibilities:

 Overall management control of the factory.

 Monitor the performance of all department and department heads.

 Setting of departmental objective and KPI.

 Overall responsibility for factory administration and Commercial.

 Overall responsible for new product development

Major Duties And Responsibilities:

MR Vice President Page 3 of 16

 Responsible for new product development.

 Monitor the performance of employees of his department.

 Handling of customer complain.

 Overall responsibility of Graphics dept. & product development..

4. DEPUTY GENERAL MANAGER –SALES AND

SERVICING EXISTING CLIENTS

MR Vice President Page 4 of 16

1. New Business development according to company’s policy.

Major Duties and Responsibilities:

 Responsibility of all commercial activities.

 Monitoring performance of all Executives of Stores, Dispatch

 Joint authorization for Purchase Order, Work Order and Contracts.

6. ASSISTANT PLANT MANAGER

Prepared By: Approved By FQM/IMS/01/R01/08.02.2012

MR Vice President Page 5 of 16

 Planning for printing department in co-ordination with CSD.

 Requisition slip for consumable stores and paper , film

7. MANAGER – HR & ADMIN

Formulation of HR Policies and Procedures and its implementation

Prepared By: Approved By FQM/IMS/01/R01/08.02.2012

MR Vice President Page 6 of 16

Major Duties and Responsibilities:

 RECRUITMENT: This involves inviting applications as per desired requirement,

MR Vice President Page 7 of 16

Major Duties And Responsibilities:

 Overall responsibility of Quality Management System.

9. MANAGEMENT REPRESENTATIVE (M.R.)

The Manager Quality Assurance is appointed as the Management Representative who,

Prepared By: Approved By FQM/IMS/01/R01/08.02.2012

MR Vice President Page 8 of 16

 Promoting awareness of customer requirements throughout the organization

10. MANAGER – SALES & MARKETING

Major Duties And Responsibilities:

 Business Support – In terms of Marketing Activity Planning and Execution.

11. ASST. MANAGER – EXPORT

Major Duties And Responsibilities:

 International market research and New market development

MR Vice President Page 9 of 16

 Management of Day-to-Day activity of exports department and overall co-

12. ASST. MANAGER – SALES

Major Duties And Responsibilities:

 Business Support – In terms of Marketing Activity Planning and Execution.

13. MANAGER – FINANCE

Major Duties And Responsibilities:

MR Vice President Page 10 of 16

14. ASST. MANAGER – FINANCE

Major Duties And Responsibilities:

 Prepare periodic finance report

15. MAINTENANCE IN CHARGE

Responsibility & Authority (Annexure)

Responsibility & Authority (Annexure)