Free Essay

Departmentalization

In: Business and Management

Submitted By naveenamadhu
Words 8261
Pages 34
In Synaxis Ready Mix, the entire organization is divided into functional departments as shown in the above chart, to deal with the problems of business at various levels. Functional authority remains confined to functional guidance to different departments. This helps in maintain quality and uniformity of performance of different functions throughout the enterprise.
Features
* The entire organizational activities are divided into specifications such as Sales, Production, IT, Finance & Administration, etc as shown in above chart. * Complex form of administrative organization * Three authorities exist- Line, Staff and Function * Each functional area is put under the charge of functional specialists and he has got the authority to give all decisions regarding whenever the function is performed throughout the enterprise. * Better division of labour takes place which results in specialization of function and its consequent benefit. * Management control is simplified as the mental functions are separated from manual functions. Checks and balances keep the authority within certain limits. Specialists may be asked to judge the performance of various sections. * Greater efficiency is achieved because of every function performing a limited number of functions. * Specialization compiled with standardization facilitates maximum production and economical costs. * Expert knowledge of functional manager facilitates better control and supervision.

Board of Directors
Board or the board of directors is the Governing body of an incorporated firm. Its members are elected normally by the stockholders of the firm. The board has the ultimate decision making authority. It is empowered to set the company's policy, objectives, and overall direction, adopt laws, name members of the advisory, executive, finance, and other committees, hire, monitor, evaluate, and fire the managing director and senior executives, determine and pay the dividend, and issue additional shares. Though all its members might not be engaged in the company's day-to-day operations, the entire board is held liable for the consequences of the firm’s policies, actions and failures to act. Chairman of the Board & his responsibilities
Responsibilities of the chairman of the board are the following: 1. Preside over board or executive committee. 2. Supply vision and imagination at the highest level of hierarchy, normally working closely with the MD. 3. Take chair at general meetings, within which: to ensure orderly conduct; fair and appropriate opportunity for all to contribute; suitable time allocation per item; determining order of agenda; directing discussion towards consensus; clarifying and summing up actions and policies. 4. Act as the organisation's representative in its dealings with the outside world. 5. Play a leading part in determining composition of board and sub-committees, so as to achieve harmony and effectiveness. 6. Take decisions as delegated by the board and where required chair board meetings. 7. Execute the responsibilities of a company director according to lawful and ethical standards.

Managing Director
The role of Managing director is to develop, design and implement the strategic plan for the company in the most time efficient and cost effective manner. He is responsible for developing business plans for the long term future of the organisation and also the day-to-day running of the company. He is accountable to the board of the company.

Functions
Business Development
Managing Director is responsible for business development. He helps to bring new clients to the firm. In this way, the MD is similar to a high level salesperson. The director sets meetings with potential clients and presents proposals in order to win a client's business. He stays in touch with potential clients. In addition to bringing in new work, the managing director also research and implement new strategies that helps to increase company's profits.
Keep Clients Happy
Once a new client comes on board, the managing director must also nurture this new business relationship. The managing director helps make the transition smoother and addresses the client's major concerns on an ongoing basis. She must stay abreast of new developments in the client's industry so that she can recommend new strategies and focuses for the company.
Recruit and Retain Employees
The managing director oversees the recruitment and retention of employees. He is responsible for finding the best talent and bringing new team members, particularly top-tier executive level workers, on board at his company. He stays in contact with top employees to assure that they are happy with the company and work environment.
Report to Board of Directors
One of the most important roles of managing director is to meet with and report information about the company's overall performance to the board of directors of the company regularly. The board of directors makes recommendations regarding the company based on the managing director's reports.

In Synaxis Ready Mix, there is no separate Human Resources Manager (HR). So the Managing Director is assigned with the duties of a Human Resources Manager (HR) too. He is responsible for managing human resources - employees of Synaxis ready mix. He focuses on meeting the needs of all the employees and ensuring that the work environments are a healthy and safe one at all times.
In order to understand the purpose of the Human Resources function, let’s look at the different tasks that are carried out by the Managing Director on behalf of the HR department.
Recruitment
* Responsible for recruiting potential candidates for the job * In order to do this effectively, there are a number of steps involved in the recruitment process: 1. Preparing a JOB DESCRIPTION – this clearly describes the nature of the job and what it involves 2. Preparing a PERSON SPECIFICATION – this clearly describes the type of person the organisation believes will best suit the job 3. Advertising the vacancy – it is important that the Human Resources team identifies the most suitable place to advertise 4. Determining if the job should be advertised INTERNALLY or EXTERNALLY. Internal recruitment means that an existing employee is given the job through promotion etc, whereas external recruitment means that the successful candidate comes from out with the organisation Selection * Responsible for selecting the best candidate for the job * In order to do this effectively, there are a number of steps involved in the selection process: 1. Gather all the applications forms received and identify the most suitable candidates. 2. Arrange interviews for the selected candidates. Normally, there are at least two round of interviews: the first one is referred to as the LONG LEAT- usually consisting of 6-8 candidates. The most successful 2 or 3 candidates would then be invites back for a second interview referred to as the SHORT LEAT. 3. Once references have been consulted, the successful candidate will be informed of their success and be offered the job. 4. It is the important for all the unsuccessful candidates to be thanked for their interest in the organisation and provided with feedback as to why they didn’t get the job.
Calculating Wages * Responsible for ensuring that each employee receives the correct amount of pay. * The rate of pay depends upon the amount of hours the employee has worked: 1. Flat Rates: The employee is paid by an hourly rate. 2. Time Rates: The employee is paid depending upon the length of time he or she takes to complete the job. 3. Overtime Rates: For every extra hour of overtime the employee works, he or she receives a higher hourly rate. 4. Piece Rates: Depending upon how much the employee produces, will determine how much he or she gets paid.
Apart from these the higher level employees like departmental managers or heads are given fixed remuneration.
Training
* Responsible for ensuring that each employee receives appropriate training to ensure that they know how to do their job and that their skills are developed regularly * Training courses are provided either in-house or at external venues whereby more specialist staff can train the employees * If the Human Resources team ensure that the workforce is receiving up-to-date training opportunities this will mean that the employees will be motivates and keep developing. This will result in a happier and more productive workforce.

