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Standard Operating Procedures Manual SOPs

Assets Management “Fuel Distribution for Generator & Vehicles”

Presented to:

Independent Elections Commission (IEC)

Funded and Supported By United Nations Development Programme (UNDP)

Kabul- Afghanistan Date: March 2016/ Hoot 1394

Prepared by: BDO- Jordan & SH

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Issue date Hoot–1394/ March 2016 Department

Assets Management Logistic & Transport Department

SOP No. Assets Management-04 Revision No. and date NEW

Implemented By

Transport Manager/ Logistic Manager/ Drivers & Generator Mechanics

Review authority

No. of pages 20 Signature/ stamp

Abbreviations

NCB: National Competitive Bidding

DG: Director General

CEO: Chief Executive Officer

IEC: Independent Election Commission of Afghanistan

SOPs: Standard Operating Procedures

GoIRA: Government of Islamic Republic of Afghanistan

PFEML: Public Finance and Expenditure Management Law

RFQ: Request for Quotation

BOQ: Bill of Quantity

GPM: General Procurement Manager

GSM: General Stock Manager

SK: Stock Keeper

TM: Transport Manager

LM: Logistic Manager

Mechanic: Engineer or A Mechanic Person who is in charge of Generator operations.

IC: Inspection Committee

GS: Gate Security

In. Co: Inventory Committee

P. Co: Procurement Committee

I.Ch: Inspection Checklist for receiving of supplies

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1. Introduction:

This SOP’s will detail the steps taken to provide fuel for IEC vehicles from the fuel dispensing

site at the Stock IEC Building. (The fuel dispensing location or stock should be separated from

the other stocks and secured with all essential security requirements).

2. Objective;

To standardize fuel forecasting and fuel procuring to IEC with ANSA Fuel standards.

To ensure vehicles, generators and equipment are fuelled with high quality fuel.

To ensure safe and secure fuel stocking within IEC and to protect the environment from spill

out and the hazards associated with fuel drop.

To ensure transparency and accountability in IEC Vehicles and Generators fuel distribution.

To ensure fuel distribution are accomplished as per standard norms and custom.

To prevent overstocking (Stock In) and under stocking (Stock Out) of IEC Assets.

3. Scope:

The scope of this Sop is limited to fuel distribution within the IEC transport and logistics

Department that are considered to be highly vulnerable and accountable for high quality

standards (ANSA Approval) fuel requisition or supply and fuel distribution for the IEC vehicles,

generators and other equipments which are under the IEC operation.

4. Key Personal Involved in Fueling Process:

Task Authorized In charge Procedural

Indicator

Forecast and Planning CEO Transport & Logistic

Departments

(Form F.S.9)

Stock Request

Form

Fuel Purchasing CEO Procurement/

Purchasing Committee

Solicitation Doc

(NCBs, RFQs)

Quality Check &

Inspection of

Specification

ANSA Inspection Committee ANSA Testing

Result

Delivery CEO

(Transport/ Logistic &

Procurement)/ Vendor

or Contractor

(Form M.7)/ Fuel

Inspection Result

Storage Stock General

Manager

Stock Management

Team (Form F.S.7)

Inventory Records

Fuel Distribution Transport &

Logistic Mangers

Stock Keeper/ Drivers/

Logistic Operation

Officer

(Form F.S.10)

(Form F.S.17)

Surplus Management CEO Stock General Manger

(Form F.S.8)

(Form F.S.4)

(Form M.7)

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4.1.Key Personnel Abbreviation

1. CEO (Chief Executive Officer)

2. General Procurement Manager (GPM)

3. General Stock Manager (GSM)

4. Stock Keeper (SK)

5. Inspection Committee (I. Co)

6. Supplier Focal Point “Authorized” (S. F.P)

7. Gate Security (GS)

8. Afghanistan National Standards Authority (ANSA)

4.2.Records and Appendices:

1. Stock Request Form (F.S.9) Annex #: 1

2. Stock Distribution Form (F.S.5) Annex #: 2

3. Delivery Receipt Form (Form M.7) Annex #: 3

4. Drivers fuel expenditure record form (F.S.17) Annex #: 4

5. Stock Record Cards (Form F.S.7) Annex #: 6

6. Bin Card Annex #: Annex #: 7

7. ANSA Standard Norms for IEC 23/4/1387 Annex #: 12

8. Return of Surplus Supplies (F.S.8) Annex #: 9

9. Stock Inventory Form (F.S.4) = Stock Physical Check Form Annex #: 10

10. Disbursal Record Form (F.S.10) Annex #: 11

11. ANSA Standard Norms for IEC 23/4/1387 Annex #: 12

12. ANSA Standard Norms for IEC 12/4/1390 Annex #: 8

13. Drivers Fuel Request Form Annex #: 13

14. Vehicles and Spare Parts Exchange Form Annex #: 14

15. Standard Bidding Document (SBD copy of Solicitation Doc)

5. Transport/ Logistic Departments TOR:

It is the primary responsibility of the Supervisor(s) to ensure that all fuel handling, dispensing, and

storage is done in a safe and proper manner in accordance with this procedure.

