Policies and SOP

Policies & SOP — Numva Mining Union Inc.
About This Library

Living documents for responsible growth

Our Policies and SOPs are practical tools used daily by field teams, suppliers, and partners. They align with applicable Liberian laws and international best practice. Controlled versions are maintained by the Governance team; new revisions are communicated to members and stakeholders.

Code of Conduct KYC/AML Traceability HSE Community ESG Finance
Document Control
  • Owner: Governance & Compliance
  • Format: PDF master; editable DOCX for controlled SOPs
  • Naming: NV-Policy-Topic-vX.Y-YYYYMMDD
  • Distribution: Members via Resources portal; external via NDA if required
  • Review cadence: Annual or when laws/operations change
Core Policies

Foundations for ethical operations

Code of Conduct & Ethics

Professional behavior, anti-harassment, conflict of interest, and respectful engagement with communities.

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Anti-Corruption & Gifts

Zero-tolerance on bribery. Clear rules for gifts, hospitality, facilitation payments, and reporting procedures.

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KYC / AML

Customer and counterparty due diligence, sanctions screening, risk scoring, and record retention timelines.

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Traceability & Chain-of-Custody

Materials tracking from pit to export: tagging, logs, stock reconciliation, and anomaly escalation.

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Health, Safety & Environment (HSE)

Risk assessments, PPE, incident reporting, emergency response, and progressive rehabilitation.

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Community & Human Rights

Free prior informed consultation, grievance mechanism, anti-child labor, and social investment principles.

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Standard Operating Procedures

SOP register (field-ready)

SOP Title ID Owner Version Last Updated Format Download
Site Induction & Toolbox Talks NV-SOP-HSE-001 HSE v1.2 2025-10-05 PDF / DOCX PDF
Incident Reporting & Investigation NV-SOP-HSE-004 HSE v1.1 2025-09-15 PDF / DOCX PDF
Materials Tagging & Stock Reconciliation NV-SOP-TRC-003 Traceability v1.0 2025-08-20 PDF / XLSX PDF
Contractor Pre-Qualification & Onboarding NV-SOP-PRC-002 Operations v1.3 2025-07-28 PDF / DOCX PDF
Grievance Intake & Resolution NV-SOP-COM-001 Community v1.1 2025-06-30 PDF / XLSX PDF
KYC Collection & Sanctions Screening NV-SOP-KYC-005 Compliance v1.0 2025-05-22 PDF / DOCX PDF
Financial Controls

Approvals, segregation of duties, procurement thresholds, petty cash, and audit readiness.

Financial Procedures
Data Protection & Privacy

Personal data handling, retention, security, and data-subject rights in line with applicable law.

Privacy Policy
Guidance Notes
How are policies enforced across partner sites?
Through onboarding, training, supervision, and audits. Non-conformities trigger corrective actions; repeated breaches may lead to suspension or termination.
How are revisions communicated?
Governance issues a bulletin, updates the controlled master, and notifies members via email/portal with a summary of changes.
Can external partners access templates?
Yes, via the Resources page or upon signing an NDA for sensitive materials.
Whistleblower & Reporting

Report concerns in confidence. Retaliation is prohibited and investigated.

Compliance in Action

Need a policy in editable format?

Members can request DOCX/XLSX versions of SOPs and templates for local adaptation under Numva supervision.

© Numva Mining Union Inc. All rights reserved.