Business process update on administrative unit work performed over the month of April 2023

1. Administration & Office Services
Monthly Report
QUARTER # 1 – April 2023

2. 2
Reporting Period Summary
For the reporting period of April 2023, the Administration & Office Services (AOS) Unit:
• Completed the ISO Mock Audit for the Administration & Office Services subunit.
• Fleet Maintenance updates to the Hyundai H1 Van.
• Logistics activities for the collection of the logo sign left at the MBCC.
• Site visit for the proposed property.
• Updates to the operational plan.

3. MONTHLY ACTIVITIES

4. 4
MONTHLY ACTIVITIES
• The mock audit for the Administrative & Office Services subunit was completed on April 24, 2023. The ISO processes
of Inventory Management, Fleet Management and Requisition Processing have been checked with the processes
involving the Consumables Log and Servicing Checklist. The mock audit report will be used for any corrective actions
to be completed prior to the 1st stage of the ISO Audit in May 2023.
• The following fleet maintenance activities were completed for the Hyundai H1 Van owned and operated by the JZEZA:
Complete tyre purchase and installation, the motor vehicle insurance was renewed, the valuation of the motor vehicle
was received and sent to the insurance company, and the Transportation reports were completed for January through
March 2023 regarding the toll card audit.

5. 5
MONTHLY ACTIVITIES
• Logistics activities for the collection of the logo sign left at the MBCC. The large logo which can be lit, was transported
without damage and minimal cost to the JSEZA. The logo will be repurposed to meet marketing requirements for
JSEZA going forward.
• Site visit for the proposed property with technical senior management, the interim CEO, the project implementation
manager, and the Senior Director of Legal Services. The group has finalized pre-meetings and completion aspects for the
prospective property prior to the inaugural meeting of the new board of the JSEZA.

6. KEY PERFORMANCE
INDICATORS

7. 7
Key Performance Indicators – April 2023
KPI Planned Actual
Service Schedule Adherence 95% of the time Fully Compliant
Mail / Personnel Requests Completion level within 48 hours Fully Compliant
Requisition Submission Within 24 hours Fully Compliant
Requisition Delivery Timeline 80% by 1 working day Fully Compliant
Maintenance Timeline 80% completed within 7 days Fully Compliant
Number of Incidents Reported 100% of the time No incidents (Fully Compliant)
Vehicle near misses, etc. <= 5 NIL (Fully Compliant)
Inventory Stockout ≤ 10% stock out 80% of the time NIL (Fully Compliant)

8. OPERATIONAL PLAN

9. Overview
The actions below represent the operational level duties, actions, risks and associated information performed by the Administration & Office
Services unit over the period January 22, 2023, through February 24, 2023.
Action (using RAG Report)
• Unit Work Plan to be utilized by Q1 FY 2023 / 2024 (Completed)
Timelines
• Fixed Asset System Installation – Q4
• Property Relocation – November 2023
Functions Involved
All Directors/ Managers’ support required
Quarterly Objectives and Targets
Expenditure
• Total Expenditure over the period $7,294,954.19
• 50% completion in Fixed Asset Register Re-numbering (June 2023)
Risk/Challenges
•Staffing & Equipment Increase causing increase in all costs (Energy, Stationery, etc.)
•Approval delays due to monetary supply issues.
•Delays in approval and / or external service for office relocation.
•Managerial support for CSR projects
Administration & Office Services

10. KEY EVENTS AND NEXT STEPS

11. Administration &
Office Services
NEXT STEP 2
• Records Printer Purchase & Installation –
Completed
NEXT STEP 4
• Earthquake & Fire Safety Sessions – June 2023
• Earthquake & Fire Test & Permits – December 2023 (Post Relocation)
NEXT STEP 3
• Fixed Asset System Re-modelling – November
2023
NEXT STEP 1
• TOR Developments:
1. Janitorial & Grounds Maintenance
2. Drinking Water Supply
3. Security System Etc.

12. Questions and
Answers