PERSONAL ASSISTANT
A personal assistant (PA), sometimes referred to as an executive secretary or personal/private secretary, works closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. PAs help managers to make the best use of their time by dealing with secretarial and administrative tasks. Managers often rely heavily on PA, trusting that work will be handled efficiently in their absence.
Duties & Responsibilities
Personal assistants (PAs) often act as their manager's first point of contact with people from both inside and outside the organisation. Typical work activities include: * Deputising for the manager, making decisions and delegating work to others in the manager's absence; * Devising and maintaining office systems, including data management and filing; * Arranging travel and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations; * Screening telephone calls, enquiries and requests, and handling them when appropriate; * Meeting and greeting visitors at all levels of seniority; * Organising and maintaining diaries and making appointments; * Dealing with incoming email, faxes and post, often corresponding on behalf of their manager; * Taking dictation and minutes; * Carrying out background research and presenting findings; * Producing documents, briefing papers, reports and presentations; * Organising and attending meetings and ensuring their manager is well-prepared for meetings; * Liaising with clients, suppliers and other staff. * Carrying out specific projects and research; * Responsibility for accounts and budgets; * Taking on some of the manager's responsibilities and working more closely with management; * Being involved in decision-making processes.

PLANT MANAGERPlant manager oversees and directs all operations for one or more of an organization's manufacturing plants. He has experience in manufacturing operations. The plant manager ensures manufacturing or production goals are met and exceeded within a determined financial budget. They report directly to top executives of the organization.He is responsible for plant operation and maintenance. He establishes plant policies and procedures.
Responsible for plant production goals. Establish and maintain community relations. Foster a well-trained and motivated staff.DUTIES AND RESPONSIBILITIES | * Plan, organize and direct the manufacturing and maintenance operations which ensure the most effective return on assets. * Initiative plans and processes which minimize manufacturing costs through effective utilization of manpower, equipment, facilities, materials, and capital. * Assure attainment of business objectives and productions schedules while insuring product standards that will exceed customer expectations. * Implement manufacturing strategies and action plans to ensure that the facility supports Synaxis’s strategic initiatives. * Establish group and individual accountabilities throughout assigned departments for problem solving and cost reduction, both on a permanent and ad-hoc basis, depending on need. * Encourage use of new techniques and focus on fact based problem solving. * Improve manpower utilization within existing departments and processes. * Schedule stability that allows for maximum return on efficiencies. * Manage spending against budget and in relation to changes in production volume. * Assure that collective bargaining agreements are effectively administered and that employee grievances are addressed in a timely fashion. * Work to establish management practices throughout assigned areas which include all employees’ positive involvement with opportunity for construction input and action. * Continually improve safety record by addressing both physical safety issues and employee safety attitudes. * Maintain and improve housekeeping in all areas. |

Production Department Production is the area where customer requirements are realized. Production Processes are responsible to realize the customer requirements by manufacturing the concrete as per the customer approved mix designs. Production Department has to have effective plan that details each activity. Following are the key sub processes of production process that are responsible for manufacturing the concrete:

* Maintaining the approved concrete mixes * Batching Process * Material Management * Customer’s Order Management * Management of Site Activities * Measuring the Productivity of Batching Plants

Maintaining the Approved Concrete Mixes

Production Manager shall co-ordinate with Technical Department to ensure that approved concrete mix designs entered into the computer and the project of customer. Production Manager shall ensure that each mix design is uniquely identified and appropriate mix designs are processes to manufacture the concrete.

Mix Designs are maintained in Batching Plant Control System and access to Batching Plant Control System is restricted and only authorized personnel are allowed to access.

Production Manager shall ensure that concrete shall not be manufactured if there is no approved mix design of customer is available and it shall be notified to Sales & Technical Department.

Batching Process

Batching Process is an activity that processes the mix design to manufacture the concrete. It shall be set in such a way that the materials are fed into the central mixer in the order where mixing is homogeneous, proper and yield to the final product that meets the required strength and possesses required characteristics (workability and durability).

