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Neftaly Human Capital Authorisation Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP045

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

Document Code: NeftalyP045
Approved By: Chief Executive Officer (CEO)

Date Approved: 31 October 2025

Review Date: 28 November 2026

NeftalyP045-1 Overview

NeftalyP045-1-1 The Neftaly Human Capital Authorisation Management Policy (NeftalyP045) establishes the framework for granting, managing, and reviewing authorisation rights and approval powers within Neftaly Royal structures. It ensures that all actions, transactions, and decisions are taken by appropriately empowered individuals, maintaining integrity, accountability, and transparency across all Royal Divisions and Human Capital functions.

NeftalyP045-2 Purpose

The purpose of this policy is to:

  • NeftalyP045-2-1 Define the levels and boundaries of authorisation within Neftaly Human Capital.
  • NeftalyP045-2-2 Ensure that all decisions, expenditures, and operations are approved by authorised Officers, Deputy Chiefs, or Royal Directors.
  • NeftalyP045-2-3 Prevent unauthorised activities, fraud, or misuse of Neftaly resources.
  • NeftalyP045-2-4 Establish a clear chain of responsibility and escalation for all authorisation activities.
  • NeftalyP045-2-5 Promote compliance with internal Royal governance standards and external regulations.

NeftalyP045-3 Scope

This policy applies to:

  • NeftalyP045-3-1 All Neftaly Royal Divisions and affiliated programs.
  • NeftalyP045-3-2 All Human Capital, Officers, Deputy Chiefs, Royal Directors, Non-Executive Members, and other authorised representatives.
  • NeftalyP045-3-3 Financial, operational, digital, contractual, and administrative authorisations.

NeftalyP045-4 Definitions

  • NeftalyP045-4-1 Authorisation: The formal approval granted to perform a specific action or transaction within established limits.
  • NeftalyP045-4-2 Authority Matrix: A structured document outlining the specific approval rights assigned to each role or position.
  • NeftalyP045-4-3 Delegation of Authority (DoA): The process of assigning authority to another individual while maintaining accountability.
  • NeftalyP045-4-4 Approver: A person formally empowered to approve actions or transactions within specified thresholds.
  • NeftalyP045-4-5 Audit Trail: A record of authorisation activities for verification, monitoring, and compliance purposes.

NeftalyP045-5 Policy Statements

NeftalyP045-5-1 All Neftaly operations and transactions must be authorised by designated Officers, Deputy Chiefs, or Royal Directors according to the Authority Matrix.

NeftalyP045-5-2 Authorisation must be documented, traceable, and auditable.

NeftalyP045-5-3 Delegation of authority must be approved by the Chief Executive Officer (CEO) and recorded officially.

NeftalyP045-5-4 No individual may approve their own request, expenditure, or transaction.

NeftalyP045-5-5 Any unauthorised action or transaction will be subject to disciplinary measures, including suspension or termination.

NeftalyP045-5-6 The Authorisation Matrix must be reviewed annually or whenever structural changes occur.

    NeftalyP045-6 Procedures

    NeftalyP045-6-1 Establishing Authorisation Levels

    • NeftalyP045-6-1-1 Each Royal Division shall define approval limits for financial, operational, and administrative decisions.
    • NeftalyP045-6-1-2 The CEO approves the consolidated Authority Matrix covering all Neftaly operations.
    • NeftalyP045-6-1-3 Copies of the Matrix are maintained in both digital and physical formats by the Royal Governance Office.

    NeftalyP045-6-2 Requesting Authorisation

    • NeftalyP045-6-2-1 All authorisation requests must be submitted through the Neftaly Authorisation Request Form (T045-A).
    • NeftalyP045-6-2-2 Supporting documentation (e.g., financial justifications, project proposals, or contracts) must accompany the request.
    • NeftalyP045-6-2-3 The relevant Officer or Royal Director reviews and endorses the request according to the established approval hierarchy.

    NeftalyP045-6-3 Granting Authorisation

    • NeftalyP045-6-3-1 Authorisation decisions must be documented in writing (email, form, or system log).
    • NeftalyP045-6-3-2 Each approved transaction must carry a unique reference number and approval signature.
    • NeftalyP045-6-3-3 Digital authorisations must be verified via Neftaly’s secure Royal system to prevent forgery or unauthorised duplication.

    NeftalyP045-6-4 Delegation of Authority

    • NeftalyP045-6-4-1 Temporary delegation must be recorded in the Neftaly Delegation of Authority Form (T045-B).
    • NeftalyP045-6-4-2 The delegation is valid only within the defined timeframe and scope.
    • NeftalyP045-6-4-3 All delegated authorities must report to the assigning Officer or Royal Director for accountability.

    NeftalyP045-6-5 Monitoring and Audit

    • NeftalyP045-6-5-1 All authorisations are recorded in the Neftaly Authorisation Register (T045-C).
    • NeftalyP045-6-5-2 The Audit and Compliance Officer reviews authorisation activities quarterly.
    • NeftalyP045-6-5-3 Any irregularity or unauthorised approval is escalated to the CEO and the Royal (Board) Committee.

    NeftalyP045-7 Roles and Responsibilities

    RoleResponsibility
    Chief Executive Officer (CEO)Approves the overall Authority Matrix and ensures policy compliance.
    Royal DirectorsDefine authorisation limits for their divisions and oversee adherence.
    Deputy ChiefsEnsure delegated tasks are completed within authorised boundaries.
    OfficersExecute and record authorised activities according to procedures.
    Human CapitalAdhere strictly to approval requirements and report any unauthorised actions.
    Royal (Board) CommitteeProvides governance oversight and reviews authorisation reports.

    NeftalyP045-8 Compliance and Ethics

    • NeftalyP045-8-1 All authorisation activities must comply with Neftaly’s Confidentiality Policy (NeftalyP108) and Audit Management Policy (NeftalyP043).
    • NeftalyP045-8-2 Falsification, misuse, or manipulation of authorisation records constitutes gross misconduct.
    • NeftalyP045-8-3 Neftaly maintains a zero-tolerance stance on unauthorised actions or fraudulent approvals.

    NeftalyP045-9 Related Documents and Templates

    • NeftalyP045-9-1 Neftaly Authorisation Request Form (T045-A)
    • NeftalyP045-9-2 Neftaly Delegation of Authority Form (T045-B)
    • NeftalyP045-9-3 Neftaly Authorisation Register Template (T045-C)
    • NeftalyP045-9-4 Neftaly Approval Tracking Sheet (T045-D)
    • NeftalyP045-9-5 Neftaly Annual Authorisation Review Checklist (T045-E)

    NeftalyP045-10 Review and Approval

    NeftalyP045-10-1 This policy shall be reviewed annually or as required by operational or structural changes. Updates must be approved by the Chief Executive Officer and the Royal Board Committee.

    Approved By:
    Neftaly Malatjie
    Chief Executive Officer