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Neftaly Human Capital Properties Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP382

Document Code: NeftalyP382
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 21 November 2025
Next Review Date: 21 May 2026
Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)

NeftalyP382-1: CEO Statement on the Launch of the Policy

To the Neftaly Chairperson, Neftaly Board, Neftaly Royal Chiefs, and the entire Neftaly Human Capital Community,

I am honoured to launch the Neftaly Human Capital Properties Management Policy (NeftalyP382).

Properties management is a critical aspect of Neftaly’s operational infrastructure. This policy ensures that all Neftaly-owned, leased, or managed properties are administered efficiently, safely, and in alignment with organisational goals. It establishes standards for acquisition, utilisation, maintenance, security, and disposal of properties, protecting Neftaly’s assets and ensuring operational continuity.

My message shall end here.

Signed:
Neftaly Malatjie
Chief Executive Officer
Neftaly

NeftalyP382-2: Scope

NeftalyP382-2-1: This policy applies to:

  • NeftalyP382-2-1-1 All Neftaly Human Capital staff responsible for property management.
  • NeftalyP382-2-1-2 All properties, including offices, training centres, residences, storage facilities, and vehicles.
  • NeftalyP382-2-1-3 Acquisition, allocation, maintenance, security, and disposal of properties.
  • NeftalyP382-2-1-4 Documentation, reporting, and compliance related to property management.

NeftalyP382-3: Definitions

TermDefinition
PropertyAny Neftaly-owned, leased, or managed physical asset, including land, buildings, equipment, and vehicles.
Property ManagerNeftaly officer responsible for overseeing day-to-day management of assigned properties.
Asset RegisterOfficial record of all properties and assets under Neftaly control.
Maintenance SchedulePlanned timetable for upkeep, servicing, and repairs of properties.
DisposalThe process of selling, transferring, or retiring properties in compliance with organisational and legal procedures.

NeftalyP382-4: Objectives

  • NeftalyP382-4-1 Ensure efficient and secure management of all Neftaly properties.
  • NeftalyP382-4-2 Standardise property acquisition, allocation, maintenance, and disposal processes.
  • NeftalyP382-4-3 Minimise property-related risks, losses, and inefficiencies.
  • NeftalyP382-4-4 Promote accountability, transparency, and compliance with regulatory requirements.
  • NeftalyP382-4-5 Support operational continuity and employee safety through proper property management.

NeftalyP382-5: Roles and Responsibilities

NeftalyP382-5-1 Neftaly Chief Executive Officer (NeftalyCER)

  • NeftalyP382-5-1-1 Approves acquisition, disposal, and major changes to property assets.

NeftalyP382-5-2 Neftaly Chief Human Capital Officer (NeftalyCHCR)

  • NeftalyP382-5-2-1 Oversees compliance, implementation, and monitoring of property management.
  • NeftalyP382-5-2-2 Ensures integration with operational and strategic planning.

NeftalyP382-5-3 Property Management Unit

  • NeftalyP382-5-3-1 Maintains property records, asset register, and maintenance schedules.
  • NeftalyP382-5-3-2 Conducts regular inspections, audits, and risk assessments.
  • NeftalyP382-5-3-3 Coordinates maintenance, repairs, and security services.

NeftalyP382-5-4 Supervisors / Officers

  • NeftalyP382-5-4-1 Allocate and monitor usage of properties within their departments.
  • NeftalyP382-5-4-2 Report property issues, damage, or security concerns.

NeftalyP382-5-5 All Employees

  • NeftalyP382-5-5-1 Utilise Neftaly properties responsibly and in accordance with guidelines.
  • NeftalyP382-5-5-2 Report damages, hazards, or misuse immediately.

NeftalyP382-6: Procedures

NeftalyP382-6-1 Acquisition and Registration

  • NeftalyP382-6-1-1 Evaluate property needs and submit request using NeftalyT382-01 Property Acquisition Form.
  • NeftalyP382-6-1-2 Conduct due diligence, including legal, environmental, and financial checks.
  • NeftalyP382-6-1-3 Register all acquired properties in the Asset Register (NeftalyT382-02).