Batching Plant parameters such as mixing time shall be standardized and ensure that it is sufficient enough to ensure the proper mixing of all ingredients. Risk involved in batching process is not identifying the order in which materials are fed into the central mixer.

Batching Plant Control System is responsible to control the mechanism of batching plant and ensure that appropriate quantity of aggregates are weighed and at the end of all batches tolerance limit of each ingredient is within the accepted limits.

Material Management

Production Manager is responsible to ensure that storage requirements for each ingredient are identified and facilities are provided. Production Manager shall ensure that no two different materials are mingled and also materials are transformed from their storage area to central mixer of the batching plant without coming into the contact of foreign materials.

Production department along with Purchase Department and Store section stocks the required quality and quantity of materials to ensure the supply of raw materials when and where needed.

Customer Order Management (Planning and Delivery)

Shipping section of the production department is responsible to receive the customer order, verify the customer order against Internal Order Form- an evidence of an agreement between Synaxis Ready Mix and Customer; plan the supply and co-ordinate with batching plant to manufacture and deliver the concrete on time. Shipping plans the supplies in such a way that no loads are delayed.

Synaxis Ready Mix has highly trained and experienced transmit mixer drivers and concrete pump operators who are well aware of Abu Dhabi Emirates and can reach the customer site on time.

Concrete Mixer Drivers are trained to maintain the quality of concrete by adhering to the instructions of Production Manager. Drivers are also trained to behave properly with customers in the site and they represent the Synaxis Ready Mix in the market.

Synaxis Ready Mix ha employed experienced site foreman to co0ordinate with client and shipping section. Site foreman is responsible to guide the shipping section to complete the order without much hassle. Shipping ensures through Site Foreman that site is ready for casting the concrete.

In order to mobilize the concrete pumps in one site and to arrange the transit mixers, Shipping Section co-ordinates with Transportation Foreman .Transportation in charge ensures the effective utilisation of transit mixers and concrete pumps.

Management of Site Activities

Site Foreman of Synaxis Ready Mix regularly visits all projects to ensure that sufficient space is available to install the concrete pump and appropriate road is available to access the project for vehicles to deliver the concrete. Site Foreman checks the suitability and readiness of site for casting the concrete prior to start the loading of concrete. Site Foreman monitors the vehicle movement in the site and co-ordinates with Technical Department to ensure the quality of concrete.
Synaxis Ready Mix committed for quality service at all times and strives to continually enhance the quality of service. Site Foreman also monitors the behaviour of transit mixer drivers, concrete pump drivers and operators and has a system to log on all customer complaints towards drivers, quality of concrete and quantity of concrete, which are reported to the Production Manager who initiates action and corrective action to ensure that such non conformities do occur in future. Synaxis Ready Mix keeps log of all activities of site.

Measuring the Productivity of Batching Plants

Synaxis Ready Mix believes in the qualitative work rather than quantity work. Synaxis Ready Mix has a system to monitor the performance of batching plants, analyze the date and take action to continually improve the batching plant performance.

Synaxis Ready Mix has well equipped workshop to maintain the batching plants. It carries out daily and weekly preventive maintenance to ensure that Batching Plants are in appropriate conditions at all times.

Plants & Equipments

Plants and equipments fall under the production department. At present Synaxis Ready Mix is operating 6 fully computerized batching plants with total production capacity of over 720m3/hr. Synaxis Ready Mix has a fleet of 80 transit mixer trucks, 16 mobile concrete pumps, 2 stationery pumps, 2 hydraulic placing booms, 12 trailers, 10 cement bulkers and 2 water tankers for the transportation of concrete and raw materials from the approved sources, which are sufficient to provide prompt services to our valued customers.

Technical & Quality Assurance / Quality Control (QA/QC) Department

Technical Area

Synaxis Ready Mix has almost 30 years invaluable experience in designing concrete mix, manufacturing concrete as per customer requirements, delivering and installing the concrete in the site.

Synaxis Ready Mix has employed highly qualified and experienced persons in its technical departments to ensure the quality of concrete and it serves the purpose of customer. It employs the appropriate and efficient processes to realize the customer requirements.

The Technical Manager of Synaxis tries to understand the customer requirements, assess the structural requirements, product requirements and to design the concrete mix.

Synaxis has well- equipped laboratory to test the quality of the raw materials, design the concrete mix, and verify the correctness of concrete mix by conducting laboratory or plant trail testing the fresh concrete and hardened concrete.

Synaxis employed technical employees who possess required qualification and experience to execute the assigned tasks.

Synaxis has well equipped laboratory to test the incoming materials, design the concrete mix, verify the correctness of concrete mix and approve the concrete mix for production. Synaxis employs highly qualified and experienced technical staff to ensure the quality of concrete is delivered to the customer.

Technical Department has effective and appropriate processes to ensure the quality of raw materials and quality of fresh concrete and hardened concrete. Technical Department is responsible to co-ordinate with Batching Plant for monitoring the fresh concrete and co-ordinates with materials section to produce the quality raw materials and also co-ordinates with shipping to deliver the concrete on time.

