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Rules and Requirements for ZAMACE Certified Warehouses

August 2009


ZAMACE Warehouse Operator Rules and Requirements

August 2009

PREAMBLE

These Rules encompass minimum standards that Warehouses and Warehouse Operators have to meet to be certified by ZAMACE (Zambia Agricultural Commodity Exchange) to store and handle agricultural commodities and to issue warehouse receipts against agricultural commodities stored in warehouses. It describes systems, controls and procedures that are to be followed for qualitative and quantitative monitoring and control of agriculture commodities stored in ZAMACE certified warehouses.

The purpose of these Rules is to help ZAMACE establish, in Zambia, a system of warehousing and non-negotiable warehouse receipts that will contribute to improved agricultural commodity trade and financing and thereby increase agricultural production in Zambia. The “Rules” will enable ZAMACE to, inter alia: 

Set and maintain standards for sound warehousing practices in the country – including promoting uniformity in the handling, storage and receipting of agricultural commodities in Zambia;

Set licensing requirements and enforce the same by means of intensive and comprehensive on-site examination procedures and processes;

Protect from loss of the agricultural commodities stored in the public warehouses;

Assure the integrity of warehouse receipts as dependable and accepted as reliable collateral for loans by banks and financial institutions;

Facilitate local and regional trade in agricultural commodities.

The certification and regulation of Warehouses, Warehouse Operators and Warehouse Receipts by ZAMACE shall be voluntary and not mandatory, unless otherwise prescribed 2


ZAMACE Warehouse Operator Rules and Requirements

August 2009

by the Government of the Republic of Zambia. This means, unless otherwise prescribed by Government, only Warehouse Operators who are willing to subject themselves to these Rules and comply with these Rules shall be so certified and regulated by ZAMACE.

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

CONTENTS

1 ZAMACE Certification

5

2 Business Requirements for Warehouse Certification

7

3 Physical Standards

11

4 Enabling Tools at the Warehouse

15

5 Record Keeping

17

6 Store Management

19

7 Suspension and revocation of Warehouse Operators’

23

Certification

Appendices Appendix 1: Application form Appendix 2: License ZAMACE Certified Warehouse Appendix 3: Inspection Report Appendix 4: List of Licensed Insurance/Brokerage Entities Appendix 5: Required Insurances Policies and Covers Appendix 6: List of Licensed Accountancy Firms Appendix 7: Maize Quality Standard Appendix 8: Lab tickets Appendix 9: Warehouse Receipt Appendix 10: Goods Received Note Appendix 11: Daily Stock Summary Appendix 12: Stack Card Appendix 13: Authorisation Form Appendix 14: Loading Order/Delivery Note Appendix 15: Counting Sheet Appendix 16: Warehouse Operator’s Handbook

26 26 28 29 35 37 39 46 49 50 51 52 53 54 55 56 57

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ZAMACE Warehouse Operator Rules and Requirements

1.

August 2009

ZAMACE Certification 1.1. ZAMACE may approve and certify Warehouse Operators, and such approval and certification by ZAMACE shall entitle the use of the description as “ZAMACE Certified Warehouse” or “ZAMACE Certified Shed”. 1.2. The applicant shall complete application forms prescribed by ZAMACE for the purpose of certification as per Appendix 1, and shall disclose all information required to be disclosed by such prescribed forms and each application form shall be signed by the applicant or a duly authorized representative of the applicant as the case may be. 1.3. Upon application for certification of a Warehouse and receipt of a satisfactory inspection report (Appendix 3), the ZAMACE Warehouse Certification and Inspection Unit will issue a Certificate of Compliance (Appendix 2).

The

certificate shall be: 1.3.1. Issued only for a Warehouse which complies with the criteria for certification adopted in these Rules; 1.3.2. Applicable only to the Warehouse for which it has been issued; 1.3.3. Liable to revocation by ZAMACE by notice in writing if it is satisfied that the Warehouse no longer conforms to the certification criteria. 1.4. ZAMACE shall impose such fees for certification, inspection and/or monitoring of Certified Warehouses, Certified Warehouse Operators, Samplers, Graders and Weighers as may be imposed from time to time by ZAMACE. 1.5. No Warehouse or a Warehouse Operator shall be designated as certified and no name or description conveying the impression that it is so certified by ZAMACE shall be used, unless such Warehouse Operator holds an unsuspended and

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

unrevoked certificate, issued by ZAMACE, for the conduct of such warehousing business and storage of commodities. 1.6. Every Certified Warehouse Operator shall permit any officer or employee of ZAMACE or an agent authorised by ZAMACE, to enter and inspect or examine on any day, any Certified Warehouse, the offices thereof, the books, records, papers, and accounts relating thereto, and the contents thereof and such Certified Warehouse Operator shall furnish such officer or agent the assistance necessary to enable him to undertake any inspection or examination. 1.7. Where the certificate of a Certified Warehouse Operator, Certified Warehouse, Certified Weighed, Sampler and Grader is suspended or revoked, ZAMACE Executive Director will cause this information to be made public. 1.8. The Warehouse Operator shall notify ZAMACE of any intention to encumber the ZAMACE certified warehouse with either the bank or any other third party. ZAMACE reserves the right to register its interest with any such bank or third party. 1.9. ZAMACE shall be entitled to suspend or revoke any certification granted for gross negligence or any act done in bad faith on the part of certified operator. 1.10. In the event of a Certified Warehouse Operators’ certification being suspended or revoked for breach of ZAMACE requirement or any other rules or codes of conduct issued by ZAMACE, ZAMACE shall furnish the Certified Warehouse Operator with a written statement specifying the charges and shall allow 30 days during which he may answer the same in writing and apply for a hearing and be granted such hearing.

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ZAMACE Warehouse Operator Rules and Requirements

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2. Business Requirements for Warehouse Certification

A Warehouse Operator applying for ZAMACE certification shall satisfy ZAMACE requirements or any rules prescribed by ZAMACE, which includes the following:

2.1. Incorporation 2.1.1. The company has to be a limited liability company with issued share capital and duly registered under the Laws of Zambia, and conducting or intending to conduct the business of agricultural commodity warehousing may apply to ZAMACE for certification for a period not to exceed 31 December of the year for which certification is required and to offer warehousing services for agricultural commodities, approved for storage by ZAMACE and to issue Warehouse Receipts or Goods Received Note against such stored agricultural commodities.

2.1.2. The Warehouse operator must provide ZAMACE

with the following

documents: a)

Copy of certificate of incorporation

b)

Tax Clearance Certificate / VAT Registration Certificate

c)

Tax Payers Identification Number (TPIN)

d)

All other relevant municipal / Local council Licenses

2.2. Insurance 2.2.1. A Warehouse Operator applying for certification shall, as a condition for being granted such certification, obtain a certificate of insurance evidencing an effective policy of insurance issued by an insurance company licensed by the Pensions and Insurance Authority to do business in Zambia and approved by 7


ZAMACE Warehouse Operator Rules and Requirements

August 2009

ZAMACE. For a list of licensed insurance/brokerage entities by the Pensions and Insurance Authority see Appendix 4. Required insurance policies cover as per Appendix 5. 2.2.2. A Certified Warehouse Operator shall register and notify ZAMACE as the First Loss Payee on the proceeds of any policies of insurance required. ZAMACE shall be held as the First Loss Payee for the purpose of ensuring that a Warehouse Operator meets obligations to commodity depositors or any other parties with an interest in the stored commodity. 2.2.3. A Certified Warehouse Operator shall not cancel any approved insurance coverage without the prior written approval of ZAMACE and if any insurance company cancels such a policy, the Certified Warehouse Operator shall immediately notify ZAMACE in writing. 2.2.4. The Certified Warehouse Operator shall ensure full compliance with the terms and conditions of any insurance policies, and shall not commit any acts nor permit any employees or other persons to commit any act or omission which may impair or prejudice such insurance policies. 2.2.5. For the purpose of meeting any insurance and bonding requirements, a Certified Warehouse Operator shall pay such premiums and shall permit inspections, surveys or examinations and make such reports as may be necessary for such contracts. 2.2.6. In the event of loss or damage to stored agricultural commodities arising from fire and allied risks, burglary or employee infidelity, it shall be the duty of the Certified Warehouse Operator to immediately report the occurrence of such incident(s) to ZAMACE. 2.2.7. In the event of fire or theft the Warehouse Operator shall obtain a police report without delay, to enable processing by insurers.

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ZAMACE Warehouse Operator Rules and Requirements

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2.3. Bonding 2.3.1. At the discretion of ZAMACE, a Certified Warehouse Operator shall file with ZAMACE a copy of a Performance Bond or Undertaking that is not less than five per centum (5%) of the Value of Stocks that the Certified Warehouse Operator is permitted to store. 2.3.2. A Performance Bond or Undertaking shall be payable to ZAMACE to mitigate or recover in full any pecuniary losses or expenses that may be incurred by ZAMACE or its agents, servants, assigns or persons lawfully acting on behalf of ZAMACE. 2.3.3. A Performance Bond should be issued by a surety approved by ZAMACE and in such form and containing such terms and conditions as may be prescribed by ZAMACE. 2.3.4. Every Certified Warehouse Operator shall file with ZAMACE a copy of his/her schedule of charges. The Certified Warehouse Operator shall also keep in a conspicuously exposed place, accessible to the public, a notice of his current schedule of charges, ZAMACE Rules and Regulation, Warehouse Operator License and ZAMACE daily trade information. 2.3.5. At least two weeks before making any changes to any rules or schedule of charges for storage of dry agricultural commodities a Certified Warehouse Operator shall lodge a statement in writing with ZAMACE containing the proposed changes and the reasons thereof and ZAMACE may publish a notice in any appropriate publication of such changed rules and charges. ZAMACE reserves the right to reject, amend, or accept any proposed changes to any rules or schedule of charges. 2.3.6. For purposes of renewal of certification a Certified Warehouse Operator shall submit to ZAMACE annual financial statements audited or prepared by an independent registered accountant (recognized by the Zambian Institute of 9


ZAMACE Warehouse Operator Rules and Requirements

August 2009

Certified Accountants or its affiliate international professional body) not later than ninety days after the end of the Certified Warehouse Operator’s financial year. For a list of professional accounting firms registered with Zambia Institute of Chartered Accounts see Appendix 6.

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

3. Physical standards 3.1. The Warehouse must be fit for the purpose of storing specified agricultural inputs and produce and shall be soundly constructed of durable material, fully enclosed and adequately roofed to prevent leakage and access by birds and rodents. There must be adequate, well-maintained and effective drainage and sufficient clean hard standing at the warehouse entrance(s) to minimise seepage of water and mud into the Certified Warehouse. 3.2. The warehouse operator must ensure that the whole site is kept in a satisfactory condition all the time by ensuring the following a) repair or replace damaged sections; b) ensure adequate lighting; c) fit standard padlocks; d) make sure drainage is working; e) fill potholes; f) remove all rubbish from the premises; g) cut grass, bushes and trees; h) Boundary fences and gates must be secure against unauthorised entry of people and animals. 3.3. The ventilation must be adequate to prevent the build-up of hot air and to prevent condensation. 3.4. All electrical switches, sockets, wiring, lighting etc., shall conform to relevant fire/safety regulations and be sited well clear of all stored materials. 3.5. The warehouse must have a smooth concrete floor that is hard enough to bear the load expected and prevents cracks or holes making it easy to clean and does not offer insects any place to hide. Polythene or PVC sheets must be used as a 11


ZAMACE Warehouse Operator Rules and Requirements

August 2009

groundsheet and be placed under the first layer of bags. The groundsheet is intended to shield the bags from moisture penetration.

