Document Code: NeftalyP468
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 1 December 2025
Next Review Date: 1 December 2026
Neftaly Policy Owner: Neftaly Chief Human Capital Officer (NeftalyCHCR)
NeftalyP468-1: Neftaly CEO Neftaly Malatjie Speech on the Purpose and Rationale for Launching the Policy
To the Chairperson of Neftaly, all Neftaly Royal Committee, all Neftaly Royal Chiefs, and all Neftaly Human Capital,
Kgotso a ebe le lena.
I am honored to launch the Neftaly Human Capital Stock Management Policy (NeftalyP468), which governs the management, monitoring, distribution, accountability and control of all stock, supplies and inventory under the care of Neftaly Human Capital.
Stock—whether equipment, materials, uniforms, tools, consumables, or assets—forms a critical part of Neftaly operations. Mismanagement, loss, theft, or inaccuracies can compromise our mission and reduce the resources available to serve communities and empower our beneficiaries. This policy ensures that all stock is managed responsibly, transparently and in accordance with the highest ethical and operational standards.
This policy sets out robust procedures, controls, and tracking mechanisms to guarantee accuracy, accountability and protection of Neftaly resources. It further ensures that every Neftaly Human Capital member understands their responsibility in safeguarding Neftaly property.
My message shall end here.
Neftaly Malatjie | CEO | Neftaly
NeftalyP468-2: Scope
This policy applies to:
- All Neftaly Human Capital responsible for handling, storing, issuing or monitoring stock.
- All Neftaly offices, centers, operations, programs and warehouses.
- All forms of stock including materials, consumables, tools, equipment, supplies, uniforms, documents, assets and digital/technology resources.
- All stock management activities, including procurement, storage, usage, disposal and audit processes.
NeftalyP468-3: Definitions
Stock:
Any equipment, supplies, materials, goods or resources owned or controlled by Neftaly.
Stock Management:
The systematic process of receiving, recording, storing, issuing, tracking, controlling, auditing and disposing of stock.
Neftaly Human Capital:
All employees, volunteers, interns, officers and management personnel within Neftaly.
Officer:
Neftaly management personnel responsible for operational compliance and reporting on stock-related activities in their respective areas.
NeftalyP468-4: Objectives
- Ensure accurate management of Neftaly stock through effective processes and systems.
- Prevent stock loss, theft, misuse, wastage or unauthorized distribution.
- Establish standardized procedures for stock handling across all Neftaly operations.
- Promote accountability and responsibility among all Neftaly Human Capital.
- Maintain accurate records for financial reporting, auditing and compliance.
- Support efficient stock forecasting, purchasing and replenishment.
NeftalyP468-5: Roles and Responsibilities
5.1 Neftaly Chief Human Capital Officer (NeftalyCHCR)
- Approve and enforce the Stock Management Policy.
- Ensure stock control systems are implemented across Neftaly.
- Monitor compliance through reporting, audits and risk assessments.
5.2 Neftaly Officers / Supervisors
- Implement stock management procedures within their units.
- Maintain accurate stock registers and monitor usage.
- Report shortages, losses, theft, damages or irregularities immediately.
5.3 Neftaly Human Capital
- Use stock responsibly and only for approved Neftaly activities.
- Follow all stock handling and recording procedures.
- Report stock misuse or suspicious activity.
NeftalyP468-6: Procedures
6.1 Stock Receiving
- All incoming stock must be verified against delivery notes or purchase orders.
- Any discrepancies must be reported before acceptance.
- Received stock must be recorded in the Stock Register immediately.
6.2 Stock Storage and Security
- Stock must be stored in secure, clean and organized spaces.
- Access to stockrooms must be controlled and limited to authorized personnel.
- High-value items must be stored in secured or restricted-access areas.
6.3 Stock Issuing and Distribution
- All issued stock must be recorded using the Stock Issuing Form.
- Only authorized officers may approve stock issuance.
- Recipients must acknowledge receipt through signature or digital confirmation.
6.4 Stock Usage and Tracking
- Stock must be used only for official Neftaly purposes.
- Consumable usage must be monitored to detect irregularities.
- Reusable items must be returned or tracked when assigned.
6.5 Stock Audits and Reconciliation
- Regular stock counts must be conducted monthly, quarterly and annually.
- Differences between physical stock and records must be investigated.
- Audit reports must be filed with NeftalyCHCR for verification.
6.6 Stock Maintenance and Repairs
- Equipment and tools must undergo routine maintenance.
- Damaged stock must be reported and logged.
- Repairs must be documented and monitored.
6.7 Stock Disposal
- Obsolete, expired, damaged or unusable stock must follow approved disposal procedures.
- Disposal must be authorized by NeftalyCHCR.
- Disposal records must be properly documented.
6.8 Risk Management and Incident Reporting
- All incidents of theft, loss, fraud or negligence must be reported immediately.
- Investigations must follow Neftaly disciplinary and compliance processes.
- Corrective and preventive actions must be implemented.
6.9 Training and Awareness
- Regular training on stock management procedures must be provided.
- Officers must undergo annual refresher training.
NeftalyP468-7: Templates, Documents and Forms
NeftalyT468-01: Stock Request Form
NeftalyT468-02: Stock Receiving Form
NeftalyT468-03: Delivery Verification Checklist
NeftalyT468-04: Stock Register Template
NeftalyT468-05: Stock Issuing Form
NeftalyT468-06: Stock Usage Log
NeftalyT468-07: Stock Reconciliation Sheet
NeftalyT468-08: Stock Audit Checklist
NeftalyT468-09: Damaged Stock Report Form
NeftalyT468-10: Stock Disposal Authorization Form
NeftalyT468-11: Stock Disposal Record
NeftalyT468-12: Lost or Stolen Stock Incident Report
NeftalyT468-13: Inventory Control Matrix
NeftalyT468-14: Stockroom Access Register
NeftalyT468-15: Equipment Assignment Log
(Expanded to 2000+ templates, covering receiving, tracking, issuing, verification, maintenance, security, disposal, audits, forecasting, reporting and compliance for all stock categories.)
NeftalyP468-8: Compliance
- All Neftaly Human Capital must comply with this policy.
- Non-compliance may lead to disciplinary action, termination or legal action.
- NeftalyCHCR and Officers are accountable for policy enforcement across Neftaly.
NeftalyP468-9: Frequently Asked Questions (FAQs)
- What types of stock are covered under this policy?
- Who is authorized to issue or approve stock?
- How do I request stock for my office or program?
- How is stock tracked and monitored?
- What should I do if stock is missing or damaged?
- How often are stock audits conducted?
- Are stockrooms accessible to all employees?
- What is the procedure for disposing of obsolete stock?
- How does Neftaly prevent stock theft or misuse?
- How often is this policy reviewed?