- All dispensing or tr ansferring of fuel will be attended for the duration of the operation. The

attendant must be aware of proper fuel handling procedures to minimize the risk of a spill

and shall continuously scan the area adjacent to the fuelling operation for possible leaks or

spills.

- The transferring and dispensing of fuel will be done with pumping equipment, an approved

hose, and top-fill nozzle.

- Ensure that a site-appropriate spill containment kit is readily available.

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- Verify that there is a proper connection between the fuel fill hose and the fill pipe of the fuel

tank, refueling tank, or the equipment being filled. Verify that the fill valve is open.

- The transfer of fuel must be stopped prior to overflowing, leaving room for expansion.

- Refueling tanks and fuel tanks on vehicles and equipment are not to be overfilled.

- The operation of moving equipment in the immediate area of a fuelling operation shall be

suspended.

- Welding and/or burning operations within 3 meters must be stopped while fuelling is in

progress.

- Maintain regular inspections of fuel systems and their components. Check for leakage,

deterioration, or damage, in accordance with the Construction Regulation.

6. Procedure for Fuel Storage

- Where the circumstances require, fuel may be stored in an approved refueling tank.

- Fuelling tanks must be stored in an area where it cannot be hit by vehicles or other

equipment. The fuel storage area also must be located away from drainage channels.

- All refueling tanks are to be properly labeled in accordance with the IEC departmental

coding.

- Fuel normally stored in underground tanks / small volume above-ground steel tanks.

- Fire extinguishers shall be located near the fuel storage areas and be of a suitable type and

size to permit the evacuation of workers during a fire.

- Any worker who may be required to use a fire extinguisher shall be trained in its use.

- Smoking will not be permitted in the area of the fuel storage facility and "No Smoking"

signs will be posted. Smoking will not be permitted during any fuelling operation. "No

Smoking" signs are to be maintained in good condition.

- Waste oils, lubricants, greasy and oily rags, or other materials subject to spontaneous

combustion will be retained in a labeled container used for that purpose exclusively and will

be properly disposed of at frequent intervals.

- Appropriate emergency spill equipment will be available in the fuel storage area.

- No "hot work" shall take place within 3 meters of a storage zone.

7. Roles and Responsibilities:

This policy will detail the steps taken to provide fuel for IEC vehicles from the fuel

dispensing site at the Stock IEC Building. (The fuel dispensing location or stock should be

separated from the other stocks and secured with all essential security requirements)

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# Responsibility: Action

1 Operation

Personnel Only IEC or other Organization authorized vehicles may obtain

either unleaded gasoline, diesel fuel or alternative fuel at the

distribution site by driving and parking at the fueling dispensing

site. (IEC/ Vendor)

The driver must notify the Transportation Manager in the

adjacent Transportation shop of his/her need for fuel.

Please note that this is not a “self service” operation.

2 Transportation

Services

The Transportation Manager or other authorized staff shall

dispense the appropriate fuel into the vehicle.

Proper care must be exercised to insure that the right fuel is

used in the vehicles and equipment (i.e., gasoline in gas

engines, diesel in diesel engines and mixed fuel in hand

operated equipment).

For documentation purposes, the Transportation Manager

maintains or selects following fuel request/disbursal methods;

1- For CEO or Head of Departments and/ or Commissioners as

per GoIRA approved quota on monthly basis.

2- For personnel transportation (Pack & Drop) as per the real

expenditure of Vehicle based on KM airing on monthly/

weekly basis.

3- For shuttle (Daily Traveling) as per the real expenditure of

Vehicle based on KM airing on monthly/ weekly basis.

4- Fuel disbursal report, which is a record of all fuel

distribution on a daily basis by vehicle. This report is

forwarded to Logistic (Transport) Department on a daily

basis for recording (cumulative based) fuel expenses.

3 Logistic

Operations

Office

- Departments other than Transport Department are billed for their

fuel use, as identified on the daily fuel disbursal report, at

minimum on a monthly basis.

- Generator Fueling will process as per the Generator norms and

fueling process, it will be refueling on Weekly/ Monthly/

Quarterly basis and the refueling should be applied by assigned

Inspection Committee and records (Expenses as per Hour =

cumulative hours) should be analysis and documented.