3.6. Personnel 3.6.1. A Certified Warehouse Operator shall only employ competent and where necessary qualified handlers of commodities including samplers, graders and weighers. The competence and qualification of these personnel shall be assessed and approved by ZAMACE. 3.6.2. All Certified Warehouse Operator employees shall be made aware of the importance of their own personal hygiene and shall be provided with proper toilet and washing facilities which must be kept clean at all times. 3.6.3. No person known to be suffering from a communicable enteric disease shall be employed in the handling of agricultural commodities in a Certified Warehouse. 3.6.4. All Certified Warehouse Operators shall take cognisance of and adhere to all obligations under Zambian employment, health and safety legislation and any other legislation relevant to the conduct of business related to trade in the agricultural commodity for which it is certified.

3.7. Grading and weighing of commodities 3.7.1. Only Graders, Samplers or Weighers certified by ZAMACE shall be authorised to grade, sample or weigh commodities stored by a Certified Warehouse. 3.7.2. Grading of maize and other agricultural commodities shall be carried out in accordance with Maize standard (Appendix 7) or other commodity standards 12


ZAMACE Warehouse Operator Rules and Requirements

August 2009

approved by ZAMACE and shall be based on a correct and representative sample and under conditions that permit the determination of the true grade of the commodity.

ZAMACE may from time to time develop and amend

standards for the grading and sampling of agricultural commodities. A representative sample (properly identified) will be maintained in a moistureproof container for at least ten (10) working days – to allow for appeals and for ZAMACE to randomly check that the grader is doing his/her work well. All samples collected shall be labeled using the Lab Ticket (Appendix 8) for traceability and identification. 3.7.3. As soon as practicable after grading or weighing agricultural commodities when receiving or issuing at a Certified Warehouse and not later than the close of business on the next following business day, the Certified Grader and Sampler or Weigher shall issue a Weighing and Grading certificate for each lot or parcel of the agricultural commodities and make it accessible to parties interested in storage of the said lot or parcel of agricultural commodities. 3.7.4. A Weighing and Grading certificate issued shall contain such information as: name and location of the certified Warehouse in which the agricultural commodities are stored; whether the said agricultural commodities are graded or weighed in or out of the Certified Warehouse; net weight or grade of the commodity; date of certificate; consecutive number of the certificate; a statement that the certificate is issued under the rules and requirements of ZAMACE; and the signature of the certified Grader and Sampler or Weigher.

3.8. Appeals against Commodity Grading 3.8.1. The Depositor of any agricultural commodity may make an appeal as to the grade or weight of a lot of produce stored or to be stored in a Certified Warehouse. A request for an appeal regarding grading or weighing by the Depositor must be made in writing to the Certified Warehouse Operator before

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

the identity of the commodity is lost and not later than five (5) working days following receipt of the statement of the original grade or weight. 3.8.2. The lot of the agricultural commodity with its grade in dispute shall be reassembled in such a manner and quantity as the Depositor and the Certified Warehouse Operator agree results in a representative sample of the lot acceptable to each of them for the purpose of the appeal. Should they be unable to agree, a sample drawn by a ZAMACE Inspector in the presence of both parties or their representatives shall be deemed as binding. The first appeal shall be based on the file sample kept by the Certified Warehouse Operator. 3.8.3. The sample drawn shall be examined as soon as possible by a ZAMACE Inspector, who shall issue a grade certificate. This certificate shall supersede the Weighing and Grading certificate originally issued and shall determine the grade of the commodity. The cost of tests by the ZAMACE Inspector shall be borne by the party against whom the appeal is determined. 3.8.4. The owner of agricultural commodities or his agent shall not be obliged to store the commodity in question with the Certified Warehouse Operator after the appeal. However, if such owner chooses to store any commodities with the Certified Warehouse Operator, then the agricultural commodities shall be accepted for and delivered out of storage in accordance with the grade as finally determined in the appeal.

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ZAMACE Warehouse Operator Rules and Requirements

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4. Enabling tools at the warehouse 4.1. The Warehouse Operator shall have well maintained equipment necessary to sample and grade all inbound and outbound commodities for which a Warehouse is certified. A Certified Warehouse must also have an area with sufficient lighting designated for grading agricultural commodities. The following equipment must be available for sampling and grading purposes: a) Moisture meter b) Sampling Spear c) Grading Sieve d) New polypropylene Bags e) Riffle divider f) Analytical Balance g) Grading tray and scoop h) Airtight sampling bag/container i) Cleaning table / sieve 4.2. The suitability and reliability of all above mentioned equipment must be approved by ZAMACE. 4.3. Each Certified Warehouse must be equipped with suitable platform scales in good order, and so placed that all grain, whether for storage or not, can be weighed in and out of the warehouse. The scales shall be subject to annual examination and certification by the Superintendent Assizer under the Weights and Measures Act Chapter 403 of the Laws of Zambia.

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

4.4. Each Certified Warehouse shall at all times comply with fire prevention and control requirements as prescribed by insurance policies they take, including having adequate, functional fire fighting equipment and materials on site as given below: a) Fire Extinguishers b) Bucket of sand c) Designated assembly point in case of fire. 4.5. At no time shall flammable materials be stored near stocks of commodities for which the Warehouse is certified.

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

5. Record Keeping Requirements 5.1. Efficient record keeping provide the information that enables the warehouse Operator to make the correct decisions. Without an effective record keeping system, management decisions will be impaired or made impossible. Following below are the key documents and their use which must support all the transactions related to commodity receipt, storage and despatch. 5.2. Warehouse Receipts (see Appendix 9) will be issued to depositors bringing to the warehouse commodity weighing more than 30 metric tones and the Goods Received Notes (see Appendix 10) will be issued to depositors with less that 30 metric tones. A copy of all issued Warehouse Receipts and Goods Received Notes shall be kept for at least until seven (7) days after despatch, and in no longer shorter than thirty (30) days. 5.3. Certified Warehouse Operator shall maintain and keep updated on a daily basis a Daily Stock Summary (Appendix 11) which shall be a record of commodities stored at each Certified Warehouse and the Daily Stock Summary (DSS) shall at a minimum state: 5.3.1.

Commodities received daily;

5.3.2.

Commodities shipped daily;

5.3.3.

Commodities remaining in each Certified Warehouse at the close of each working day;

5.3.4.

Commodities owned by the Certified Warehouse Operator for which no Warehouse Receipts or GRN have been issued.

5.3.5.

Commodities belonging to any third parties for which Warehouse Receipts or GRN have not been issued

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ZAMACE Warehouse Operator Rules and Requirements

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5.4. All inventory adjustments and the reason for each adjustment should be shown on the DSS and authorized by ZAMACE. 5.5. A Certified Warehouse Operator shall undertake regular inspection of stored commodities and shall maintain records for each lot of grain on a Stack Card (Appendix 12); and copies of all inspection records shall be made available to ZAMACE. 5.6. All stock removals from the warehouse must be verified and approved by ZAMACE by the Authorization Form (Appendix 13), and authorized by the depositor on a duly completed Loading Order (Appendix 14). The loading order and authorization form will be transmitted to and from ZAMACE via the e-mail or by fax. 5.7. Physical counting of all grain in-loaded and out-loaded shall be entered on the Counting Sheet (Appendix 15) and signed for by both the Warehouse operator and the truck driver.

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ZAMACE Warehouse Operator Rules and Requirements

August 2009

6. Store management 6.1. Every Certified Warehouse Operator shall at all times exercise such care in regard to the agricultural commodities in his/her custody as a reasonable careful owner would exercise under the same circumstances and conditions. For guidelines on store management see the Warehouse Operator’s Handbook in Appendix 16. 6.2. The Certified Warehouse Operator shall keep any bagged commodities in an orderly manner so as to permit easy access to all lots and to facilitate inspection, sampling, counting and identification of each lot. There shall be a minimum of 1 meter between the wall and the stacks, and in between the stacks. 6.3. If the condition of any produce offered for storage is such that it will adversely affect the condition of produce in the certified warehouse, the Warehouse Operator shall not receive such produce for storage for example weevil infested commodity. If at any time a Certified Warehouse Operator shall store produce at a Certified Warehouse in excess of the capacity for which that Certified Warehouse is certified, the Certified Warehouse Operator shall immediately notify ZAMACE of such excess storage and the reason thereof, and the Certified Warehouse that is in excess of it’s certified capacity. 6.4. Any water entry into a Certified Warehouse through leakage and seepage must be prevented by mending the roof and use of sand bag snakes to avoid damage to the stored commodity. If in spite of all precautions, stored goods do become wet, they must be segregated at the earliest opportunity and ZAMACE informed forthwith.

6.5. Pest & Rodent control 6.5.1. A Certified Warehouse Operator shall take all necessary measure to exclude rodents from the vicinity of any Certified Warehouse and such measures shall

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ZAMACE Warehouse Operator Rules and Requirements

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be designed to ensure that poison baits cannot contaminate agricultural commodities stored in a Certified Warehouse. 6.5.2. Where practical all baits should be outside the actual storage area. 6.5.3. Waste and scrap materials, old pallets, packaging or other materials, which can encourage and harbour rodents, shall be removed from the proximity of a Certified Warehouse and any vegetation around the Certified Warehouse must be kept cut back. 6.5.4. A Warehouse Operator shall take all necessary measures to discourage birds from the vicinity of Certified Warehouses and to prevent their entry into Certified Warehouses and such measures shall include the use of wire mesh screens fixed over ventilators, windows and other openings. 6.5.5. Only pesticides approved by the Ministry of Agriculture and Cooperatives and the Environmental Council of Zambia (EC) shall be used in a Certified Warehouse.

6.6. Cleaning 6.6.1. A Certified Warehouse Operator shall keep his Certified Warehouse reasonably clean at all times and free from straw, rubbish, or accumulations of materials that will increase the fire hazard or interfere with the handling of stored produce. 6.6.2. A routine cleaning program must be employed covering all parts of the store and structures within it including roof trusses, ledges and all dust-collecting surfaces. The cleaning programme must ensure that floors are kept clean and dry at all times.

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ZAMACE Warehouse Operator Rules and Requirements

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6.6.3. Any equipment used for loading or unloading must be suitable for the purpose and must be routinely maintained in a clean condition. 6.6.4. Eating, drinking, smoking or exposed lights must not be permitted within storage areas in Certified Warehouses. 6.6.5. All necessary steps must be taken to minimize the production of dust. Handling methods should be such that generation of dust is minimized. Dust removal from ledges, light fittings etc., must be carried out frequently.

6.7. Fumigation 6.7.1. The Warehouse Operator must ensure initial fumigation of the warehouse by way of spraying. Once the warehouse becomes operational, the warehouse and commodities therein requires fumigation on a regular basis. The frequency of fumigation depends on the judgments made by the Warehouse Operator after his routine inspections of the stock. However fumigation must be done at least once a month. 6.7.2. Insecticides and fumigates to control insects, and rodenticides to control rats and mice are dangerous to human health and should only be used by trained staff. Therefore, fumigation must be executed by a licensed company. 6.7.3. The warehouse operator shall ensure that the following precautions are taken at the time of fumigation: 6.7.3.1.The store must be cleaned before fumigation treatment 6.7.3.2.Only people authorised to carry out the pest-control treatment should be allowed in the treatment area.

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ZAMACE Warehouse Operator Rules and Requirements

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6.7.3.3.When fumigation is used, warning notices should be promptly displayed. These must be taken down when the treatment is complete and approval to enter the store has been given; 6.7.3.4.Instructions given by authorized pest-control teams must be strictly followed. 6.7.3.5.Rodent bait placed in the store by pest controllers must not be touched or moved, unless instructed; 6.7.3.6.If chemicals for pest control are kept on site, the should be in a separate locked store; 6.7.3.7.Keep a written record of all pesticide treatments on the stack card.

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ZAMACE Warehouse Operator Rules and Requirements

7.

