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Purpose:
Systematization of the process of control over Company’s suppliers.
Sphere of application:
Limited Liability Company “Elena Shipping Agency”, Company’s suppliers, users of services
References:
International Standard ISO 9001-2000;
Quality Management Regulations ŃĚĘ-001/2003
Authorities and responsibility:
Director General – general responsibility for decision concerning purchase of supplier’s services, making and observance of contract terms, Personnel Inspector – procedure execution.
Procedure:
1. Suppliers with the right for fulfillment of correspondent works and services duly executed by adequate state authorities may be attracted as specialized suppliers. Possibility of fulfillment of such works and services by suppliers is estimated by making analysis as for correspondence of these works and services to the requirements and by that fact they have correspondent licenses (certificates).
2. Head of the Company chooses suppliers on the basis of possibility they have to render services as follows: teaching and training in accordance with international requirements and issuance of correspondent certificates as well physical examination with issuance of adequate documents and transportation of seamen to and from the vessel with all accompanying services (hotel reservation, transfer, booking of air and/or rail tickets).
3. While making analysis and estimation of potential supplier’s possibilities the Head must get all maximum possible information about him, his clients, subcontractors and to visit supplying company if possible. Special attention should be paid to availability of Quality System of supplier. Except for availability of Quality System criteria of estimation of supplier should be: experience of work in its sphere as well as opinions from the outside organizations of possibility to render services of adequate quality.
4. Upon receipt of draft contract Personnel Inspector shall analyze the draft as for correspondence to the following requirements:
a) Subject of the contract has exact wordings; purchase documents contain information exactly describing the ordered service or product; there is no possibility to have different interpretations and terms. Either Russian or English is to be used for making contract (see Attachment to the Procedure).
b) Sphere of activity contains exact distribution of responsibility between the Company and supplier.
c) Order, method of inspection and correspondent documentation of inspections both by Limited Liability Company “Elena Shipping Agency” itself and by the client should be specified in the contract.
d) Distribution of financial responsibility for fulfillment of contract terms (Agent’s commission and other expenses).
e) Duration of contract, its validity and conditions of termination.
f) Communication and correspondence – availability of all necessary requisites.
g) Legislation. Consideration of disputable matters in a court/Arbitration.
h) Guarantee of confidentiality
i) Forse-majeure.
5. Personnel Inspector shall visa draft contract in case of comments absence; if there are coments, he should pass them together with the contract for consideration of the Chief Accountant and after that the document is to be considered by the Head.
6. Additions to the Contract should be made in accordance with CMK-01/2003.
7. After one year of supplier’s services usage all aspects of supplier’s activity are to be considered during analysis of Quality System of Limited Liability Company “Elena Shipping Agency” in accordance with Procedure 01, and decision should be made weather to enter it in the List of Company’s Approved Suppliers or to terminate cooperation after expiration of the contract term.
Records and reports:
Copies of the documents are held by the Quality Manager in accordance with the nomenclature of actions
Attachments and documentation:
List of Approved Suppliers of Limited Liability Company “Elena Shipping Agency”
NOTE: In Limited Liability Company “Elena Shipping Agency” Russian and English are working languages. In case of variants in reading of document text language of the original text of the document prevails. For example, if the original of Agency Agreement was made in English, English variant of the text prevails.
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2000 - 2010 Elena Shipping Agency Co. Ltd. All rights reserved. |
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