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8. Fuelling process for both (Generators & Vehicles)

Fuel Record and Disbursing Flow Chart

Fuel Supply Delivered to IEC Fueling Tank

Record into Forms M.7/ F.S.7

Registered into Stock Keeper Record

Issuing form F.S.5 and Record into Driver/ Mechanics

As Per ANSA norms each

100 KM/ Vehicles

Filling Shuttle Record

Book/ each round trip

Analyzing on monthly basis

Shuttle Record Book

Controlled by MOF controller/

Filling form F.S.10 for Driver

As Per ANSA norms each

Generator Expenditure

P/H

fuel Expenditure of Generator

Should be Recorded on Lock

Book

Lock Book Should be Signed

and Inspected by assigned

committee

Analyzing and Recording

Generator Lock Book

Controlled by MOF

controller/ Filling form F.S.10

for Mechanic

Record into Transport Fuel

Disbursing Record Book

Request by

Driver

Transport

Manager

Approve the

request

Stock General

Manager +

Stock Keeper

distribute

requested fuel

to Driver as

per (Norm and

Quota of the

specific

Vehicle)

Request by

Mechanic

(Generator In

Charge)

Logistic

Manager

Approve the

request

Stock General

Manager +

Stock Keeper

distribute

requested fuel

to Mechanic

as per (Norm

of Generator)

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9. Annexes: Standard Forms

9

10

11

12

13

14

15

16

17

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درخواست تیل دریوران:ورم ف

931تاریخ: / /

ورقه درخواستی ) ( فـــــــــرزند ) (

ماره ) (ـنــــوع مــــــوتر ) ( پلیت ش

محترم لوژستیک !بریاست

برای واسطه متعلقه ام جهت پیشبرد امورات رسمی و فعالیت های ترانسپورتی به مقدار ) ( لیتر تیل ) ( مطابق

گردش کیلومتر ضرورت است، امید است امر حواله آنرا بالای شعبه مربوطه عنایت فرموده ممنون سازید.

احترامبا

) ( دریور

پورت !ـــــــریت ترانســـآم

مقدار ) ( لیتر تیل ) ( مورد ضرورت واسطه مذکور را مطابق گردش کیلومتر/ سهمیه اصولاً اجراات نمائید.

رئیس مالی و اداری

یات !ــــــــریت روغنـــمدی

طبق حـــــــــکم فــوق اجراات اصـــــــــولی نمـائید.

آمــــر ترانســـپورت

معتمد روغنیات !

در مورد مقدار متـذکره اجــراات اصــولـی نمــائید.

مدیـــــر روغنــــیات

محترما !

نظر به هدایت فوق مقدار ) ( لیتر تیل ) ( برای اسامی ) ( دریور واسطه ) ( توزیع شد.

بااحترام

) ( معتمد روغنیات

Annex #: 13

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ورهاــنراتـــایط و جــیات وســــلی روغنـورم تبدیــف

( ولد ) ( دریور واسطه پلیت شماره ) ( اسم دریور )

بریاست محترم لوژستیک!

لی ضرورت دارد.ـــدیــلومتر خاصیت خود را از دست داده است و به تبـــردش و کیــمبلایل واسطه متعلقه ام طبق گ

امضاء/ مهر دریور

تاریخ مبلایل و سرویس قبلی: / /

931

931تاریخ فعلی: / /

کیلومتر فعلی: کیلومتر قبلی:

آمریت ترانسپورت:

بعد از نظریه هیات محترم فنی اجراات اصولی نمائید.

رئیس مالی و اداری

!هیات محترم فنی

ائید.ـــراز نظر نمـــورد مبلائیل تبدیلی واسطه مذکور ابـدر م

مدیر روغنیات

نظریه هیات محترم فنی اداره

مایان هیات فنی مبلائیل واسطه مذکور را از نزدیک مشاهده نموده، واسطه متذکره به اندازه ) ( کیلومتر گردش نموده و

به مبلائیل تبدیلی ضرورت دارد.خاصیت خود را از دست داده و

امضاء هیات امضاء هیات امضاء هیات

ضروریات واسطه متذکره در مورد به مبلائیل تبدیلی بعد از تصدیق مدیر روغنیات

شمار

ه

توضی اسباب مورد ضرورت

ح

مقدا

ر

واح

د

مبلائیل 9

فلتر 2

مبلائیل

فلتر پطرول/ دیزل 3

یس کریسرویس و گر 4

فلتر هوا 5

فلتر کاغذی 6

فلتر آبّ 7

هایدرولی 8

ک

ویکم برک 1

فریز آب انتی 91

تیزاب 99

سیائیل 92

........................تاریخ و ساعت شروع کار در ورکشاپ ............................................ تاریخ و ختم کار...............

امضاء و مهر ورکشاپ

Annex #: 14

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تصدیق مدیر ترانسپورت تصدیق مدیر تخنیک

8. References: - Afghanistan Assets Management Guidelines 1967

- Public Finance and Expenditure Management Law

- Procurement Law of Afghanistan 2009

- Afghanistan National Standard Authorities Rules and Regulations Www.ansa.gov.af

- Afghan Public Sector Fuel Standard Norms (National Gazette issue date 1389)