Following are the activities that are executed in Technical Department:

* Selection of Suppliers & Testing of raw materials * Designing Concrete Mix & Validate the Concrete Mix * Monitoring the quality of concrete * Statistical Analysis of Test Results

Selection of Suppliers & Testing of Raw Materials

Synaxis Ready Mix has set up the criteria for selecting the suppliers. It ensures that reliable and consistent quality suppliers are considered as approved supplier. Technical staff of Synaxis visits the suppliers to verify the quality of materials and their control over the production processes. Synaxis has well defined Quality Assurance Procedure for selecting and evaluating the performance of suppliers.

Technical Department has procedure to monitor the quality of materials by setting up the Materials testing Frequency Chart. Every material is tested to verify the quality prior to its use in the concrete manufacturing. All tests are done as per international standards such as BS, ACI, ASTM, DIN etc.

Designing Concrete Mix & Validate the Concrete Mix

Technical staff keeps the capability to design concrete mix that meets lower strength to higher strength and can be used in various applications. Concrete mix design is done as per accepted standards and ensures that mix is optimum that yields required strength consistently.

Concrete Mix Design criteria are maintained, review of design inputs are maintained. Designed Mix is validated by carrying out Laboratory Trials and Batching Plant Trials. Results of trials are reviewed and verified against the requirements.

Monitoring the quality of concrete

Technical Staff inspects the fresh concrete before transit mixer leaves thee batching plant. Technical department ensures that quality concrete is reached to the customer. Quality Assurance Procedure is in place to test the fresh concrete (workability and temperature) and hardened concrete (compressive strength of concrete).

Any deviation in the requirement is identified, analyzed and actions are taken to correct. Results of analysis are maintained.

Statistical Analysis of Test Results

Synaxis Ready Mix believes in the data analysis, so that decisions shall be taken on the base of facts. Technical department consistently analyze the test results and does the statistical analysis to monitor the percentage of deviation from the requirement.

Technical Department carries out statistical analysis of materials test results to ensure that suppliers are supplying consistent quality of materials. It uses statistical tools to generate and analyze the test results.

Quality Area (QA/QC)

As the QA/Qc manager, he verifies the results of all processes and also verifies the quality of concrete. He regularly does the checking of test results to ensure that technical and Production areas are functioning properly. He reports to the top management regarding the performance of processes and products.

Synaxis Ready Mix has the policy to supply high quality ready mixed concrete to the complete satisfaction of our valued customers, by which we keep intact the relationship between Synaxis and customer for long term. Synaxis ensures that concrete meets customer requirements, product requirements, international standard requirements and applicable regulatory requirements.

Continuous improvement in quality of our concrete is the responsibility of every employee of Synaxis Ready Mix. It is this commitment that will ensure company’s continuing success through meeting or exceeding the requirements of their customers.

By embracing latest technology in their business, Synaxis Ready Mix is able to pass the benefits of increased productivity and efficiency to their customers. Synaxis is committed for continual improvement in the areas of Mix Design, on time delivery systems and quality control processes.

Synaxis strives to continually improve the Quality Management System that complies with IO 9001.2000 Standards to ensure that Synaxis is reliable supplier of quality ready mix concrete to construction industry. Management reviews the quality policy for ensuring the continual stability and effectiveness of the quality management system.

Implementation of Quality Policy of Synaxis Ready Mix through Quality Schemes

Following are the quality schemes of Synaxis Ready Mix: 1. Understanding customer requirements thoroughly and properly 2. Fulfilling customer requirements and achieving customer satisfaction 3. Complying with ISO 9001:2000 requirements and also complying with applicable statutory requirements 4. Ensuring employee responsible to improve the Concrete or service quality is committed for the quality management system 5. By using state of the art technology computerized batching plants with high precision scales to manufacture the concrete 6. By providing training to employees and required facilities to manufacture the concrete and to provide the service 7. Mix design used to manufacture the concrete is designed by referring internationally or nationally accepted standards such as BS, ACI, ASTM, Local Municipality guidelines 8. Continuously reviewing, evaluating and improving effectiveness of the Quality Management System
Quality Management System (Complies with ISO 9001:2000 Standard)

In today’s competitive market place, survival and success depend on the company’s ability to satisfy the entire customer’s technical and delivery requirements, whilst continually improving the effectiveness and efficiency of the internal processes.

The ultimate differentiation in such a market is to be acknowledged as the most technically and quality service oriented company. The ability to maintain and improve the quality standards, whilst pushing the frontiers of technology, is a major factor in maintaining the company’s market share. Synaxis recognizes the need t focus its activities on enhancing customer satisfaction and continual improvement.

The purpose of this Quality Manual is to acquaint Synaxis personnel and other interested parties with methods and controls in place for ensuring quality. Quality Management System that complies with ISO 9001:2000 Standard is developed in order to document the company’s best business practices, better satisfy the requirements and expectations of the customers and improve the overall management of the company.

Synaxis is committed to deliver the quality of concrete to the customer. Quality Policy of Synaxis demonstrates the commitment of Top Management.