August 2009

Suspension and Revocation of Warehouse Operators’ Certification 7.1. Notwithstanding any other regulation herein, pending investigations, the Executive Director, may whenever he deems it necessary in the interests of protecting Depositors or the holders of Warehouse Receipts, temporarily suspend the certification of a Certified Warehouse Operator without a hearing for a period not exceeding sixty (60) days. 7.2. In the event that a Certified Warehouse Operator’s certification is suspended for any reason then ZAMACE shall afford such Warehouse Operator a hearing within sixty (60) days of such suspension. 7.3. ZAMACE may suspend or revoke the certification of a Certified Warehouse Operator when such a warehouse operator:7.3.1. Has parted in part or in whole with control of a Certified Warehouse; 7.3.2. Is in the process of dissolution or has been dissolved; 7.3.3. Becomes insolvent and/or a Receiver/Liquidator is appointed for purposes of the receivership/liquidation of the Company; 7.3.4. Has ceased to operate any Certified Warehouses; 7.3.5. Has in any manner become incompetent or incapacitated to conduct the business of warehousing; 7.3.6. Has in any manner violated or failed to comply with these Rules; 7.3.7. Convicted of fraud, or any criminal / commercial offence;

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ZAMACE Warehouse Operator Rules and Requirements

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7.3.8. Where the certification of a Certified Warehouse Operator is suspended or revoked; 7.4. Where the certification of the Warehouse Operator is suspended or revoked, the Warehouse Operator is no longer allowed to issue any Warehouse Receipts or Goods Receipt Notes. The Warehouse Operator is obliged to keep the Warehouse operational for a minimum period of thirty (30) days unless the warehouse is cleared of all stored commodities before that. 7.5. Where the Warehouse Operator intends to stop operating a ZAMACE Certified Warehouse, a thirty (30) days notice of such intention must be communicated to ZAMACE in writing. The Warehouse Operator is obliged to keep the Warehouse operational for a minimum period of thirty (30) days unless the warehouse is cleared of all stored commodities before that. 7.6. Where

the

Warehouse

Operator

is

insolvent

and/or

has

commenced

receivership/liquidation process, ZAMACE must be notified immediately. The Warehouse Operator is obliged to keep the Warehouse operational for a minimum period of thirty (30) days unless the warehouse is cleared of all stored commodities before that. ZAMACE shall have prior right to appoint a receiver/manager to operate the warehouse for this thirty (30) days period, preceding the appointment of a receiver/manager by the Warehouse Operator. 7.7. Where the Certified Warehouse Operator stops operating, is suspended, revoked, or insolvent and/or has commenced receivership/liquidation process, ZAMACE shall ensure that all the depositors are informed accordingly. The depositors must collect their maize from the warehouse within thirty (30) days, without having to pay any storage fee. Title in depositor’s commodity shall not pass to the liquidator in the event of liquidation in accordance with Section 108 of the Company’s Act. 7.8. The costs of keeping the Warehouse running for thirty (30) days after suspension or revocation, or the commencement of the liquidation process will be born completely by the Warehouse Operator. The Warehouse Operator must ensure that 24


ZAMACE Warehouse Operator Rules and Requirements

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every depositor retrieves his or her stored commodity in the same quantity and quality as is stated on the Goods Received Note or Warehouse Receipt Note. ZAMACE is not liable to any costs originating from the process of termination, revocation, suspension, or liquidation.

The Warehouse Operator acknowledges having read and understood these Rules and Requirements in their entirety, and accepts to comply and be bound by them. For (Company’s name)

For ZAMACE

_____________________________

________________________________

(Full Names and designation)

(Full Names and designation)

______________________________

________________________________

Date

Date

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Appendix 1: Application form

Zambia Agricultural Commodities Exchange Certification & Inspection Unit

APPLICATION FOR GRANT OR RENEWAL OF CERTIFICATE TO OPERATE A ZAMACE CERTIFIED PUBLIC WAREHOUSE

1

LOCATION OF WAREHOUSE(S) - (physical, town & province)

Plot No.

2

Town

COMMODITY STORED OR TO BE STORED

Province

4

ESTIMATED CAPACITY UNDER NEW OR AMENDED CERTIFICATE

5

6

NAME OF COMPANY

ADDRESS OF COMPANY

Tel. e-mail 7

APPLICANTS' INTEREST IN THE WAREHOUSE TO BE CERTIFIED Owner

Lessee

Lessor

IF LEASED, GIVE NAME OF LESSOR AND DECLARATION THAT THE OWNER OF THE FACILITY WILL HAVE NO CLAIM OVER COMMODITIES TO BE STORED IN THE WAREHOUSE AND PLEASE SUBMIT COPIES OF LEASE AGREEMENT.

8

The applicant, as a condition to the grant of approval, agrees to comply with and abide by the ZAMACE Regulations so far as the same may relate to them, and upon the suspension, revocation or expiration of the certificate, to deliver all unused ZAMACE documents to the Executive Director.

9

An inspection of the warehouse is also hereby applied for as provided in the ZAMACE Regulations and there is enclosed a cheque or money order payable to ZAMACE for ZMK _______________________ as an advance deposit to cover the costs.

10 The statements made in the foregoing application are hereby certified to be true, to the best of the knowledge of the applicant. Signed this ……………...………………..……….. Day of ………………………………..20………...……………….. NOTE: The application must be signed by both the Chairman and Secretary or equivalent officers of the company. Their appointment could be counter checked with the records at the Companies Registry and/or board resolutions appointing them to the offices.

11 NAME OF APPLICANT

13 NAMES, SIGNATURES & TITLES OF OFFICERS EXECUTING THE APPLICATION


ZAMACE Warehouse Operator Rules and Requirements

August 2009

Zambia Agricultural Commodities Exchange

NOTE:

Certification & InspectionUnit No warehouse certification will be granted without the submission of the required insurance policies and perfomance bond as outlined below.

Organisational Information OFFICERS OF THE COMPANY NAME

POSITION

HOME ADDRESS

OCCUPATION

HOME ADDRESS

DIRECTORS OF THE COMPANY NAME

NO. OF SHARES HELD/REPRESENTED

INSURANCE POLICIES INSURANCE COMPANY/ BANK

AMOUNT INSURANCE POLICIES / PERFORMANCE BOND COVERAGE

Fire Material Damage

Bulgrary

Professional Indemity

LIST ALL BANKS WHERE APPLICANT OBTAINS BANKING SERVICES PHYSICAL ADDRESS OF NAME OF BANK BRANCH TEL. NO.S

Fidelity Gurantee

FAX NO'S

Performance Bond

E-MAIL

CERTIFICATION I certify that we have read, and understood the questions in this application form as well as the answers we have given and that to the best of our knowledge and belief that all the statements of fact made herein are true. NAME TITLE (officer)

SIGNATURE DATE

27


Appendix 2: License ZAMACE Certified Warehouse

Warehouse Operator’s License License Number: [no.]

Effective: [date] [year] [Company’s name]

Are hereby licensed until the [date] [year], in accordance with the regulations to: OPERATE ZAMACE LICENSED WAREHOUSE And to issue Warehouse Receipts and Goods Received Notes for WHITE MAIZE Stored or to be stored in the following warehouse location certified by ZAMACE Ltd: [Company’s name] [Address] Issued the [date] [year] By: ZAMACE Executive Director


Appendix 3: Warehouse Inspection Report

WAREHOUSE INSPECTION REPORT

Company

District: _________________________________

Plot No.________________________________ Street / Road: _____________________________

Province:

Commodity to be Stored _____________________

Warehouse Capacity: _____________________ Name of Warehouse Operator:________________

Inspector

Date of Inspection


Appendix 3: Warehouse Inspection Report

Company Profile


Appendix 3: Warehouse Inspection Report

1. Premise Inspection

No.

Questions

1.0

Good road connections enable easy delivery and transportation of commodities. Is the road network and condition satisfactory.

2.0

Are the keys to the warehouse securely stored when not in use and who is the custodian of the keys?

3.0

Are fire breaks in place around the warehouse?

4.0

Are floor surfaces maintained in a safe condition and suitable for maize storage

5.0

Are doors, windows, locks and latches in good condition and working order.

6.0

Are drainages and possible water seepage by run off water taken care of?

7.0

Is the surrounding cleared and cleaned

8.0

Are there possibilities of roof leakages?

8.0

Is there adequate ventilation and lighting?

10.0

Are there signs of rodents, birds, flying insects, crawling insects inside the shed?

11.0

Are there house keeping issues?

Notes / Action

Risk Rating


Appendix 3: Warehouse Inspection Report

2. Basic Grading Equipment on Site

Availability Equipment Yes

NO

Platform Scale Moisture Meter Analytical Scale Riffle Divider Sampling Spear Screening Sieve Screening Sieve/Table Grading Trays Sampling Bags Scoop General Comments

3. Corporate Governance Compliance

Compliance (Tick) Requirements Certificate of Incorporation Articles of Association Tax Clearance Certificate Vat Registration Municipal or Local Council Licenses

Yes

NO


Appendix 3: Warehouse Inspection Report

General Comments

4. Insurance Policy Compliance

Compliance Policy Yes

NO

Fire Material Damage

Burglary / Theft Fidelity Guarantee Professional Indemnity Performance Bond General Comments

5. Fire Prevention Requirements

Availability Equipment Yes Fire Extinguisher

NO


ZAMACE Warehouse Operator Rules and Requirements

August 2009

Fire Extinguisher Serviced? Bucket of Sand Fire Assembly point

General Comments

Signed:

Inspector

Date

34


Appendix 4: List of Licensed Insurance/Brokerage Entities

LIST OF LICENSED INSURANCE ENTITIES BY PENSIONS AND INSURANCE AUTHORITY AS AT 19TH MAY 2009 GENERAL REINSURANCE COMPANIES 1. Prima Reinsurance Plc

2. Zambian Reinsurance Company Ltd

GENERAL INSURANCE LICENCES 1. Cavmont Capital Insurance Corporation Ltd 3. Madison General Insurance Company Zambia Ltd 5. Professional Insurance Corporation (Z) Ltd

2. Goldman Insurance Ltd 4. NICO Insurance Zambia Ltd 6. Zambia State Insurance Corporation General Ltd

LONG TERM INSURANCE LICENCES 1. African Life Assurance Company Zambia Ltd 3. Cavmont Life & Asset Management Company Ltd 5. Professional Life Assurance Ltd

2. Blue Assurance Services Zambia Ltd 4. Madison Life Insurance Company Ltd 6. Zambia State Insurance Corporation Life Ltd

INSURANCE BROKING LICENCES 1. 3. 5. 7. 9. 11. 13. 15. 17. 19. 21. 23. 25. 27. 29. 31. 33. 35. 36. 39. 41.

Alexander Forbes Insurance Brokers Ltd Ark Insurance Brokers Ltd Budget Insurance Brokers Ltd Caritas Insurance Brokers Ltd Elite Insurance Brokers Ltd Guardian Insurance Brokers Ltd Kafue Insurance Brokers Ltd Kruger Insurance Brokers Ltd Leadway Insurance Brokers Ltd Major Insurance Brokers Ltd Norwich Insurance Brokers Ltd Pool Insurance Brokers Ltd Rock Insurance Brokers Ltd Southern Insurance Brokers Ltd Summit Insurance Brokers Ltd Sunspot Insurance Brokers Ltd Swift Insurance Brokers Ltd Unique Insurance Brokers Ltd Cornerstone Insurance Brokers Ltd Liberty Insurance Brokers Ltd Fine Insurance Brokers Ltd

2. 4. 6. 8. 10. 12. 14. 16. 18. 20. 22. 24. 26. 28. 30. 32. 34. 37. 38. 40. 42.

Aon Zambia Ltd B3 Insurance Brokers Ltd Capricorn Broking Services Ltd Crown Insurance Brokers Ltd Grand Insurance Brokers Ltd J.M. Moore Insurance Brokers Ltd Kane Insurance Brokers Ltd Kwacha Insurance Brokers Ltd Magnet Insurance Brokers Ltd New Mutual Insurance Brokers Ltd Pace Insurance Brokers Ltd Reliable Insurance Brokers Ltd Savannah Insurance Brokers Ltd Stepps Insurance Brokers Ltd Sunningdale Insurance Brokers Ltd Swan Insurance Brokers Ltd Tana Insurance Brokers Ltd Enron Insurance Brokers Ltd Dynamic Insurance Brokers Ltd Omega Insurance Brokers Ltd Fairfax Insurance Brokers Ltd

INSURANCE AGENCY LICENCES 1. 3. 5.

