Roles and Responsibilities

Transcription

1 Roles and Responsibilities Board Shareholders Board of Shareholders is the legal representation of the company formed by the shareholders of the company. Ahmet Musul is the Chairman of the Board. BS is responsible to represent the company as a legal entity and to select and assign the Steering Board members of the company. 1. Steering Board: Steering Board (SB) is formed with experienced professionals in various fields such as logistics and supply chain, strategy, finance, marketing, operations management, HR, quality and other fields as needs arise. Mr. Ahmet Musul is a perpetual member of the SB and the SB is chaired by one of its members. This position rotates every six months among the members of the SB. All HQ functions and Country Managers (CM) positions directly report to the SB. SB may decide to assign individual members to specific functions for quick decision making. In this case, the assigned SB member is expected have regular meetings with the executive board member responsible for the assigned function and to approve major operational decisions made within assigned functions. SB meets weekly for various agenda items and once monthly for the Business Review meetings. The roles and responsibilities of the SB are as follows: Appointment of the Executive Board members as well as other Head Quarter (HQ) functional heads; Performance review of the Executive Board members as well as other Head Quarter (HQ) functions; Approval of the strategy for Ekol Group as well as subsidiaries in different countries; Target setting and approval of the Three Year Strategic Plan and yearly operating budget; Review of business performance;

2 Approval of investment decisions as stated in the Investment Directive; Approval of large purchases as stated in the Purchasing Directive; Approval of important operational decisions which have the potential to disrupt service quality. 2. Executive Board: The Executive Board members are responsible for the management of their assigned functions. They are expected to generate Three Year Strategic Plan, yearly Operational Budget, profitability, sustainability, day to day operations and meeting budget targets and/or make improvements to meet budget targets. 3. Headquarter Functions: a. GM Network Responsible of efficient and effective management of the International Network as well as developing the network by using various means of transport in order to provide unbeatable service quality with low cost. GM Network, together with the GM Fleet, plans and recommends asset purchases or sales based on sales forecasts and operational requirements. b. GM Fleet Responsible of managing own equipment and drivers to ensure uninterrupted service with highest quality and minimum cost while complying with all international standards, rules and regulations. All Fleet related subsidiaries directly report to the GM Fleet. GM Fleet, together with the GM Network, plans and recommends asset purchases or sales based on sales forecasts and operational requirements. c. Chief Financial Officer (CFO): CFO is responsible for: Making sure the books of all the group companies are kept in an orderly and timely fashion; Making sure all statutory reports are produced on a timely basis with high quality; Making sure all regulations are complied with in all countries Ekol operates;

3 Overseeing the preparation of the Three Year Strategic Plan and yearly Operating Budget, following up progress towards the plans; Producing accurate management reports about all business units to the SB to help SB make correct decisions, highlighting specific problem areas and recommendations; Managing cash flow of all Ekol subsidiaries and taking necessary steps to make sure commitments are met timely, including: o Exploring all possible tools and products to lower cost of financing; o Managing the quality of receivables portfolio, setting customer risk limits; o Managing bank relations in all Ekol companies, develop banking/financing relations internationally; o Appointment of country finance managers; o Approving of all third party financial services providers in all Ekol companies; o Managing tax and tax compliance for all Ekol companies. For avoidance of any doubt, all finance managers in all countries functionally report to the CFO while administratively reporting to the Country Manager. d. Chief Human Resources Officer (CHRO): CHRO is responsible for: Developing and executing human resource strategy in support of the overall business plan and strategic direction of the company; The recruitment of the best talented/qualified personnel; Succession planning for each position; Overseeing periodic evaluation of all personnel and proper feedback; Training and education of personnel in line with evaluation outcomes and career plans; Salary and benefits benchmarking; Periodic review of the grading system; Well-being of all members to lead to the structural sustainability of Ekol. For avoidance of any doubt, all HR managers in all countries functionally report to the CHRO while administratively reporting to the Country Manager.

4 e. Chief Purchasing Officer (CPO): CPO is responsible for making sure all purchases of all Ekol companies are made at best terms and conditions possible. Terms and conditions include pricing, payment terms/supplier credit, warranties, continuity and terms of after sales services. To perform these, CPO defines and publishes a Purchasing Directive to which all Ekol companies must adhere. Approval for purchase requests are done according to the limits set forth in the Purchasing Directive. For avoidance of any doubt, all Purchasing managers in all countries functionally report to the CPO while administratively reporting to the Country Manager. f. Chief Information Officer (CIO): CIO is responsible for: Setting objectives and strategies for the IT and R&D departments; Monitoring the R&D projects and their timely development and implementation, as well as necessary reporting to the public authorities; Selecting and implementing suitable technology to streamline all operations processes and help optimize their strategic benefits; Designing and customizing technological systems and platforms to improve customer experience; Planning the implementation of new systems and providing guidance to IT professionals and other staff within the organization; Approving purchases of technological equipment and software and establish partnerships with IT providers; Overseeing the technological infrastructure in the global organization to ensure optimal performance; Organizing and directing IT related projects; Monitor advancements in technology to discover ways the company can gain competitive advantage; Analyzing the costs, value and risks of information technology to advise management and suggesting actions. For avoidance of any doubt, all IT and IT support managers in all countries functionally report to the CIO while administratively reporting to the Country Manager.