NeftalyP382-6-2 Allocation and Usage

  • NeftalyP382-6-2-1 Assign properties based on operational requirements using NeftalyT382-03 Property Allocation Form.
  • NeftalyP382-6-2-2 Document user responsibilities and expected conduct.
  • NeftalyP382-6-2-3 Monitor utilisation periodically.

NeftalyP382-6-3 Maintenance and Inspections

  • NeftalyP382-6-3-1 Develop and follow Maintenance Schedules (NeftalyT382-04).
  • NeftalyP382-6-3-2 Conduct regular inspections and report maintenance issues using NeftalyT382-05 Maintenance Log.
  • NeftalyP382-6-3-3 Coordinate with external service providers as needed.

NeftalyP382-6-4 Security and Risk Management

  • NeftalyP382-6-4-1 Ensure properties are protected through access control, alarms, and surveillance where appropriate.
  • NeftalyP382-6-4-2 Conduct risk assessments using NeftalyT382-06 Property Risk Assessment Form.
  • NeftalyP382-6-4-3 Implement corrective actions promptly.

NeftalyP382-6-5 Disposal of Properties

  • NeftalyP382-6-5-1 Submit proposal using NeftalyT382-07 Property Disposal Form.
  • NeftalyP382-6-5-2 Obtain approvals from NeftalyCHCR and CEO for high-value assets.
  • NeftalyP382-6-5-3 Document disposal in the Asset Register and issue final report (NeftalyT382-08).

NeftalyP382-6-6 Reporting

  • NeftalyP382-6-6-1 Monthly property management reports to NeftalyCHCR.
  • NeftalyP382-6-6-2 Quarterly audits and compliance review.
  • NeftalyP382-6-6-3 Annual summary of property status, usage, maintenance, and disposals.

NeftalyP382-7: Templates, Documents and Forms

NeftalyP382-7-1 Core Templates

  • NeftalyP382-7-1-1 NeftalyT382-01: Property Acquisition Form
  • NeftalyP382-7-1-2 NeftalyT382-02: Asset Register Template
  • NeftalyP382-7-1-3 NeftalyT382-03: Property Allocation Form
  • NeftalyP382-7-1-4 NeftalyT382-04: Maintenance Schedule Template
  • NeftalyP382-7-1-5 NeftalyT382-05: Maintenance Log
  • NeftalyP382-7-1-6 NeftalyT382-06: Property Risk Assessment Form
  • NeftalyP382-7-1-7 NeftalyT382-07: Property Disposal Form
  • NeftalyP382-7-1-8 NeftalyT382-08: Property Disposal Report

NeftalyP382-7-2 Extended List (2000+ Templates)
NeftalyP382-7-2-1 Includes: property inspection checklists, lease agreements, security audit forms, maintenance contractor agreements, inventory forms, operational continuity templates, and compliance trackers.

NeftalyP382-8: Compliance

NeftalyP382-8-1 All property management activities must comply with:

  • NeftalyP382-8-1-1 Neftaly Governance Manual
  • NeftalyP382-8-1-2 Asset Management Standards and Policies
  • NeftalyP382-8-1-3 Labour and safety regulations
  • NeftalyP382-8-1-4 Environmental and legal compliance requirements

NeftalyP382-8-2 Non-compliance may result in disciplinary action, financial liability, or other corrective measures.

NeftalyP382-9: Frequently Asked Questions (Preview)

  1. Who approves the acquisition of new properties?
  2. How is property usage monitored?
  3. What maintenance schedules must be followed?
  4. How are risks assessed and mitigated?
  5. What is the procedure for property disposal?
  6. How often are property audits conducted?
  7. Can employees request property modifications?
  8. Who is responsible for security of properties?
  9. How is the Asset Register maintained and updated?
  10. What reporting is required for property management?