African Life Financial Services Ltd (Madison General) Barclays Bank Zambia Plc (African Life) Chadrineh Insurance Agency (PICZ)

2. 4. 6.

Akay Insurance Agency (Madison General) BDM Interims (PICZ) Cheetah Insurance Agency (Cavmont

35


Appendix 4: List of Licensed Insurance/Brokerage Entities

7. 9. 11. 13. 15. 17. 19.

Capital) Destiny Divine Insurance Agency (PICZ) Entrust Financial Services (PLA) First Insurance Agency (PICZ) Franchise Insurance Agency (PICZ) Harvey Insurance Agency (ZSICG) Ideal Insurance Agency (ZSICG) Jessons Insurance Agency (ZSICG)

Dashy Insurance Agency (Goldman) DML Insurance Agency (PICZ) Excel Insurance Agency (Goldman) FKL Insurance Agency (PICZ) G.P. Marketing Agents (ZSICG) Ideal Funeral Home (African Life) Jacaranda Insurance Agency (Madison General) Kingsway Insurance Agency (PICZ) Lesa T Insurance Agency (PICZ) Lynx Insurance Agency (PICZ) Machipisha Insurance Agency (Goldman)

8. 10. 12. 14. 16. 18. 20.

30. 32. 34.

Munar Insurance Agency (PICZ)

36.

Natural Risk Ltd (ZSICG)

38.

Penguin Bay Insurance Agency (ZSICG)

40. 42. 44.

Pleasant Insurance Agency (Goldman) Provident Insurance Agency (Goldman) RBS Insurance Agency (Goldman)

46.

Sanity Insurance Agency (ZSICG)

47. 49.

Merit Insurance Agency (Goldman) Minelands Agriculture Development Services Ltd (Madison General) Multi-Peril Insurance Agency (Madison Gen) Natly Insurance Agency (Madison General) Pakapaka Insurance Agency (Cavmont Capital) Pigom Insurance Agency (Goldman) Progress Insurance Agency (NICO) Prudential Services Zambia Ltd (Madison General) Rennie Insurance Agency (Cavmont Capital) Satib Zambia Insurance Agency (NICO) Stanbic Bank Zambia Ltd (Madison Life)

Kwik Insurance Agency (ZSICG) Luapula Insurance Agency (ZSICG) M and M Insurance Agency (ZSICG) Madison Health Solutions Ltd (Madison Life) Milomax Motors Ltd (NICO) Mujala Insurance Agency (ZSICG)

48. 50.

51. 53. 55. 57.

Sub Sahara Gemstone Exchange (ZSICG) T.M. Insurance Agency (PICZ) Tehillah Insurance Agency (Goldman) Webko Insurance Agency (PLA)

52. 54. 56. 58.

Silvernest Investments Ltd (NICO) Standard Chartered Bank Zambia Plc (African Life) Taless Insurance Agency (PICZ) Tanga Insurance Agency (PICZ) Wam’s Insurance Agency (NICO) Yahweh Insurance Agency ( PICZ)

59.

Platinum Insurance Agency (Cavmont Capital) Alick Chisenga Investments Ltd (Madison Gen) Norwest Insurance Agency (ZSICG) Blueshield Insurance Agency ZSICG) HIM Insurance Agency (Madison Gen) Cubit Insurance Agency Ltd (NICO) Mercy Insurance Agency (Madison Gen) Proactive Insurance Agency (Goldman) J & M Clearing and Forwarding Services Ltd Mairod Insurance Agency (NICO)

60.

PMS Insurance Agency (Madison Gen)

62.

Chewe Mutale Insurance Agency (NICO)

64. 66. 68. 70. 72. 74. 76.

M’Dial Insurance Agency (Madison Gen) Mano Insurance Consultancy (ZSICG) Zandu Horizons Insurance Agency (PICZ) Sinoz Insurance Agency (PICZ) Itikanele Services (African Life) Oasis Insurance Agency (Madison Gen) Woodbridge Insurance Agency (Z) Ltd

78.

Finance Bank (PLAL)

21. 23. 25. 27. 29. 31. 33. 35. 37. 39. 41. 43. 45.

61. 63. 65. 67. 69. 71. 73. 75. 77.

22. 24. 26. 28.

36


Appendix 5: Required insurance policies and covers

Required insurance policies and covers: Fire Material Damage This insurance covers damage as a result of all forms of fire from whatever cause. The minimum insured value must be the certified capacity (Mt) of the warehouse multiplied by the insured value per Mt i.e. Average prevailing market value.

Burglary/Theft

Covers against loss of stored commodity in the warehouse as a result of burglary/theft. The minimum insured value covered by the insurance must be 6.67% the certified capacity (Mt) of the warehouse multiplied by the insured value per Mt i.e. Average prevailing market value.

Fidelity Guarantee Fidelity Guarantee covers the loss of money or property due to the fraudulent or dishonest conduct of an employee, for their own gain or the financial benefit of any other person or organisation. The minimum insured value covered by the insurance must be 6.67% the certified capacity (Mt) of the warehouse multiplied by the insured value per Mt i.e. Average prevailing market value

Professional Indemnity

Anyone who gives to another person advice and/or services of a skilful character according to an established discipline might be regarded as a 'Professional'. A Professional will hold himself or herself out as having special skills, which can be relied upon by another. Consequently, the law requires that the Professional exercise the required skills to an appropriate level expected by that profession.

Any financial loss arising from negligence by the Warehouse Operatorrb may mean that an award is made in favour of a person who suffers a loss, damage or injury

37


Appendix 5: Required insurance policies and covers

due to the aforementioned negligence. The warehouse operator may also be held to be liable for a mistake even though there was no negligence. A Professional Indemnity policy aims to shield the warehouse operator’s assets in the event of a claim therefore ensuring that he/she is able to carry on their business. The minimum insured value covered by the insurance must be 66.67% the certified capacity (Mt) of the warehouse multiplied by the insured value per Mt i.e. Average prevailing market value.

38


Appendix 6: List of Licensed Accounting Firms

PROFESSIONAL ACCOUNTING FIRMS IN ZAMBIA REGISTERED WITH ZAMBIA INSTITUTE OF CHARTERED ACCOUNTANTS

1.

2.

3.

2.

5.

6.

Ahmed G Bobat 1st Flr, Ambia Hse Cnr Cairo/ Nkwazi Road PO Box 33797 LUSAKA Tel: 253554 Cont: A G Bobat FZICA AIK+NS Associates Plot 5497, Lunsemfwa Road KALUNDU PO Box 33285 LUSAKA Tel: 291533/295589 Fax: 291591 Email: Lusaka@aikns.co.zm Partners: N Kalaluka FZICA A I Kalaluka FZICA N Situmbeko FZICA Amazon Associates Plot 5035 Kwacha Road Olympia Park PO Box 32001 LUSAKA Tel: 291051 Mobile: 095-766618 Cont: M Kumar FZICA A M Dalal & Co PO Box 33391 LUSAKA Tel: 221247 Cont: A M Dalal FZICA AMG Global Chart. Accountants - Zambia No. 6 Lagos Road Rhodes Park PO Box 37893 LUSAKA Tel: 251159/255145 Fax: 255145 Partners: F Nyambe FZICA C C Mugala FZICA A M N Bota FZICA Audico Associates 1st Floor, Design House Cairo Road P O Box 34647 LUSAKA Tel: 255291 Cont: A M Muyovwe FZICA Audico Associates 1st Floor, Room 59 AFCOM House P O Box 20572 KITWE Mobile: 0966-694254 Audico Associates 2nd Floor, Room 205

BWAFWANO House P O Box 11875 CHINGOLA Mobile: 0977-729091 7.

8.

9.

10.

F M Banda Plot 1772, 18 Buchi Close Northmead LUSAKA Tel/Fax: 213212 Mobile: 097-744488 Cont: F M Banda FZICA

14.

Daniel & Associates 10th Floor, ZIMCO House PO Box 34483 LUSAKA Tel: 226176/7 Cont: L G Mwale FZICA

15.

D B Zulu and Associates 41 Los Angeles Blvd Longacres PO Box 30149 LUSAKA Tel: 255220/096-754323 Cont: D B Zulu FZICA

BDO Spencer Steward Zm Stand No. 2374 Bata Boulevard, 16. Showgrounds PO Box 35139 LUSAKA Tel: 254166/254376/250222 Fax: 254623 Cont: W P Saunders FZICA D G A Ironside FZICA M S Thurairatnam FZICA C Daka FZICA B M Chitambala P O Box 38476 LUSAKA Tel: 254863 Mobile: 097-790678 Cont: B M Chitambala FZICA Clear View Consulting P O Box 36305 LUSAKA Tel: 097-743244 Cont: Michael Phiri AZICA

11.

Crescendo Business Solutions PO Box RW313 LUSAKA Mobile: 097-743244 Email: mphiri00@yahoo.com Cont: Michael Phiri AZICA

12.

C-TTK Chartered Accountants Plot 4 Mumba Crescent KALULUSHI

17.

De Chazal Du Mee CL7/6985 New Brentwood Dr. Off Haile Selaisse Avenue PO Box 39192 LUSAKA Tel: 255620-5 Fax: 255300 Cont: C C K C Ah Chip FZICA

18.

Deloitte & Touche 2nd Flr, Kafue Hse 1 Nairobi Place PO Box 30030 LUSAKA Tel: 228677-9 Fax: 226915 Partners: G Sokota FZICA F M Nchimunya FZICA C Chungu FZICA A B J Tembo FZICA Deloitte & Touche Fookes House No. 30 Pamo Avenue PO Box 20416 KITWE Tel: 222362/222818 Fax: 227140

Tel: 02-244251/096-782982 Fax: 02-244080 Cont: T T Kabandama FZICA 13.

CYMA 4th Flr, Electra House PO Box 38298 LUSAKA Tel: 236779 Fax: 236779 Cont: C Y Mulendema FZICA

D C Kukreti Accountants H-13 Mukuba Pension Trustees Complex Mwambula Rd, Jesmondine P O Box 50582 LUSAKA Mobile: 096-790281 Cont: Dinesh C Kukreti FZICA

19.

DPK and Co. Plot 25930 Sacred Heart Woodlands PO Box 37520 LUSAKA Tel: 095-919449/097-311000 Cont: D Kalwiji AZICA

39


Appendix 6: List of Licensed Accounting Firms

20.

21.

22.

23.

25.

26.

Ernst & Young 2nd Flr, Mukuba Pension Hs Cnr Kantanta St./President Av. PO Box 21375 KITWE Tel: 231866-7 Fax: 231868

Emerging Chartered Accountants & Consultancy Services Post Box Net 472, P/B E891 Manda Hill LUSAKA Tel: 097-415215 Cont: N M Musonda FZICA E Minja & Co. PO Box 240266 NDOLA Tel: 615984 Cont: E N Minja FZICA EML Chartered Accountants 4th Flr, Mpelembe House Broadway PO Box 71083 NDOLA Tel: 613881 Telefax: 617770 Cont: E M Lungwebungu FZICA EML Chartered Accountants Rm 17, Workmen’s Comp. Independence Way PO Box 22665 KITWE Tel: 215435

24.

C K Mwananshiku FZICA H C Nondo FZICA

DVS & Associates Plot 9486, SEDB Complex Off Kafue Road, Makeni Area PO Box RW 50717 LUSAKA Telefax: 223455 Cont: D Mungala FZICA

EMM Corporate Partners 5868 Kasiya Crescent Kalundu PO Box 31296 LUSAKA Telefax: 291550 Cell: 096-755846 095-433710 Email: emmcs@zamnet.zm Partners: E B Mambo FZICA L P Mambo AZICA

33.