Synaxis Ready Mix objective of establishing system is to standardize its processes, drive company towards system dependent rather than personnel depended, st measurable to enhance the efficiency processes, handle non conformities systematically to eliminate the root cause of the problems, communicate with customer to measure the customer perception to know about the Synaxis Ready Mix quality product and service.

Quality Management Service ensures that there is no blame culture by defining responsibilities, authorities for each title specified on the organization chart. Quality management System ensures that processes that are responsible for realizing the requirements are appropriate and efficient. QMS shall ensure that information is channelled in a systematic manner and most important is to assure that quality of product and service of Synaxis Ready Mix is guaranteed.

Quality Documents

1. Quality Manual

Quality Manual describes the infrastructure and interrelationship of the various departments of the Synaxis Ready Mix. It describes the arrangements for ensuring process capability, employee’s competence, suitability of supplies and arrangements for processing failures, customer complaints, corrective and preventive actions, together with systematic auditing and review of the entire system by Synaxis Ready Mix management with emphasis on continual improvement. Quality Manual shall include Quality Policy, Organization Chart, Key Processes Interaction Diagram, Process Performance Monitoring Sheet and quality Objectives.

2. Quality Procedure

It is a document that details an activity in a sequential order. This document shall be used to perform day to day activities.

3. Quality Form It is a document that is used to evidence the job being done. Data from quality form shall be collected, measured, analyzed and action shall be taken to improve the performance of business operations, processes and quality management system.

Laboratory

Synaxis Ready Mix has a well equipped laboratory to conduct routine tests on raw materials and concrete. The laboratory is managed by the Technical Manager with the assistance of experienced Laboratory Engineers, QC Engineer, Laboratory Technicians, Laboratory assistants and site supervisors who are trained and qualified to handle any situation.

Responsibilities of Technical cum QA/QC Manager in Synaxis Ready Mix

* He will be responsible for the preparation and implementation of the Quality Control Procedure. He will be assisted by the competent professionals working within the QC department. * Any non-conformance encountered will ne immediately addressed and a copy will be sent to the Management Representative for Quality Records to take appropriate preventive measures. * The periodic verification and calibration of the batching plant and all the connected equipments are the responsibility of the Technical & QC Engineer. Relevant records for the same will be sent to the Management representative. * Whenever required, the Technical Manager will provide an appropriate project related quality plan to the main contractor.
The Technical Manager will review the required product conformance records from the raw materials suppliers to ensure the products comply with the requirements of the specification

Finance and Administration Department

Financial Manager

Financial manager acts as the source of financial support and financial advisor of the company. This helps the clients to be able to make better choices in regard to their finances. It is the responsibility of the financial director to manage the financial sector of any organization. He supervises all financial activities and comes up with the fiscal as well as the financial management features of a company. Financial manager provide financial support and advice to colleagues and clients, thereby enabling them to make sound decisions regarding their business. He manages finance and financial decisions, which are vital in making an organization successful and there is a need to analyze the future implications of a decision regarding finance.

Responsibilities * Interpreting and providing information related to finance * Interpreting as well as managing cash flow * Predicting the possible trends of the industry * Giving appropriate advices by analyzing changes * Formulating long-term business ideas that are useful for the organization * Conduct a research on the various factors that influence the business performances * Give accurate suggestions based on the information obtained through research * Analyze the present trends in the market as well as deal with competitors * Develop proper mechanisms for managing finances so that the risk involved with finance and financial decisions is reduced * Manage the financial accounting, reporting systems, budget and monitoring of a company * Liaison with auditors for ensuring that annual monitoring is carried out properly * Develop and maintain good contacts with solicitors, auditors etc * Is responsible for handling and supervising accounting, investment portfolios, financial reports and all sorts of fiscal analysis for the organization.

Administrative Manager

Administrative manager plans, directs, and co-ordinates supportive services of an organization, such as record-keeping, mail distribution, telephone operator or receptionist, and other office support services.

Duties & Responsibilities

* Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules. * Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices. * Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities. * Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counselling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures. * Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices. * Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results. * Provides historical reference by developing and utilizing filing and retrieval systems. * Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs. * Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks. * Contributes to team effort by accomplishing related results as needed. * Improves program and service quality by devising new applications; updating procedures; evaluating system results with users. * Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances. * Reviews and oversees contracts, agreements, and/or leases to ensure service is in compliance with the contract and to verify accuracy of figures. Manages through subordinate supervisors and directs staff activities to provide timely services to other work units throughout the Department and ensure efficient daily operation of the work unit and accountability and adherence to applicable laws, policies and procedures. * Serves as liaison between work units, bureaus, or the Department and other agencies and associations to investigate and resolve problems, facilitate proper flow of information, etc.

Salary Distribution

The ministry of Labour in conjunction with Central Bank has introduced Wage Protection System (WPS) to monitor payment of salary to the staff of the company. This provides a safe, secure, efficient and robust mechanism to streamline the timely payment of wages to employees by their employers.

Synaxis Ready Mix provides the facility of electronic wage payment that is fully compliant with the wage payment system guidelines issued.

PRO-Public Relations Officer

PRO handle a wide array of tasks, regardless of the field or industry of their work. They need to display a strong work ethic and possess a positive attitude towards the job.