5 g. Chief Legal Counsel (CLC): The Chief Legal Counsel is the head of the corporate legal department and is responsible for the legal affairs of the entire corporation. This role includes providing legal counsel to the board of directors, chairman of the board, SB and other senior management. CLC is responsible for: Developing and leading corporate legal strategy to promote and protect the company's matters; Developing and leading corporate compliance programs; Overseeing delivery of legal services and resources to accomplish corporate goals, strategies and priorities; Advising the SB and other senior corporate officers on a variety of issues; Developing and leading corporate legal strategy to promote and protect the company's matters; Overseeing delivery of legal services and resources to accomplish corporate goals, strategies and priorities. For avoidance of any doubt, all legal counsels in all countries functionally report to the CLC while administratively reporting to the Country Manager. h. Director Corporate Communications Corporate Communications (CCD) is responsible for overseeing all internal and external communication to make sure there is a strict adherence to the yearly Communication Strategy (including messages to be given) approved by SB. CCD is responsible for : Designing and executing communications strategy in all media platforms which positively positions the Company and enhances and strengthens corporate brand and reputation. Creating crisis scenarios and related communication for each scenario. Defining corporate Spokesperson for different communication platforms and ensures that the person is equipped to represent the company. Initiating local and international brand surveys, issuing reports and developing improvement plans together with Execution Board. Organizing all types of communication meetings, exhibitions and events locally and globally.

6 For avoidance of any doubt, all employees responsible for corporate communication in all countires functionally report to the CCD while administratively reporting to the Country Manager. i. Director Quality & Sustainability Quality and Sustainability (CQ&SD) is responsible for fostering and integrating quality and environmental responsibility programs to enhance customer loyalty, increase business performance and support long term success of the company. In this role they are expected to ensure strict adherence quality &environmental standards and procedures in all running functions and processes of the company. CQ&SD is responsible for : Scheduling and performing quality audits in line with yearly plan and reporting findings to the Executive and Steering Board. Reviewing all customer satisfaction survey results and customer feedbacks to ensure compliance with quality; suggesting corrective actions. Working closely with all stakeholders in the Company to ensure alignment with the necessary quality rules and procedures; providing training and consultancy support as/when needed. Partnering with executive team to enable the company to develop commitment, culture, and capability to integrate sustainability principles into innovative business models and daily operations. Following up the global developments and adapting to changes in global sustainability acts. Developing projects to benefit from Global Sustainability funds. Serving as a change agent and cultivating continuous process improvement mindset across the Company Issuing the Company Sustainability Report. For avoidance of any doubt, employees responsible from quality and sustainability in all countries functionally report to the CQ&SD, while administratively reporting to the Country Manager. j. Head Audit and Risk: Head of Audit and Risk is responsible for: Leading Internal Audit s change initiative by implementing action plans related to risk assessment and annual planning, audit execution, audit reporting, staff recruiting and development, and audit technology;

7 Leading Internal Audit s annual enterprise risk assessment and planning process, developing the audit plan and ensure the plan is responsive to and aligned with the risk profile of the organization; Overseeing the execution of individual audits defined in the audit plan ensuring the highest level of service quality and client satisfaction; Issuing all Internal Audit reports ensuring the reports are clear, concise, identify root causes with practical solutions, and ultimately provide value to management; Proactively informing senior management of significant risks or exposures related to internal controls, compliance, and/or governance requiring prompt attention; Performing Internal controls assessments of subsidiaries, acquired companies or joint venture companies and leading efforts to mitigate identified control deficiencies; Attracting, hiring, and retaining a team of high-performing audit professionals who possess outstanding knowledge, experience, ethics, and integrity. Overseeing Internal Audit s participation in critical business and technology initiatives and projects ensuring that audit s perspective is effectively voiced and appropriate controls are designed and implemented on a proactive basis; Coordinating the activities of external auditors including how best to leverage the work performed and results produced from Internal Audit s work. 4. Country Manager: Country Manager (CM) is the highest ranked officer in the country and as such represents the subsidiary as well as Ekol as a whole in the country. Responsibilities are: Representing the subsidiary and Ekol Group in the country it operates; Making sure of full compliance with all local rules and regulations; Designing and submitting to the SB the strategy and the role of the subsidiary in the country; Once the country strategy is approved, making sure the operations within the country are carried out efficiently and effectively; Developing business in the country; Carrying out all necessary operations related to the international network; Developing and managing various partners as necessary; Managing Contract Logistics (CL) operations within the standards and guidelines defined by the HQ; Adhering to the rules defined by HQ departments such as Quality, Corporate Communications, Purchasing and HR; Making sure all business areas are run profitably with a service level dictated by Ekol brand;

8 Reporting business results to the SB on a monthly basis, based on reporting standards determined by the CFO; Being always ready for an audit. For avoidance of any doubt, all finance managers and legal officers in all countries functionally report to the CFO or CLO respectively, while administratively reporting to the Country Manager.