Ernst & Young 5th Flr, Mosi-o-Tunya Hse Rm 509 and 511 PO Box 61154 LIVINGSTONE Tel: 321586 Fax: 321587 27.

28.

29.

30.

Enosyst Associates G15 Kambendekela House 31. Dedan Kimathi Road P O Box 34274 LUSAKA Tel: 233871 Fax: 233870 Cont: Enock Tembo AZICA Ernst & Young 1st Flr, Development Hse PO Box 32385 LUSAKA Tel: 237785 Partners: M Lumbwe FZICA

LUSAKA Tel: 222020/097-855419 Cont: G Mpishi FZICA

32.

Grant Thornton ZSIC Bldg, City Square PO Box 20273 KITWE Tel: 225733/225904 225914/228574 Fax: 225012

Fairview Financial Services Plot 10495, Manchinchi Rd Olympia P O Box 34025 LUSAKA Tel: 294489/0977-609728 Mobile: 0966-847049 Cont: K M Kaluba FZICA Feranti Consulting 20E NAPSA Complex P O Box 840159 MKUSHI Tel: 05-362388 Fax: 05-362388 Mobile: 095/096-824834 Email: feranti@zamtel.zm Cont: B Kayumba AZICA Gadsden Grillo & Co. Plot 3779 Chilubula Close Olympia Park PO Box 35931 LUSAKA Tel: 290331/290342/295458 Fax: 290326 Partners: B L Gadsden FZICA B K M Grillo (Mrs) FZICA GAM 1st Flr, Mutondo House P O Box 21801 KITWE Tel: 245143/245267 Cont: G A Mutale FZICA GBO 11th Flr, ZIMCO House Cairo Road PO Box 37954 LUSAKA Tel: 224594/224597 Em:gboca@coppernet.zm Cont: B M Kaminsa FZICA George Mpishi & Associates 3rd Flr, Lotti House Cairo Road P O Box 35600

Grant Thornton 5th Flr, Mukuba Pension Hse Dedan Kimathi Road PO Box 30885 LUSAKA Tel: 227722 Fax: 223774 Partners: S N Maitra FZICA E Hamuwele FZICA C Mulenga FZICA M D Macheleta FZICA V M J Mweene FZICA R M Musonda FZICA W M Beene FZICA

Grant Thornton BOZ Annex, Buteko Ave PO Box 71837 NDOLA Tel: 02-620246 Fax: 02-620247 34.

H A Associates Northmead Shopping PO Box 31260 LUSAKA Tel: 293663/293641 Fax: 293704 Cont: H R Asher FZICA

35.

Harrison & Associates Plot 4512 Madzimoyo Rd. Northmead Shopping (on top of ZANACO Bank) P O Box 39550 LUSAKA Telefax: 845541 Mobile: 097-654599 Email: Harrison.associate@ microlink.zm Cont: H Banda FZICA

36.

HCL and Associates 4 Kafironda Drive, Itawa PO Box 73461 NDOLA Tel: 02-610297 Fax: 02-617776 Cont: H C L Mutambo AZICA

37.

H M Evans & Co 33L Mutende Road Woodlands Private Bag 37X, Ridgeway LUSAKA Telefax: 261066 Email: hevans@zamnet.zm Cont: Herbert Evans FZICA

40


Appendix 6: List of Licensed Accounting Firms

38.

39.

40.

41.

42.

43.

I Dore & Co P O Box 32366 LUSAKA Tel: 097-770134 Cont: Ismail Dore AZICA

Email: kjktembo@microlink.zm Cont: K J K Tembo FZICA 46.

J H and Company Kalonganino House Plot 10124 Kafue Rd, Makeni Opp. Castle Shopping Centre P O Box 37021 LUSAKA Tel: 274723/097-852349 Cont: J Hasichiimbwe FZICA JKM & Partners 9th Flr, Indeco House, Lobby 9 Cairo/Sapele Rd, South End PO Box 37563 LUSAKA Tel: 0978-810843 Email: jkmhm@hotmail.com Cont: J K Musonda FZICA

47.

48.

KPMG 2nd Flr, Canada Hse President Ave PO Box 71600 NDOLA Tel: 612430/615039/614428 Fax: 613601

J N Mtonga & Associates P O Box 35949 LUSAKA Cell: 096-756188 095-856188 Cont: J N Mtonga FZICA

45.

K J K Tembo & Associates Suite 2, Room 203 Old H/O ZANACO PO Box 35885 LUSAKA Tel: 226554/236204 Cell: 097-802862 Fax: 226554

Kobe Tax Consulting Services Plot 5867, Kasiya Crescent Kalundu PO Box 380025 LUSAKA Telefax: 293722 Cont: V Chitalu FZICA KPMG Nkwazi House, Stand No.25/26 Cnr Nkwazi/Cha Cha Cha Roads PO Box 31014 LUSAKA Tel: 228875-78 Fax: 225903 Partners: H Mtine FZICA L N Phiri FZICA H H Hachongo FZICA

KPMG 1st Flr, Mutondo Hse PO Box 21505 KITWE Tel: 225166/22341/225571 Fax: 228424

Maimix and Company Plot 1066, Changa Road Kamwala P O Box 31529 LUSAKA Tel: 097-789272/846828 095-753848/224678 partners: J K Musonda FZICA H A Machher FZICA

52.

J M Chisanga & Co 10th Flr, Findeco Hse PO Box 50544 LUSAKA Tel: 227254/227506 Fax: 227253 Cont: J M Chisanga FZICA

Kabwe & Company 33 Mpezeni Avenue Plot 7724 PO Box 21945 KITWE Telefax: 02-223515 Cont: R Kabwe FZICA

K M & Associates Plot No. 7873 Kaunga Close Chipalo Rd, Woodlands Ex PO Box 39454 LUSAKA Cell: 097-468822 Cont: C Kanchele AZICA K M & Associates SPCMU Building Room No. 18/19 CHOMA

J K Musonda and Company Plot 2400, Felopater House Kabelenga Road PO Box 34575 LUSAKA Tel: 224678 Fax: 237820 Cont: J K Musonda FZICA

44.

51.

Mark Daniels Plot 24, Nalubutu Road Off Lubu Road, Longacres PO Box 33919 LUSAKA Tel: 255103/253339 Fax: 253095 Partners: D Jimmie-Artivor `````````` FZICA H Shamainda AZICA Mark Daniels Mukuni House PO Box 80339 KABWE Tel: 221083 Mark Daniels PO Box 630739 CHOMA Tel: 20285

53.

Matutu & Co. Beverley House President Avenue PO Box 240239 NDOLA Tel: 02-618077 Mobile: 096-783442 Cont: E A Matutu FZICA

54.

Mbochi and Partners PO Box NM51 Northmead LUSAKA Tel: 240212 Email:mbochipartners@ gmail.com Cont: M Chisha FZICA

55.

Medley Management Consult 1st Flr, Rm 11, Luangwa Hse Cairo Road PO Box FW 174 LUSAKA Tel: 095-750287/097-788664 096-763095 Cont: M Simuzingili FZICA

49.

Lead Consultants PO Box 39421 LUSAKA Mobile: 096-744640 Cont: L Banda FZICA

50.

Mahtani & Company Finsbury Hse, Buteko Ave 56. PO Box 70238 NDOLA Tel: 610273/6 Fax: 615245 Telex: 617434 Partners: R L Mahtani FZICA N Mukhopadhyay FZICA

Merali's Chartered Accountants P O Box 70238 NDOLA Tel: 610273/6 Fax: 617434 Cont: M P K Merali FZICA

41


Appendix 6: List of Licensed Accounting Firms

57.

58.

MGK Chartered Acc. 61. Plot 5628, Itawa Extension Off Airport Road PO Box 70446 ITAWA NDOLA Tel: 02-610165 Fax: 02-651103 62. Mobile: 0966-909860 Cont: M G Kapambwe FZICA M J M Associates House No. 1, Plot 2755 Chingombe Road Opposite Kalemba Hall Rhodes Park PO Box 35771 LUSAKA Tel: 251409/256914 Fax: 251409 Cont: J M Muke FZICA 63.

59.

60.

M N De Zoysa Associates Unit 34 Arcades Shopping Centre PO Box 34836 LUSAKA Tel/Fax: 251003 Mobile: 097-845476 Cont: M N De Zoysa FZICA Moores Rowland 1st Flr, Lusaka Hse PO Box 31290 LUSAKA Tel: 235546-7/227937/ 239219 Fax: 224863/224074 Partners: Y I Lunat FZICA K M Naik FZICA A C A Ranjan FZICA N Sothylingam FZICA R Ravi Sankar FZICA S Chibwe FZICA S Njelemba FZICA

64.

65.

Moores Rowland 2nd Floor, Grindlays Bank (Angoni Hse), Obote Ave PO Box 22181 KITWE Tel: 228062/228855/228550 Fax: 220032 Moores Rowland 4th Floor, Compensation Hse, Broadway PO Box 70998 NDOLA Tel: 610297-8/610301/3 Fax: 617776 Moores Rowland Sackville House Akapelwa Street PO Box 60050 LIVINGSTONE Tel: 320767/321476/320534 Fax: 320582

M Sakala Associates Plot 917 Luanshya Road PO Box 70127 NDOLA Tel: 02-622549 Mobile: 0966-532551 Cont: M Sakala FZICA Mtine McAllan & Associates 10th Floor, ZIMCO House Cairo Road PO Box 37250 LUSAKA Tel/fax: 226176 Mobile: 097-655833/ 095-758241 E-mail: jdmtine@yahoo.com Cont: J D Mtine FZICA M T Ncube & Associates Plot 201, Kasangula Road Roma Township PO Box 35550 LUSAKA Tel: 291386 Cont: M T Ncube FZICA Mukwa Associates 1223 Katopola Road Rhodes Park P O Box RW 50710 LUSAKA Tel: 256442/251041 Cont: Z Rasool FZICA Munshi & Talwar Ass. OAU Village, Millenium Park P O Box 34822 LUSAKA Tel: 263635/097-771969 Partners: A A Munshi FZICA S Talwar FZICA

68.

N B Mbazima C/o PO Box 32005 LUSAKA Cont: N B Mbazima FZICA

69.

Newton Lungu and Ass. 3rd Floor, Premium Hse PO Box 31414 LUSAKA Tel/Fax: 235390 Cont: N A Lungu FZICA Newton Lungu and Asso. Findeco Hse PO Box 510543 CHIPATA Tel: 22238

70.

Nchimunya M Hachandi 7455 Twikatane Road RHODES PARK P/Bag E835 Box 55 LUSAKA Tel: 0978-980008 Cont: N M Hachandi AZICA

71.

A Ntinda C/o P O Box 21375 KITWE Mobile: 0966-929468 Cont: A Ntinda FZICA

72.

Obed Kapesa P O Box 36452 LUSAKA Tel/Fax: 227303 Mobile: 096-745721 Cont: O Kapesa FZICA

73.

Munshi & Talwar Associates Plot 225, East Street P O Box 670403 MAZABUKA Tel: 032-30446 Mobile: 097-804119 66.

Mutupo & Associates Gestetner House Plot No. 2796 Great North P O Box 36779 LUSAKA Tel: 223161-2 Fax: 223164 Cont: S K Mutupo FZICA

67

Mzumara & Associates 4th Flr, Premium House PO Box 38293 LUSAKA Tel: 229490 Fax: 229424

Pax Consultants Plot 1311, Lubu Road Longacres P O Box 35431 LUSAKA Tel: 257128-9 Fax: 257129 E-mail: paxo@zamnet.zm Cont: S M Mwaanza FZICA Pax Consultants Independence Way PO Box 80463 KABWE

74.

P Ponya & Asscociates 3round Flr, Permanent Hse P O Box 32028 LUSAKA Tel: 097-700951 Cont: P Ponya FZICA

75.