Responsibilities

* Organize periodic renewal of licenses * Submission of correct documentation to the Ministry of Labour for visa applications * Submission of correct documentation to obtain licenses and efficient collection of licenses to take place when completed * Take, submit and collect all necessary documentation in order to organize all employee official paper work * Arrange medical tests, passports, memos, promotional draws and fine resolution * Accompany the employee as they exit the country * Represent the company at locations such as the Police Station, Airport, Hotels, Embassies, Ministries or municipalities and other significant departments and in accordance with services such as mobile and landline phone services, mail, electricity

PURCHASE DEPARTMENT

The Purchase Manager plays a vital role in procurement, vendor development and negotiation. He plans, organizes, directs, control and evaluates the purchasing activities of the company. The manager provides expertise in specifying and procuring new and replacement components, parts and equipment and reviews technical and quality requirements for the purchase of raw materials, spare parts and services.

The most important purchasing strategy is to find the best products at the best prices and best terms.

FUNCTIONS * Choosing the Best Suppliers
In order to find the best suppliers, the Purchasing Manager may attend a considerable number of meetings with eager suppliers and read even more catalogues and marketing brochures. They might decide to attend conferences and trade shows to find more suppliers or undertake internet research if their needs are particularly complex. * Negotiating for Best Prices
Once they have found the potential suppliers, they are going to have to undertake a period of negotiation with each of them in order to get the b best prices and terms. Often suppliers attempt to get you to pay list price, but no one pays list price – that is just the starting place, there is always a deal to be had. A good Purchasing Manager knows their products and knows what they need to give their customers what they are seeking at a good price. * Managing Staffs of Purchase Department
Purchasing departments frequently have several purchasing clerks who are responsible for the day to day purchasing activities. It will be the Purchasing Manager’s responsibility to ensure that their staffs are well trained and motivated and undertake their work to the best of their abilities. There is also a requirement to keep to the laws of the land. * Overseeing the Computerised Purchasing System
Computers now take on much of the routine work as well as consolidating the accounts and producing a considerable amount of management information. Therefore, the purchase manager has to oversee the computerized purchasing system that the company has installed. The software has considerably simplified the purchasing activities and ensured that the departments are much more efficient. The Purchasing Manager will also need to understand this information and be prepared to act on it as necessary.
Duties and responsibilities * Manages day-to-day functioning of purchasing department * Reviews purchase orders to ensure adherence to quality and procedures * Ensures that re-ordering of stock is carried out on daily basis as required to maintain adequate stock levels for production * Understands assembly process thoroughly to ensure that the material is delivered on time * Participates in the creation of forecast and relates those to production programmes and stock required for the daily production round * Represents purchasing in discussions and strategies aimed at improving overall integration of purchasing assets and accounts payable * Reviewing the technical specifications for accuracy and completeness * Manages the creation and maintenance of Bill of Materials * Overseeing the technical and QA requirements on materials, components and parts to ensure that purchased items meet design requirements * Managing the shipping, handling and storage requirements on components to ensure high quality items are received and issued to the appropriate departments * Support and co-ordinating with the various departments for procurement of raw materials * Undertakes vendor analysis and development of new vendors * Identifies early suppliers for company components, concepts and production programmes * Manages vendor documentation programme, ensuring that a tracking system is in place and maintained * Works closely with potential production suppliers to ensure effective support * Searches on a worldwide basis for technology suppliers, technology partners and future potential suppliers for the company and keeping up with market trends * Maintain effective record keeping on all purchase orders and supplier confirmations * Updating and revising existing purchasing procedures to introduce cost cutting measures * Accurately monitoring and forecasting stock levels * Managing and developing a solid relationship with suppliers to reduce costs and improve quality including on-time deliveries * Provide leadership to the department staff and motivate them
Raw Materials
Raw materials used in production of concrete are:

* Cement * Mineral additives like Mircosilica, Ground Granulated Blast Furnace Slag (GGBS) and purified ash; coarse aggregates like fully crushed and sound coarse aggregates * Fine aggregates like crushed rock sand and dune sand * Water * Admixture like plasticizers, super plasticisers and special additives like hydrophobic pore blockers, water proffers

Stocking of Raw Materials
Aggregates
Aggregates will be stock piled in shaded bays. Each bay is separated by concrete walls to prevent intermingling and cross contamination of aggregates. It will also be stored on solid concrete flooring.

Cementitious Materials
They are stored in cement silos which are clearly identified.

Ice
Ice is brought in bags from the ice factory and stored in a purpose built insulated storage room.

Chemical admixtures
They are stored in bulk liquid storage tanks of white colour to reduce hat absorption and each tank is fitted with a cleaning outlet and circulation pumps to prevent segregation of chemical components.

Water
Incoming water from supplier is initially stored in large storage tanks and then passed through a chiller. The chilled water is then stored in suitable insulated tanks.

