Operations Executive

Job Title

Operations Executive

Business

STP

Job Purpose

Reporting to the Head of Operations and Logistics. The job holder assists the Head of Operations with the daily operational activities and provides support in overall planning and scheduling of export/import operations, logistics, products and feed stock vis-à-vis EPCL/Terminals & ESTLLC. Tracks demurrage claims and provides feedback reports to the department head.

Organises operation meetings with concerned parties and records meeting minutes. Contributes in an administrative capacity by assisting the Ops team on projects, supporting human resources, organizing team events and coordinates employee training sessions with the compliance manager. Facilitating cross-channel feedback from customers, vendors and service providers (Shipping agents, Surveyors, third party storage teams, etc...).

Work closely with the Compliance Manager to provide support in planning and scheduling of internal and external audits to ensure compliance to desired standards

Supervising the operations team in terms of administrative systems and processes to deliver the services in a professional manner ensuring compliance to desired standards and quality procedures. Fills in for the Operation Executives during their absence to ensure to continuity of operations.

Principal Accountabilities

• Interact with relevant line managers on delivery options regarding product import/export operations. Co-ordinate proper communication, smooth, safe and operation with relevant parties as appropriate.
• Schedule RST operations meetings, take detailed minutes and follow-up to ensure actions points are executed.
• Receive and classify invoices generated by Mid Office/Back office before passing on to ESTC Management approval.
• Maintain OPS claims/disbursement register and liaise with loss adjusters where necessary.
• Write and distribute email, correspondence memos, letters, faxes and forms.
• Provide ITT daily reports stock filing & reconciliation, planning, blending and statistical reports on operational matters and develop tracking system to ensure resolving issues.
• Maintain contact details for vendors, surveyors, shipping agents.
• Maintains service providers rate comparison reports.
• Submit and reconcile OPS expense reports.
• Act as the point of contact for internal and external clients and visitors.
• Maintains day-to-day working knowledge of all ops related projects and provides regular updates to department head.
• Provides support for OPS project management by creating assignments, tracking progress, and resolving issues.
• Planning and organizing team events, staff training, and engagement activities.
• Prepares and maintains operations procedures, manuals, policies, documents and reports as per the compliance manager’s instructions.

Additional Principal Accountabilities

• Liaise with internal & external parties and handle requests and queries from other departments and segments.
• Enter and maintain database on stock movements in SAP, IRS & aspect system.
• Receives demurrage claims from the demurrage team and prepares the vessel delay report for the department head approval.
• Prepare and disseminate OPS department correspondence, memos and forms.
• Assists the head of operations by interacting with relevant line managers across the supply chain to manage the daily/weekly/monthly agenda and arrange new meetings and appointment.
• Co-ordinates with operations, logistics & blending regarding feedstock storage as per contractual agreement in vogue for supply as well as shipment in accordance with corporate policies and procedures to optimally minimise any operational disturbance.
• Coordinating between RST staff and ENOC HR on staff related matters.
• Coordinate, optimize and execute the delivery steps necessary to complete delivery of products to meet committed system business requirements.
• Reviewing Jet A1 & Gasoil correction materials purchase orders, submits monthly reports prior to closing.
• Responsible for creating PR in SAP for DIA-ITP and creating GRN once goods/services have been received.
• Provide statistical reports on Operational parameters for management review.
• Coordination between System Supplies, Port Authorities (JAFZA& POF), Terminals (EIL, HEJP, HEFT, HEFD, GRC, EMOIL, Customs, 3rd party terminals & 3rd Party declaration customs companies).
• Arrange meetings with Government Entities related to ESTC Operations function and prepare MOM.
• Review the impact of changes in product lifting schedules to coordinate changes in early and delayed product off take.
• Assist in the operation of Inventory Reporting System (IRS) & SAP to ensure that the variation on various product movements is well within the acceptable limits.
• Develop and maintain database on stock movements.

Cyber Information Security Responsibilities

Comply with all applicable information security policies, standards, and procedures.
Classify and protect information assets in accordance with the Data Classification Standard.
Participate in mandatory information security awareness and training programs.
Support information security initiatives and activities within the organization.
Consider information security requirements when managing changes involving information assets.
Report security incidents, vulnerabilities, weaknesses, or non-compliance in accordance with established procedures.
Fulfil role-specific information security responsibilities and contribute to maintaining the effectiveness of the Information Security Management System (ISMS).

Experience

• A university graduate with 5 years of experience and a good working knowledge of computers for analytical work.
• Analytical ability to arrive at best solutions among given alternatives.
• Strong written and verbal communication skills with the ability to handle a broad range of interpersonal contacts, including those at the highest level and those requiring strict confidentiality.
• Basic knowledge in shipping / operational activities of Terminal / Refinery.
• Pleasant demeanour and pleasing personality traits.
• Time management and cohesive organisational skills.