PricewaterhouseCoopers 7th Flr, NSCB Bldg North-End, Cairo Road PO Box 30942 LUSAKA Tel:228809/220782/220778 Fax: 220768 Telex: 43740

42


Appendix 6: List of Licensed Accounting Firms

Cont: R Mazombwe FZICA M M Libakeni FZICA N G Patel FZICA PricewaterhouseCoopers Mukuba Pension Hse President Ave PO Box 21604 KITWE Tel: 222058/222589 Fax: 227518 PricewaterhouseCoopers 4th Flr, BOZ Annex Buteko Avenue PO Box 70042 NDOLA Tel: 620091-3 Fax: 620094 76.

77.

78.

79.

80.

81.

Reemos Business Solutions Room 206 David Mwila House PO Box 23507 KITWE Telefax: 02-230133 E-mail: rbsbus@lycos.com Cont: M N Bwalya AZICA Reliance Chart. Accountants & Business Advisers Roma Business Centre Plot 55 Luwato Road ROMA LUSAKA Tel: 250707/0978-980558 Fax: 250595 Cont: S Ndhlovu AZICA Renco Associates 5th Floor, Anchor House Suite 503/404 PO Box 32385 LUSAKA Telefax: 220352 Cont: C K Mwananshiku FZICA

Anchor House P O Box 36228 LUSAKA Tel: 234237/235885 Cont: S Sevagan FZICA 82.

83.

S. Lumba & Co. Sanlam Building PO Box 22163 KITWE Tel: 215332 Cont: S E Lumba FZICA

84.

S Mulungu Banda & Asso. 7th Flr, Indeco House P O Box 39415 LUSAKA Tel: 226092 Mobile: 0966-438253 Cont: S H M Banda FZICA

85.

86.

87.

R K C Rose & Co. Plot 3779 Chilubula Close Olympia Park PO Box 35931 LUSAKA Tel: 290331/290342/295458 Fax: 290326 Partners: B L Gadsden FZICA B K M Grillo FZICA R M Mwiinga & Associates C/o ICLF Administrative Services Omelo Mumba Road Rhodes Park P O Box 31913 LUSAKA Tel: 225212/225204 Cont: R M Mwiinga AZICA Sevagan and Associates 4th Flr, Suite 408

Shuko and Bix Chartered Accountants and Business Advisers Plot 55 Luwato Road ROMA P O Box 32232 LUSAKA Tel: 0978-980558 Cont: S Ndhlovu AZICA

S P Desmonds Plot 22960 PHI, Chainama PostNet Box 243 P/Bag E10 Arcades LUSAKA Tel: 097-770357 Cont: I S Wambulawae FZICA Stewart & Paisely 1uite 230 Chinese Centre Alick Nkhata Road PO Box 38097 LUSAKA Tel: 096-756865 Cont: C A Chiteba AZICA Thewo & Co. Godfrey Hse, Longolongo PO Box 34695 LUSAKA Tel: 238497/238569/234210 Fax: 226118 Email: thewo@zamnet.zm Partners: T J K Thewo FZICA A L Lungu FZICA Thewo & Co. AFCOM House PO Box 21674 KITWE Tel: 227221 Thewo & Co. Chapasuka House PO Box 240233 NDOLA

88.

Tom Banda & Associates Room 122, 1st Floor Anchor House

PO Box 36111 Tel: 237504/097-794729 Fax: 229668 LUSAKA Email: tombanda1954@ yahoo.com Cont: Tom Banda FZICA 89.

T T Mushibwe P O Box 6480 Mugoti Road ROMA LUSAKA Tel: 0977-790490 Cont: T T Mushibwe FZICA

90.

V Chitalu C/o CDC Capital Partners AAC Bldg, Indep. Av PO Box 32000 LUSAKA Tel: 254285 Fax: 250122/253957 Cont: V Chitalu FZICA

91.

V John Nettikadan & Co. 2nd Floor Mukuba Pension Dedan Kimathi Road PO Box 37680 LUSAKA Tel: 224109/251213 Fax: 230324 Email: info@netone.co.zm Cont: V J Nettikadan FZICA

92.

Walis Chart. Accountants 5th Floor, Tazara House Dedan Kimathi Road PO Box 31629 LUSAKA Tel: 227257 Fax: 227269 E-mail: walis@zamtel.zm Cont: M Simuzingili FZICA

93.

Watergates Finance & Asso. Plot No. 51680, NGOCC Centre Choncho Road LUSAKA Tel: 227593 Cont: Maximo Mulenga AZICA

94.

WFM & Associates S/D Plot 288a Off Makeni Road P O Box 30264 MAKENI LUSAKA Cell: 095-816439 Cont: W F Mwila FZICA

95.

W B Kumwenda & Co. 9th Flr, Kulima Tower Katunjila Road PO Box 36832 LUSAKA Tel: 238332/3/4 Fax: 227132 Cont: W B Kumwenda FZICA

43


Appendix 6: List of Licensed Accounting Firms

NON-AUDIT PRACTISING FIRMS 1.

2.

3.

4.

5.

Akokwa & Associates Kulima Tower Building FW 316 LUSAKA Tel: 250320 Mobile: 0955-741728 Email: akokwas1@yahoo.co.uk Cont: S Akokwa AZICA

8.

9.

Ashu Sharma Associates P O Box 30870 LUSAKA Tel: 095-401502 ashu11of10@yahoo.com Cont: A Sharma FZICA AS & P Financial Consultants 10. Plot No. 2131/M, Ibex Hill Postnet Box No. 176 Kabulonga LUSAKA Tel: 263759 Cont: A Sampa AZICA Byrnedar Limited P O Box 122X Ridgeway LUSAKA Tel: 292616 Cont: V P Patidar AZICA

11.

Corporate Services Bureau C/o ZASI Investments Ltd P O Box 31884 LUSAKA Tel: 223265 Mobile: 0955-846453 Cont: J Sieveu AZICA 12.

6.

7.

EKZ Business Accounting Suit No. 48 Corousel Building P O Box 36413 LUSAKA Tel: 0955-889876/228888 Cont: E K Zulu FZICA EMM Chart. Accountants 2248 Zambezi Way RIVERSIDE P O Box 28052 KITWE Tel: 02-220712 Fax: 02-220713 Mobile: 0966/0977-771161 Cont: E Mbambiko FZICA ENFIN Solutions Limited Plot No. 86B Great East Rd P O Box 320069 LUSAKA Tel: 228769/228797 Fax: 229995 E-mail: enfin@zamtel.zm Cont: A N Kamanga FZICA A N Ndhlovu FZICA

13.

14.

ENVISIO Business Consultants Shop No. S26 Blessing Shopping Mall Off Chovu Rd, Northmead LUSAKA Cont: M Mbetwa AZICA Eric and Associates C/o Eric Masumbu P O Box 30080 LUSAKA Tel: 283059 Mobile: 095-755075 096-757075 Cont: E Masumbu FZICA GEM Chartered Accountants Plot 8186, Chifundo Road Emmasdale LUSAKA Tel: 237328 Mobile: 0977-863339 Email: goldenmwila@ yahoo.co.uk Cont: G Mwila AZICA

15.

M Chilepa P O Box 50779 LUSAKA Mobile: 095-883789 Cont: M Chilepa AZICA

16.

Molver and Company P O Box 80798 KABWE Tel: 097-783832/097-779997 Cont: C G Sikazwe AZICA

17.

Msonkho Associates Plot 5104 Luanshya Rd P/Bag W119, Woodlands LUSAKA Tel: 096-763987 Cont: J Phiri FZICA

18.

Mulenji Chart. Accountants Plot 377a/45/30/CL/B/3 Kudu Road, Kabulonga LUSAKA Tel: 260133 Cont: V M P Nyasulu FZICA

19. Hav’ilah and Company Plot 699 Simon Mwansa Kapwepwe Rd P O Box 30905 LUSAKA 20. Tel: 282342 Mobile: 0977-786917 Cont: D M Luswili FZICA JEPCO Associates Plot 180 Luanshya Road Villa Elizabetha PO Box 38210 LUSAKA Tel: 230274 Mobile:0955/0966-100704 Cont: P Solochi AZICA Jonaka Plot 2653, Lubu Road Longacres P O Box 390038 LUSAKA Mobile: 095-881670 E-mail: jonaka@microlink.zm Cont: H P N Hamweemba AZICA KATI Accounting 5th Floor, 52 Bowmaker House Kitwe Main Square P O Box 22647 KITWE CONT: T T Kaunda AZICA

P Chola Plot No. 23/03 Emmasdale LUSAKA Tel: 251327/57 Cont: P Chola AZICA Pinalo Chifwanakeni Plot 3595/M, Mungwi Road Lusaka West LUSAKA Tel: 233407 Cont: P Chifwanakeni FZICA

21.

Pinnacle Accounting Services Room 24, 3rd Floor, Dorcas House, Buteko Avenue PO Box 70973 NDOLA Tel: 095-885897 Email: pinnaccounting@ yahoo.com Cont: A N Chipawa FZICA

22.

Radikal Business Solutions Ltd. No. 1 Lushitu Drive Parklands PO Box 20428 KITWE Tel: 02-225061 Email: sanjit_sampat@ hotmail.com Cont: S P J Sampat FZICA

44


Appendix 6: List of Licensed Accounting Firms

23.

Select Professional & Trust Services P O Box 36363 LUSAKA E-mail: select@zambia.co.zm Cont: W C Kalumba FZICA

24.

Stewart & Paisley Consult. Ltd Suite 230, Chinese Centre Alick Nkhata Rd, Longacres P O Box 38097 LUSAKA Tel: 255839/40 Fax: 255840 Cont: C Mwale AZICA

25

Upstreet Consultancy Serv. 1st Floor, Valfalx Plaza North-end, Cairo Road P O Box 50937 LUSAKA Tel/Fax: 237933 E-mail: Upstreet@zamtel.zm Cont: S G Mtamira AZICA

45


Appendix 7: Maize Quality Standard

MAIZE QUALITY STANDARD:

The maize shall have a good natural colour, be free from objectionable odour, contain no live insects, toxins and moulds and be fit for human consumption and shall comply with the following requirements Quality Parameter

ZAMACE Maize Grades

UOM

A

B

C

kg/hl

67.25 min

64.75 min

61.75 min

Moisture

%

12.5 max

12.5 max

12.5 max

Extraneous matters

%

1.0 max

1.5 max

2.0 max

Broken Grains

%

6.0 max

7.0 max

8.0 max

Other Coloured grains

%

3.0 max

4.0 max

5.0 max

Total other Defective grains of which:

%

11.0 max

18.5 max

26.0 max

a. Discoloured grains

%

3.0 max

6.0 max

9.0 max

b. Insect/pest damaged grains

%

3.0 max

6.0 max

9.0 max

c. Diseased grain

%

2.0 max

2.0 max

2.0 max

d. Immature or Shriveled grain

%

1.0 max

1.5 max

2.0 max

e. Fugal damaged grains

%

0.5 max

1.0 max

1.5 max

f. Germinated grains

%

NIL

NIL

NIL

g. Pass thru 4.15mm sieve.

%

1.5 max

2.0 max

2.5 max

Diplodia

%

NIL

NIL

NIL

Fusarium

%

0.5 max

0.5 max

0.5 max

Grades Test Density

DEFINITIONS: Maize: Refers to the seeds of Zea mays L.

46


Appendix 7: Maize Quality Standard

Moisture Content: The moisture content, expressed on a wet weight basis, shall be determined by an approved moisture meter calibrated according to a method prescribed by the Zambia Bureau of Standards Extraneous Matter: a). Anything other than maize grain which will pass through a 4.5 mm sieve. b). Any animal or mineral or plant matter or grain other than maize, which will not pass through a 4.5 mm sieve. Damaged Grain: Means grain and pieces of grain which will pass through a 4.5 mm sieve. Broken Grain: Means maize, which has been broken, cracked or chipped to expose the white interior of the grain. It does not pass through the 4.5 mm sieve and has no other defects. Other Coloured Grain: Means grain that is coloured or partly coloured maize present in white maize or maize of any colour other than yellow present in yellow maize. Defective Grain: Means any grain which falls within one or other of the following categories a) b) c) d) e) f)

insect/pest damaged grain fungal damaged grain diseased grain immature or shrivelled grain germinated grain discoloured grain

Insect/Pest Damaged Grain: Means maize which has been damaged by any insect or animal pest. Fungal Damaged Grain: Means maize with visible mycelial/mould growth on its surface.