IT DEPARTMENT

The Information Technology Manager is responsible for installing and maintaining computer hardware, software and networks. He reports to the Senior Administrative Officer and manages and provides hardware and software maintenance, training and consultation, and recommendations about future planning and development of resources. Providing these services in an effective and efficient manner will ensure maximum access to and implementation of technology services and resources.
Responsibilities
1. Manage information technology and computer systems
Main Activities * Plan, organize, direct, control and evaluate the operations of information systems and electronic data processing (EDP) * Develop and implement policies and procedures for electronic data processing and computer systems operations and development * Meet with managers to discuss system requirements, specifications, costs and timelines * Hire and manage information systems personnel and contractors to design, develop, implement, operate and administer computer and telecommunications software, networks and information systems * Control the computer systems budgets and expenditures
2. Ensure technology is accessible and equipped with current hardware and software
Main Activities * Troubleshoot hardware, software and network operating system * Be familiar with all hardware and software * Be familiar with network operating system * Provide orientation to new users of existing technology * Train staff about potential uses of existing technology * Train staff about new and potential use * Provide individual training and support on request * Provide recommendations about accessing information and support * Maintain current and accurate inventory of technology hardware, software and resources
3. Monitor and maintain technology to ensure maximum access
Main Activities * Troubleshoot all technology issues * Maintain log and/or list of required repairs and maintenance * Make recommendations about purchase of technology resources * Research current and potential resources and services * Provide network access to all staff and students * Install work stations * Connect and set up hardware * Load all required software * Provide network accounts and passwords as required * Monitor security of all technology * Install and maintain Foolproof and passwords * Input and maintain IP addresses * Advise staff of security breach and/or change in password or security status * Ensure installation of lock out programs * Identify and prepare hardware for disposal when appropriate * Ensure hardware is stripped and secured before disposal

WORKSHOP MANAGER
The main duty of workshop manager is to manage day-to-day activities of company workshop and to support the entire technical and mechanical area of the company. Duties & Responsibilities

1. To provide expert technical engineering support for equipment maintenance and repair, in the Plant workshop 2. To review ongoing workshop maintenance and repair projects and provide engineering support for their completion 3. To schedule daily workload and generate work schedule plans 4. To comply with Synaxis’s Health and Safety Management system 5. To prepare requisitions for the issue of correct materials, tools and safety equipments 6. To co-ordinate issue of equipment with Purchase and stores department, to ensure required stock availability 7. Conduct work safety awareness programs for company and contract subordinates 8. Manages day-to-day operations of the workshop, including equipment preparation and maintenance, safety standards and training compliance 9. To repair and maintain all the equipments of the company 10. Ensure that all equipment and operations are audited to ensure highest levels of adherence to health and safety protocols. 11. Supports technical and production department in carried out their work effectively 12. Trains staff in application and use of new equipment. 13. To monitor the condition of existing equipments and plan for need of new equipments

HEALTH AND SAFETY DEPARTMENT

Duties & Responsibilities of Health & safety Manager

* To develop, implement and monitor Board Occupational Health and Safety Policy, Programs, and Procedures; * To assist the Board in complying with current health and safety legislation and/or regulations with the objective of ensuring that all reasonable and proper measures are taken to protect the safety and health of learners, staff and visitors; * To establish budget proposals for the operation of the Occupational Health and Safety office and specific training programs; * To increase health and safety awareness at all levels within the organization; * To investigate and report on all serious/critical personal injury accidents occurring to students, staff and visitors to the appropriate senior official, and to assist in the investigation of all accidents and incidents that result in substantial damage to Board vehicles and property; * To investigate and report on complaints of hazardous working conditions to the Associate Director and/or other appropriate senior staff; * To respond to employees’ safety concerns; * To conduct, as necessary, the safety inspection of any Board facility; * To assist the Board’s Joint Occupational Health & Safety Committees; * To respond to fires and other emergencies on or about the Board property; * To coordinate registration and removal of hazardous waste; * To receive reports from and respond to orders issued by Department of Labour inspectors; * To arrange for Occupational Health and Safety testing and/or evaluations of the workplace by external agencies/consultants as may be necessary; * To act as liaison with all related governmental bodies and regulating agencies; * To coordinate the training of personnel in areas of safety, including first aid, CPR, accident prevention and investigation, work place inspections and other matters related to implementing safety procedures in Board facilities; * To coordinate the Board’s emergency procedures and act as the Board’s emergency on-site coordinator; * To assist executive staff, senior administrators, principals and supervisors in emergency preparedness; * To develop, review, and update appropriate sections of the Board’s Emergency Procedures Manual; * To liaise with municipal and State Emergency planners, update plans, organize exercises and evaluate procedures; * To liaise with the fire department regarding emergency procedures, communications and fire safety education programs; * To coordinate the selection and distribution of emergency communications equipment to schools and administrative/support departments; * To assume other duties as may be assigned.

SALES MANAGER

A Sales Manager plays a key role in the success and failure of the organization. He is the one who plays a vital role in achieving the sales targets and eventually generates revenue for the organization. He plans and implements sales and marketing activities in order to meet company targets for retention growth and profitability, and to contribute to the executive management of the company.

