Work Instructions for Procurement

Operations during Paddy season - EEAP

Document No: WI/MS/015

Issue No.: 01
Revision No.: 00
Effective Date: 23/09/2013
Page 1 of 3

Instructions for:
Procurement Operations during Paddy Season
Responsible:
Operations Assistant
Procedure:
Operations Assistant:

The person would be responsible for all the HSE related matters at their
respective location.

He will conduct the TBT ( Tool Box talk) on daily basis, highlighting the following
things

Potential hazards along with safe measures.

Emergency exits.

& emergency contact lists.

He will ensure the use of PPES by all the man force working in PPCs.Detail is as
under:

1. For labor (Safety Shoes, hygiene Cap, Dust mask)

2. For Sample Boy (Safety Shoes, hygiene Cap, Dust mask, Helmet, Harnesses)
3. For ULS (Safety Shoes, hygiene Cap, Dust mask, Helmet)
4. For rest of the persons in office (safety shoes)

He will be responsible for the following four major functions detail of each is
mentioned below.

Managing Procurement Operations

Managing Documentation of Procured Product

Managing transshipment & the stacked product

Inventory & Asset management

a) Managing Procurement Operations:

He will supervise all paddy procurement operations at locations and ensure

purchased quality to be safely unloaded.

Work Instructions for Procurement

Operations during Paddy season - EEAP

Document No: WI/MS/015

Issue No.: 01
Revision No.: 00
Effective Date: 23/09/2013
Page 2 of 3

He will also ensure proper manning for working, along with the required labor.

He will ensure smooth traffic control at paddy procurement center (PPC) without
any safety hazard with the help of traffic wardens/ Safety personnel.

He will ensure that the product is off loaded as per approved & agreed specs.

b) Managing Documentation of Procured Product:

He will ensure vehicle wise documentation of procured paddy & will ensure that
all the documents such as GRD, PO, IGP, GRN & OGP etc. are timely made in
time, meeting the standard time line.

He will also ensure timely analysis of the product.

c) Managing transshipment & the stacked product:

He will ensure that the purchased product is handled carefully.

He will ensure proper sun drying of the paddy with greater moisture.

He will also ensure proper stacking of the product, with the following info
mentioned on the bin cards.
1. PO #
2. Date of procurement
3. Quantity ( # of Bags)
4. Moisture.

He will also ensure that the stored product is at proper moisture, & ensure its
timely analysis to maintain the quality of the stored product.

He will also ensure safe and timely loading of transshipment vehicles and ensure
following documentation with the help of unloading supervisor & KPO.
1. IGP ( to be made by KPO)
2. Dispatch note (to be made by ULS)
3. OGP ( to be made by KPO in IRS)
4. STO (to be made by KPO in IRS)

Work Instructions for Procurement

Operations during Paddy season - EEAP

Document No: WI/MS/015

Issue No.: 01
Revision No.: 00
Effective Date: 23/09/2013
Page 3 of 3

d) Inventory & Asset management:

He will maintain the record of issuance of Empty Company Owned Jute Bags to
party by proper check & will make the reconciliation time to time as the supplier
will be returning the bags during paddy supply.

He will maintain the record of Pallets & Tarpaulins.

He will maintain the record of all daily/variable expenses (Kitchen, POL, Repair &
maintenance etc.) being carried out at PPC under the close supervision of CO /
Area Manager.

He will assist commercial officer as far as the security of fixed assets is

concerned.

He will ensure proper placement of all office Equipment.

He will ensure all the Disaster Handling Equipment like fire extinguishers,
properly marked and placed at easily accessible points.