47


Appendix 7: Maize Quality Standard

Diseased Grain: Means maize which is obviously rotted by fungi, bacteria or other organisms of decay. Immature or Shrivelled Grain: Means immature maize which has indications of lack of maturity or full development and which may be thin and papery (almost see through) in appearance. Means maize which is shrivelled over most of its surface. Germinated Grain: Means maize grain which shows any signs of germination. Discoloured Grain: Means grain discoloured by heating, fermentation or weathering. Sieve: A 4.5 mm grading sieve is a device, the bottom (baseplate) of which is perforated with round-holes 4.5 mm in diameter, and used for the separation of fine extraneous material from grain.

48


Appendix 8: Lab sample tickets

Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags:

49


Appendix 9: Warehouse Receipt

50


Appendix 10: Goods Received Note

51


Appendix 11: Daily Stock Summary

DSS No.

DAILY STOCK SUMMARY (DSS) Name of Warehouse / Shed:

Date:…………..

Receipts (Inflow) This is to certify that the above warehouse / shed has received the following commodity in good order and condition. Commodity:

No. Bags (50kg)

Approximate Weight (Mt)

Grade

Despatch (Outflow) This is to certify that the above warehouse / shed has despatched the following commodity in good order and condition. Commodity:

No. Bags (50 kg)

Truck No.:

Consignee:

Stock Summary ZAMACE Stocks (WR&GRN)

Weight (Mt)

Operator Own Stock

Weight (Mt)

Third Party Stock

Weight (Mt)

Total Stock

Weight (Mt)

Prepared By: ……………………………………………………….

Designation: …………………………………………

Approved by: ……………………………………………………………

Designation: ….……………………………………

52


Appendix 12: Stack Card

Stack Card Commodity:

Location:

Unit Weight:

Date:

Date

Reference

Receipts Despatch (bags) (Bags)

Balance (Bags)

Remarks

53


Appendix 14: Loading order/Delivery Note

ZAMACE STOCK ISSUE AUTHORISATION Name of Warehouse / Shed:

…………………………………………………………………………………………………………. Date:………..

The above warehouse operator /shed is seeking approval to issue the commodity below: Commodity:

No. Bags (50kg)

Approximate Weight (Mt)

Grade

Justification for Stock Removal / Adjustment

Requesting Officer: …………………………………………………………

Sign nature: ………………..

ZAMACE USE ONLY

Approved:

Not Approved

Reasons for not approving: Prepared By:

……………………………………………………………………………………

………………………………………………………………..

Signature:………………………………………… Date

Authorised by

…………………………………………………………………

Signature …………………………….……….… Date

54


Appendix 14: Loading order/Delivery Note

55


Appendix 15: Counting Sheet

Counting Sheet Truck No. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Transporter 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3

4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6

7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7

8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8

9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9

10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10

11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11

12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12

13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13

14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14

15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15

Checked by:

Date:

Driver's Name

Date:

16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16

17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17

18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18

19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19

20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20

100

200

300

500

600

700

800

900

1000

56


Appendix 16: Warehouse Operator’s Handbook

WAREHOUSE OPERATOR

HANDBOOK

July, 2009

1


Appendix 16: Warehouse Operator’s Handbook

ZAMACE WAREHOUSE MANAGEMENT HANDBOOK A Handbook for Storekeepers of Grains

Index

1. The storekeeper’s responsibilities

pag.3

2. The store premises

pag.4

3. Unloading and checking

pag.6

4. Handling

pag.9

5. Stacking

pag.11

6. Cleaning the store

pag.21

7. Inspection of stocks & the store

pag.24

8. Waste disposal

pag.28

9. Pest control

pag.29

10. Documentation and record keeping

pag.30

Appendices Appendix 1 Sample tickets form

pag.32

Appendix 2 Stack Card

pag.33

Appendix 3 Loading Order / Delivery Note

pag.34

Appendix 4 Counting sheet

pag.35

Appendix 5 Daily Stock Summary (DSS)

pag.36

Appendix 6 Authorisation form

pag.37

Appendix 7 Basic warehouse equipment

pag.38

2


Appendix 16: Warehouse Operator’s Handbook

Chapter 1 The storekeeper's responsibilities Maize may be spoiled and lost during delivery, storage and distribution. Many of these losses can be reduced through improved handling and storage management practices. This handbook provides guidelines on the basic principles of good storage management practice. It is aimed at storekeepers responsible for warehouses, and attempts to cover some of the basic principles of: 

receipt and despatch of goods;

handling and stacking;

warehouse maintenance and cleaning;

inspection of stocks;

pest control;

waste disposal;

documentation and record-keeping.

The duties of the storekeeper are not simply to account for what has been received and issued, but to act as supervisor, inspector and manager. The storekeeper's objective is to maintain the quality of the maize and to minimise losses.

3


Appendix 16: Warehouse Operator’s Handbook

Chapter 2

The store premises A well-maintained and orderly warehouse not only looks good, but helps to protect the stored maize from damage and loss. The storekeeper must ensure that the whole site, as well as the building, is kept in a satisfactory condition. Boundary fences and gates must be secure against unauthorised entry of people and animals: 

repair or replace damaged sections;

arrange security guard;

ensure adequate lighting;

fit standard padlocks.

Roads and hard standing areas should be safe for vehicles and reduce risks of them becoming stuck: 

make sure drainage is working;

fill potholes;

check signs.

Open ground should be kept clear and tidy to reduce problems with rodents: 

remove rubbish;

cut grass, bushes and trees.

Weighbridge, if provided, must be looked after carefully, and any instructions on checking, calibration and maintenance strictly followed. Store buildings must be kept in good condition inside and outside. A programme of planned maintenance is advisable.

Roof Look for leaks, repair them or ask for repairs to be promptly carried out. Until these are done, protect any maize underneath with waterproof sheets. Tighten any loose bolts, screws or nails holding roof sheets. Doors Oil hinges or runners. Check proper opening and closing. Check locks and bolts.

4


Appendix 16: Warehouse Operator’s Handbook

Windows and ventilators Must open and close properly. Replace broken panes. Fit mesh to keep out birds. Gutters and drains Clean before wet season. Keep channels clear, repair where necessary.

Walls Should be as smooth as possible. Repair defective cement rendering, fill cracks. Keep the walls clean, and whitewash them. Floor Repair cracks in concrete floors. Fill gaps in other kinds of floor to prevent maize and dirt collecting. Fire precautions Fire extinguishers should be provided on holders fixed just inside the doors, where they can be reached easily in an emergency. They should be serviced regularly. Smoking should be forbidden inside, or close to, the store. Hygiene Clean the store before putting maize into it (see Chapter 6). It is important that the storekeeper has the necessary cleaning equipment, e.g. brooms and shovels (see Appendix 7).

5


Appendix 16: Warehouse Operator’s Handbook

Chapter 3

Unloading and checking Check the consignment before unloading it from the vehicle. If wet or damaged bags are seen, keep them separate. Only properly bagged maize of the right quality can be accepted into the shed.

Count the packages as they are unloaded - write the details of the tally on the delivery note or waybill and ask the truck driver to countersign.

Inspect each container. Look for: 

wet or water-stained packages

wet sack

open packages

6


Appendix 16: Warehouse Operator’s Handbook

unsewn sack

insects on the surface of packages

insects in maize, or insect damage. This will only be seen if a sample of the maize is taken and examined (see Chapter 7).

underweight bags

7


Appendix 16: Warehouse Operator’s Handbook

If you find any of these defects: 

Reject wet and insect infected bags immediately.

do not mix the damaged and good bags

Keep open bags separate and do an independent quality check from the rest of the bags;

Underweight bags need to be put in fewer bags in order to comply with the 51.5 kg requirement.

In no case accept bags of maize in the warehouse with any defect, in order not to affect the rest of the maize stored.

Then, as soon as possible: 

repair open packages and re-bag underweight and damaged bags

Mend sacks by sewing or re-bag

Repack in a new bag

8


Appendix 16: Warehouse Operator’s Handbook

Chapter 4 Handling Careful handling will help to prevent damage to packages and keep losses of maize low.

Carry sacks, do not drag them

Use sack barrows if available

9


Appendix 16: Warehouse Operator’s Handbook

Do not use hooks

grain spills from the holes

Do not throw or drop

this will split any package

Do not unload in the rain

wetting weakens paper sacks and cartons

If grain is wetted it will go mouldy - grain may even germinate.

10


Appendix 16: Warehouse Operator’s Handbook

Chapter 5

Stacking STACK LAYOUT Plan the layout of stacks before the goods arrive. Clean the floor before building a stack. Calculate the floor space needed for each stack, taking into account: 

quantity to be stored;

  

quality of the commodity ( in case of different grades) type of depositor (GRN/WR/warehouse operator’s own produce/third party stock); height of stack - this may be limited by o

package type;

o

height of store;

o

width of stack - the stack must not be higher than it is wide;

o

size of available fumigation sheets.

Make stack layout plan.

There must be a minimum of 1 meter between stacks to provide room for staff to move and work between stacks. The spaces should never be less than you need to walk all the way round every stack. Access space must allow easy loading and unloading. If loading machines are used, extra space is needed. Lines painted on the floor can serve as a guide for leaving enough space when positioning stacks.

11


Appendix 16: Warehouse Operator’s Handbook

Keep maize separate from general stores.

Never store agricultural chemicals such as pesticides and fertilisers or cement in the same store as maize.

STACKING Stacks should be built on dunnage. It protects the maize from dampness, allows ventilation and assists with fumigation. Strong pallets make ideal dunnage. Types of dunnage include: pallets

round poles, single layer

12


Appendix 16: Warehouse Operator’s Handbook

round poles, double layer at right angles

Dunnage should be level, otherwise the stack may be unsafe

Remove projecting nails and splinters

13


Appendix 16: Warehouse Operator’s Handbook

or the bottom bags may be torn and maize spilt

Place dunnage in position

Place first layer of packages. Stacks should be built in an orderly way so that the quantity in a stack can be counted easily. Two examples of layouts for sacks with length twice the width are shown below.

14


Appendix 16: Warehouse Operator’s Handbook

3 x10 bags = 30 bags in each layer

3 bags in each unit; 2 rows of 5 units = 30 bags in a layer

The stack should be built up to the edge of the dunnage.

The stack should be built to give a firm bonded or interlocked stack, which will be safe.

15


Appendix 16: Warehouse Operator’s Handbook

bonded stacking

unbonded stacking

Bonded stacking can be obtained by placing each layer of bags in the opposite direction from the layer below. For example:

first layer

second layer

third layer

fourth layer

and so on, in the same pattern, to the top of the stack. Normally, after the first few layers, the stack will be built up in steps from one end, not in complete layers. However it is important to keep the pattern correct. Alternatively, more stable bonding can be achieved with 3-bag units:

16


Appendix 16: Warehouse Operator’s Handbook

layers 1,3,5,7...

layers 2,4,6,8...

When the sack length is about 1.5 times the width, stacking based on 5-bag units can be used:

layers 1,3,5,7...

layers 2,4,6,8...

Stacking in 3- or 5-bag units is usually preferable if the commodity is to be removed from the stack gradually, over a long period, as individual units can be removed to keep the stack end straight. Other arrangements for bonding stacks are possible.

Height of stacks Build the stack up to a reasonable height but there should be space between the stack and the roof to permit inspection and pest control. This space will also facilitate ventilation.

17


Appendix 16: Warehouse Operator’s Handbook

Space between stack and roof

Do not stack too close to the roof so as to reduce ventilation and prevent access.