Duties and responsibilities

* Responsible for meeting the sales targets of the company through effective planning and budgeting * With the support of his sales team, contributes in the best possible way and works towards the goals and objectives of the company * Sets targets for sales executives and other sales representatives * Must ensure the targets are realistic and achievable * Must understand the potential and capabilities of his staff and assign or delegate duties as per that. He should try to extract the best out of each employee * Devises strategies and techniques necessary for achieving the sales targets. He decides the future course of action for his team members * To map potential customers and generate leads for the organization * To look forward for generating new opportunities for the organization * Motivating team members by developing incentive schemes and introducing monetary benefits. He needs to make his team work as a single unit working towards a common objective * Supervision is essential. Track their performances. Make sure each one is living up to the expectations of the organization. Ask them to submit a report of what all they have done throughout the week or month. The performers must be encouraged while the non performers must be dealt with utmost patience and care * Takes major decisions for his team. He should act as a pillar of support for them and stand by their side at the hours of crisis * A sales manager should set an example for his team members. He should be a source of inspiration for his team members * A sales manager is responsible for not only selling but also maintaining and improving relationships with the client * As a sales manager, one should maintain necessary data and records for future reference * Plan and implement sales and marketing strategy, including advertising. * Plan and implement sales and customer retention and development. * Plan and manage sales and marketing resources according to agreed budgets * Recruit, manage, train and motivate direct reporting staff according to company procedures, policy and employment law * Prepares a plan of execution for a team to achieve profit targets

Working of Synaxis Ready mix with the Combined Effort of All the Departments

The following paragraphs describe the working of Synaxis Ready Mix with the combined effort and involvement of all the departments.

* Raw Material Receival & Stocking

The Purchase Department makes arrangement for ordering raw materials on time for ensuring the smooth flow of production. All the raw materials received are stored in the Store under the Purchase Department. Storing is done with due care on protecting raw materials from damages, mingling, etc.
Materials required by the Production Department are supplied from the Store with consent of the Departmental heads.

* Quality Control Tests on Raw Materials

Regular tests are carried out on raw materials and on each concrete mix to check compliance with the project specification or the minimum requirement specified by the purchaser. All samples are collected and tested in Synaxis’s Laboratory or in an independent laboratory as shown in the testing schedule. The routine tests such as sieve analysis, moisture contents, specific gravity and water absorption etc are conducted in Synaxis’s laboratory (in-house testing) and other tests which cannot be done in Synaxis’s laboratory, will be conducted in an approved independent laboratory (independent testing).

* Mix Designs and Trial Mixes

a. Each mix design will pass through many stages prior to reaching final approval. The first stage is studying and analysing the contract specifications in order to determine the particular requirements such as:

1. Source and characteristics of the concrete raw materials 2. Characteristics of concrete – Strength, Durability, etc 3. Minimum and maximum cementitious ratio 4. Any other special admixtures and requirements

b. The second stage is to verify the characteristics of raw materials to be used in the specific mix, in order to fall within the limits of the project specifications or acceptable standards. Some of the tests carried out to determine the properties of the aggregates are as follows:

1. Sieve Analysis 2. Clay silt and dust content 3. Flakiness and Elongation indices 4. Specific Gravity and Water Absorption 5. Aggregate Impact Value 6. Sulphate and Chloride content 7. Any other special tests, if required c. The third stage is the calculation of the mean strength and the material quantity for one cubic meter of concrete which will satisfy the workability requirements and the specified characteristics.

d. The fourth stage is to conduct laboratory trials on the proposed mix design to determine the actual characteristics of the concrete. The Technical manager will review the test results and if the results are unsatisfactory, the mix proportions will be adjusted and further trials ill be conducted until satisfactory results are obtained.

e. The fifth stage is to conduct a plant trial on the mix proportions obtained in the laboratory, under full scale site conditions, to ensure that the mix is cohesive, workable, pump able and complies with representative contract specification. Any fine tuning to the laboratory mix proportions may be done during the plant trial and the mix proportions may be revised.

f. The sixth stage is submitting the final mix design to the consultant or purchaser for their approval. If required further trials will be conducted in their presence and all required tests will again be repeated until the mix is approved by the concerned authorities.

* Mix design Loading to the Plant

Prior to receiving the orders from the site, a mix identification number will be allotted to each approved mix and corresponding proportions will be loaded into the batching plant computer which is controlled by password to prevent alterations.

* Order Receivable All orders for concrete will be taken by the dispatcher with essential details in order to allow ample delivery time between trucks to meet the contractors programme. The dispatcher will also provide the plant manager with a weekly schedule for the required quantity of concrete to allow the plant manager to procure sufficient raw materials and reserve a sufficient number of agitors and pumps for the pour.

* Batching and Delivery

Every day before starting the production and at least two times during the day, the moisture content of all aggregates will be ascertained and entered into the computer system to automatically maintain the free water to cementitious ratio of the concrete.

Upon receiving order from the client, the dispatcher will send trucks to the batching plant for loading the designated mix. The plant helper will visually inspect the agitator and make sure that no wash water inside the drum. After getting the clearance from the plant helper, the operator will key-in the necessary information into the computer and produce concrete in co-ordination with the dispatcher. The drum of the agitator will be rotated about 1-2 revolutions per minute during transit and on site except while discharging concrete.…...

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