General Administrative and Logistics Bulletin
October 2025 — Issue 3

Following feedback received during the September staff survey, the Main Canteen will extend its morning service hours from 06:30 to 06:00 with immediate effect, Monday to Friday. Weekend hours remain 07:00 to 09:30 (continental service only). The hot breakfast station will continue to operate until 09:00 on all days.

The lunchtime service will be temporarily reduced on 22 October 2025 (Kaltovian National Day) due to planned ceremonial activity in the main atrium during the 12:30 to 13:30 window. Staff are advised to collect lunch before 12:15 or after 13:45 on that date. A reduced cold service will remain available throughout.

Visitor parking zones B3 and B4 will be reserved for contractor access from 19 to 31 October 2025 during the ongoing upgrade to the building HVAC system. Staff requiring visitor parking during this period should use the overflow facility at the annex building (green map, level -1). Permanent staff parking is not affected.

Sections are reminded that the Q4 stationery and office supplies requisition window closes on 25 October 2025. Requisitions received after this date will be processed in the Q1 2026 cycle. Toner cartridges and large-format printing media are subject to a separate requisition process — contact the Print Room directly (ext. 5502). The new online requisition portal (replacing the paper-based Form 7c process) will be mandatory from 01 November 2025. Training sessions are available — see the IT section below.

IT Security has issued a mandatory password reset for all JOPS network accounts. Passwords must be reset by 31 October 2025. Accounts not updated by this date will be locked until the reset is completed. The reset must be performed via the self-service portal at the address circulated separately by IT Security. Passwords must be a minimum of 16 characters and must not reuse any of the last 12 passwords. IT Security will not accept telephone requests for password resets — all resets must be completed via the self-service portal.

In advance of the mandatory transition to the online requisition portal on 01 November, IT and Procurement are jointly offering training sessions during the weeks of 14 and 21 October. Sessions are 45 minutes and cover the full requisition workflow including approval routing, attachment of supporting documentation, and status tracking. Sessions are available in-person (room 2D) and via video link. Booking via the staff calendar system.

The following items are currently held at the main reception lost property desk: one grey umbrella (unmarked), one set of car keys (black fob, no identifier), one lanyard with access card (card access has been suspended pending collection). Items not claimed by 31 October will be disposed of in accordance with standing lost property policy.

The October wellbeing programme includes the following sessions: stress management workshop (16 October, 12:00, room 3A); ergonomics assessment clinics (throughout October, by appointment, HR suite); introduction to mindfulness (23 October, 12:30, room 2B). All sessions are voluntary and confidential.

Staff wishing to take annual leave during November and December 2025 are reminded that leave requests must be submitted to section heads by 17 October 2025. Late submissions cannot be guaranteed processing before the leave period. Requests should be submitted via the HR portal; paper submissions will not be accepted from 01 November. Staff with carry-over entitlement from 2024 are reminded that the carry-over deadline is 31 December 2025; unspent carry-over leave will lapse after that date.

The quarterly uniform inspection for uniformed staff will take place during the week of 03 November. Section heads should ensure all uniformed personnel under their supervision present in correct order of dress on their inspection date. The inspection schedule will be circulated by the administrative section by 24 October. Staff in civilian dress posts are not subject to the inspection but should ensure lanyards and building access cards are displayed in accordance with the standing security policy.

JOPS staff are invited to note the retirement of Corporal M. Hartstein from the Facilities Section, with effect from 31 October 2025, following 23 years of service. A farewell gathering will be held in the main atrium on 30 October at 16:00. All staff are welcome. Cards and messages may be left at reception or submitted via email to the administrative section.

The canteen will be running a seasonal menu during October. Featured dishes include: Monday: roast vegetable soup and rye bread; Tuesday: chicken schnitzel with seasonal salad; Wednesday: vegetarian option — lentil and root vegetable stew; Thursday: grilled fish of the day; Friday: chef’s special rotation. Hot lunches are served 11:30 to 13:30. The vegetarian and vegan options are available daily and are clearly labelled. Allergen information is displayed at each service station; staff with specific dietary requirements should contact the catering team in advance (ext. 4422).

Coffee station hours remain 07:00 to 17:30. The vending area operates 24 hours.

Security has noted an increase in tailgating incidents at the main building entrance. Staff are reminded that holding doors open for others — including colleagues — without confirmation of access authorisation is a security policy violation. Each person must present their own access card. This applies to all entry points including the car park pedestrian access gates. Staff who observe access policy violations should report them to the duty security officer (ext. 4411) rather than attempting to intervene directly.