Do not stack close up to, or on top of, the roof beams so as to risk damaging the structure.

18


Appendix 16: Warehouse Operator’s Handbook

The stack should not be so high that it is unstable.

or so high that bags at the bottom are crushed or split.

STACK CARD When construction of the stack commences, a stack card should be opened and attached to the side of the stack in a visible and accessible position. See Chapter 10 and Appendix 2.

19


Appendix 16: Warehouse Operator’s Handbook

STOCK ROTATION Stocks should be issued on a first-in first-out basis (FIFO). This will need to be planned for when loading the store initially. Where other factors have to be taken into consideration, e.g. insect infestation or water damage, it may be more appropriate to issue damaged or threatened stocks first irrespective of FIFO. It is important to despatch old stocks before the quality deteriorates significantly.

UNLOADING When breaking down a stack, the bags should be lifted down carefully, without throwing or dropping them. The stack will usually be dismantled in steps from one end. When despatching, bags must be handled as carefully as when they were received.

20


Appendix 16: Warehouse Operator’s Handbook

Chapter 6

Cleaning the store The store should be kept clean and tidy both inside and outside because clean tidy stores help in the control of pests, and make working conditions better.

Clean inside.

Clean outside: weeds and rubbish provide cover for rats.

THESE THINGS ARE IMPORTANT Cleaning schedule: 

each day, sweep the floor;

each week, clean the walls and stack sides;

each month, clean the whole store thoroughly; when the store becomes empty, clean the whole store.

Always dispose of the sweepings away from the store. The cleaning sequence for the whole store should be: first - from the top to the bottom of the store; and second - from the furthest corner inside the store, to the doorway.

21


Appendix 16: Warehouse Operator’s Handbook

Clean roof beams and tops of walls. When cleaning the whole store, clean roof beams and tops of walls. Use plastic sheeting to protect the stack from falling sweepings.

Keep the walls and the sides of the stacks clean.

Thoroughly clean wall/floor joints and corners.

22


Appendix 16: Warehouse Operator’s Handbook

Keep the floor clean.

Clean doors and door channels.

23


Appendix 16: Warehouse Operator’s Handbook

Chapter 7

Inspection of stocks and the store Inspect the store and maize stocks at least once a week so that prompt action can be taken if there are any problems. Look for physical damage, staining caused by water, and evidence of theft. Use sight, hearing and smell to search for insects and rodents themselves, and for evidence of their activities such as damaged grain and droppings.

beetles and moths, webbing and cocoons

damage by rats, mice and birds

split and broken sacks

24


Appendix 16: Warehouse Operator’s Handbook

Check for heating, by lifting a top bag and feeling the bag below

If you are authorised to do so, you can take samples of these commodities using a sampling spear. Check the sample for smell, and look for insect damage and mould discoloration.

use of sampling spear

insect damage

25


Appendix 16: Warehouse Operator’s Handbook

WHERE TO INSPECT

Inspect all round the sides of a stack (also listen for insect activity).

Insects usually hide from the light, look for them between bags and in the seams and `ears'.

At corners, you can push a bag up slightly to look further between bags.

26


Appendix 16: Warehouse Operator’s Handbook

At the top of the stack, lift some bags and look underneath. Look round the base of the stack and underneath the dunnage for insects and signs of rodent attack. Check in dark places using a good torch.

Inspect the store itself for: 

leaking roof;

broken windows or ventilators;

badly fitting doors;

cracked walls and floors;

signs of entry of rats and mice.

Inspect the outside of the store and the area around it. Write down what you find in your inspections; do not forget to record the date.

Keep these records, either in a notebook in the store or on a stack card hung on the stack or on the wall. You can then see how the condition of the commodity, or the building, has changed from one inspection to the next. If you find anything wrong, deal with it according to the instructions you have been given; if you have no instructions for a specific problem, ask ZAMACE for guidance.

27


Appendix 16: Warehouse Operator’s Handbook

Chapter 8

Waste disposal SPILLAGE AND SWEEPINGS Spilled maize can provide a good place for insects to live, from where they can move to the stacks and damage the stored commodity. All sweepings and other dirt or rubbish should therefore be destroyed as soon as possible according to local regulations. Where the quantity of damaged commodity is too large to be disposed of immediately, it should be dumped away from the store, but still under the care of the storekeeper, until it can be disposed of in an approved manner. Where this spoiled commodity is heavily infested, the infestation should be controlled to prevent it spreading.

Burn rubbish away from the store

STORAGE AND DISPOSAL OF CONTAINERS Empty sacks, cartons, tins, bottles and drums should be stored in such a way that they do not provide a hiding place for rats and mice, or a source of insect infestation. If possible: 

clean sacks to remove maize particles;

ensure lids are fitted on tins, bottles and drums;

fold cartons flat.

The owners of the consignment should provide instructions about disposal of containers. If not needed for re-use, it may be possible to sell them in accordance with approved procedures.

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Appendix 16: Warehouse Operator’s Handbook

Chapter 9 Pest control Insecticides and fumigants to control insects, and rodenticides to control rats and mice are dangerous to human health and should only be used by trained staff. Regular inspections of the stock will give early warning of attack by these pests and of the need for control. This handbook does not explain how to use pesticides. However, the storekeeper can help the pest control treatment to be carried out effectively, and prevent injury to staff, by noting the following points: 

the store must be cleaned before insecticide spraying or fumigation treatments;

stacks must have enough space round and between them - as advised in Chapter 5;

only people authorised to carry out the pest-control treatment should be allowed in the treatment area;

when fumigation is used, warning notices should be prominently displayed. These must be taken down when the treatment is complete and approval to enter the store has been given;

instructions given by authorised pest-control teams must be strictly followed;

rodent bait placed in the store by pest controllers must not be touched or moved, unless instructed;

if chemicals for pest control are kept on site, they should be in a separate locked store;

keep a written record of all pesticide treatments on the stack card.

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Appendix 16: Warehouse Operator’s Handbook

Chapter 10

Documentation and record keeping Documentation and reporting provide the information that enables management to make the correct decisions. Without an effective documentation and reporting system management decisions will be impaired or made impossible. The overall objective is to provide a commodity tracking system from first receipt to final discharge. This is sometimes known as an audit trail. The specific objectives of record keeping include: 

maintaining an accurate record of goods received and goods despatched;

maintaining an accurate record of commodity stocks by keeping stack cards and warehouse ledgers or stock ledgers;

maintaining effective control of non-commodity supplies, e.g. empty sacks, pallets, twine;

informing management on a regular basis, e.g. daily, weekly, monthly.

Principal warehouse clerical and administrative functions include: 

establishing and maintaining a warehouse stock control ledger;

establishing and operating procedures for receiving and despatching stock;

establishing and maintaining stack cards;

assisting auditing/stock-taking procedures;

KEY DOCUMENTS Many documents are used to record and control the movement of maize stocks from one place to another. They are often specifically designed to suit the documentation systems followed in particular organisations. Sample tickets record the test results of samples tested in the warehouse laboratory by the trained and authorised grader. These sample tickets must be kept for record keeping. For an example of a sample ticket form see Appendix 1. Stack cards record any movement into or out of the stack and display the current stock level. The person responsible must note the details and sign the stack card immediately. Stack cards should record `units', i.e. number of bags and not weight. Stack cards are used to record details, inspections, audits and pest control conducted on the stack, and any other relevant information. For an example of a stack card see Appendix 2. Loading order/ Delivery notes are issued when the consignment leaves the warehouse. They are very important documents used to control the transfer of the consignment and sometimes change of ownership. They authorise the release of commodities and hence all copies are valuable and must be accounted for. Signing a delivery note is a formal acceptance of the consignment, therefore, it is important to check that the consignment matches exactly the description on the delivery

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Appendix 16: Warehouse Operator’s Handbook

note. If it does not, then all shortages and damage must be recorded on the delivery note before it is signed. For an example of a delivery note see Appendix 3. Counting sheets are used to count the number of bags in the warehouse. For an example of a counting sheet see Appendix 4. Daily stock summaries (DSS) record of commodities stored at each warehouse, to be sent to ZAMACE on a daily basis. The DSS include: 

commodities received daily;

commodities despatched daily;

commodities remained at the warehouse at the close of each working day;

commodities belonging to any third parties for which GRNs or WRs have not been issued;

commodities owned by the Warehouse Operator for which GRNs or WRs have not been issued.

For an example of a DDS see Appendix 5 Authorisation forms authorises the warehouse operator to despatch commodities for the warehouse. The authorisation form needs to be signed by ZAMACE before any commodity can be despatched. For an example of an authorisation form see Appendix 6.

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Appendix 16: Warehouse Operator’s Handbook

Appendix 1 Sample inspection report form

Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags: Sample Ticket

Sample Ticket

Date Sampled:

Date Sampled:

Client:

Client:

Veh. Reg:

Veh. Reg:

Commodity:

Commodity:

Ref No.

Ref No.

Number of Bags:

Number of Bags:

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Appendix 16: Warehouse Operator’s Handbook

Appendix 2 Stack card

Stack Card Commodity:

Location:

Unit Weight:

Date:

Date

Reference

Recepts (bags)

Despatch (Bags)

Balance (Bags)

Remarks

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Appendix 16: Warehouse Operator’s Handbook

Appendix 3 Loading Order / Delivery Note

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Appendix 16: Warehouse Operator’s Handbook

Appendix 4 Counting sheet

Counting Sheet Truck No. 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Transporter 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3

4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4

5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5 5

6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6

7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7

8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8 8

9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9 9

10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10

11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11

12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12 12

13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13

14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14 14

15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15

16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16 16

Checked by:

Date:

Driver's Name

Date:

17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17 17

18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18 18

19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19 19

20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20

100

200

300

500

600

700

800

900

1000

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Appendix 16: Warehouse Operator’s Handbook

Appendix 5 Daily Stock Summary (DSS)

DSS No.

DAILY STOCK SUMMARY (DSS) Name of Warehouse / Shed:

Date:…………..

Receipts (Inflow) This is to certify that the above warehouse / shed has received the following commodity in good order and condition. Commodity:

No. Bags (50kg)

Approximate Weight (Mt)

Grade

Despatch (Outflow) This is to certify that the above warehouse / shed has despatched the following commodity in good order and condition. Commodity:

No. Bags (50 kg)

Truck No.:

Consignee:

Stock Summary ZAMACE Stocks (WR&GRN)

Weight (Mt)

Operator Own Stock

Weight (Mt)

Third Party Stock

Weight (Mt)

Total Stock

Weight (Mt)

Prepared By: ……………………………………………………….

Designation: …………………………………………

Approved by: ……………………………………………………………

Designation: ….……………………………………

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Appendix 16: Warehouse Operator’s Handbook

Appendix 6 Authorisation form

ZAMACE STOCK ISSUE AUTHORISATION Name of Warehouse / Shed:

………………………………………………………………………………………………… ….

Date:……..

The above warehouse operator /shed is seeking approval to issue the commodity below: Commodity:

No. Bags (50kg)

Approximate Weight (Mt)

Grade

Justification for Stock Removal / Adjustment

Requesting Officer: …………………………………………………………

Sign nature: ………………..

ZAMACE USE ONLY

Approved:

Not Approved

Reasons for not approving: Prepared By:

……………………………………………………………………………………

…………………………………………………………….. Signature:……………………………………… Date

Authorised …………………………………………………………… by …

Signature …………………………….……….… Date

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Appendix 16: Warehouse Operator’s Handbook

Appendix 7 Basic warehouse equipment

o Moisture meter o Sampling Spear o Cleaning Table/Sieve o Weighing Balance (50 kg) o New polypropylene Bags o Riffle divider o Analytical Balance o Grading sieve o Grading tray and scoop, and plastic sampling bags o Sewing Needles and thread o Torch o Broom o Sufficient Fire Extinguisher(s) and Bucket(s) of sand o Warehouse Receipt / GRN / DSS / Loading orders / Delivery notes / Stack cards

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zamace with audio intro