Department Manager

Job description / Role

About the Company

ADNOC Distribution is on a journey to change the retail landscape, delivering tangible actions to facilitate progress in providing sustainable mobility solutions for our customers. We are taking bold and transformative steps to grow our domestic and international footprint for our customers. We are customer-centric, offering digitally enabled journeys and providing innovative products and services to drive accelerated and sustainable development for the future of mobility.

ADNOC Distribution markets, sells, and distributes transportation fuel to both retail and commercial customers. We also run non-fuel services at our service stations.

JOB PURPOSE:

To direct and manage activities of Abu Dhabi Supply chain department ensuring safe, economic, smooth and timely distribution, availability and supply of petroleum products to ADNOC distribution depots, service stations and customer sites throughout the UAE. Ensures effective utilization of company resources (Manpower, road tankers), inventory control, quality control and safe handling of equipment and products.

KEY ACCOUNTABILITIES:
Product Planning and Management
- Oversee and lead liaising with Abu Dhabi Refinery to ensure availability of products as per requirements. Ensures quality of product is as per ADNOC Marketing specifications during receipt, storage and throughout the product delivery process.
- Ensure timely and regular follows up on weekly and monthly product and supply requirements.
- Approves quantity (GRN) certificates in accordance with received quantities issued by ADNOC Refining
- Direct, coordinates and supervises the activities of supply and distribution section in Mussafah, Dhow harbor and Military (Ganthooth & AD Naval base) Depots to ensure continuous and uninterrupted supply of petroleum products to customers, service stations and other Depots.
- Reviews invoices submitted by the contractors and approves for the payment on their services or on delivery of product.

Distribution Planning and Management
- Oversee the overall process of distribution planning and management to ensure prompt delivery of products to service stations and customers as per requirements in coordination with Sales, Regions and Aviation divisions; including preparation of daily petroleum product distribution program from various depots, timely delivery and adherence to delivery schedule, clearance of any pending/ urgent deliveries, prompt follow up of PDN/PTNs and timely update of registers and database etc.
- Ensures that adequate resources are identified / available for smooth product delivery process and to achieve both internal and external customer satisfaction.
- Monitor to ensure that cancellations and errors in issuing PDN/ PTN are minimized and reasons for cancellation are recorded and forwarded to supply section for further action.
- Ensures that all company vehicles are in good working condition and advises management for replacement as required. Coordinate with fleet Maintenance Department to execute the preventive maintenance program of company road tankers without disturbing the product delivery schedule.
- Ensures contractors and external customer vehicles are meeting ADNOC operational and safety standards by arranging to carry out periodic inspection of the vehicles jointly with HSSE & Fleet Maintenance team.
- Ensures product delivery process are being carried out safely by arranging proper training to the staff.
- Periodically reviews and advices on Driver's performances & violations reports, which are prepared with the help of VTS.
- Reviews and approves contractor and external customer vehicle's work permits, which shows the fitness of the vehicles, validity of documents, contract expiry etc. Review monthly vehicle performance report and forwards it to management.
- Approves Annual Leave Program for the subordinates by ensuring adequate number of staffs is available for smooth running of Depot operation and for execution of scheduled Distribution program.
- Coordinates with General Service Department for ADNOC vehicles registrations (New/renewal), road permits and for obtaining security passes, for the employees and vehicles, required for their access to various restricted customer sites and Depots.
- Ensures that staff overtime details are correctly recorded and regulated as per company policies.

Depot/ Terminal Operations Management
- Manages and control the receipt, storage, pumping and loading activities by Mussafah, Dhow harbour and Military (Ganthooth & AD Naval Base) Depot. Ensures that quality checks are carried out on receipt of products for all products received from the refinery or from the ships, before distribution to other depots/ locations.
- Ensures safe and secure operation of product loading, unloading and product delivery process at the depot including exercising quality control of the stored products to prevent contamination of product during receipt, storage, loading and delivery process.
- Ensures safe handling and safe operations of all equipment and installations in accordance with HSSE regulations.
- Attends emergency situations (including Major accidents, serious breakdowns, spillage etc.) occurs inside depot or during transit of product to customers, filling stations or depot by company or contractor vehicles.
- Proposes solutions and provides guidance to resolve unforeseen matters which could affect the quality of service or delivery in line ADNOC P & P. Guide the team to take precautions to avoid negative impact on the service provided.
- Ensure the availability of firefighting system by arranging to coordinate with the Maintenance team to keep the system in good working condition.

Inventory Management
- Controls and follows up daily pumpable stock position of various products in all depots and storages as per schedules and that all necessary quality checks are carried out in accordance with procedures.
- Operates an effective loss control/ loss prevention policy to ensure that product loss is maintained at minimum. Investigates any incidents and prepares reports and recommendations on preventive measures to be taken.
- Review various statistical product stock and financial reports prepared by Abu Dhabi Supply chain staff, before submitting to senior management.
- Liaises with Supply chain support team concerning the receipt and storage of products to meet the dynamic stock levels as advised by management.

New Projects and Maintenance
- Provides necessary support to EPD with regard to any major expansion/ overhaul of the equipment and facilities in depots/ terminals including defining scope of work, project specification, CAPEX, technical evaluation of bidders etc.
- Coordinates and follow up with EPD on the progress of any new construction activities concerning the Abu Dhabi Supply Chain Department and ensure that all the necessary support is provided at location for their timely completion.
- Coordinates with Maintenance and HSSE department for any maintenance or modification needs of all static equipment and installations as well as pipelines.
- Participate in projects reviews like HAZOP, HSEIA, HAZID and Risk Assessment etc. as and when required.

Customer Relationship Management
- Coordinates and follows up contamination, spillage and sucking of products at customers and filling stations.
- Reviews and approves customer site inspection report, which was carried out up on request from Corporate Sales Division, in order to ensure the suitability of the customer site for the product delivery process and also for access to the Road Tankers.
- Performs other related duties such as coordinating with other Supply chain department managers and other departments and divisions such as corporate and Retail sales, aviation, regions and maintenance etc. on matters concerning customer orders, distribution of products, transportation etc.
- Ensures AD supply chain employees are familiar and trained with basics of customer services and customer are offered adequate services as outlined in the SLAs (Service Level Agreements). Ensures customer complaints are always attended and closed by taking necessary corrective and preventive measures.

Performance monitoring, control and optimization
- Monitors the budget and continuously reviews operating expenses of depot/ terminals, transportation costs, inventory losses etc.
- Monitor to ensure optimal utilization of materials, consumables and assets including Manpower, company & contractor road tankers etc.
- Continuously reviews the various cost elements/ heads and develop & drive initiatives for increasing productivity, reducing the overall cost of operations.

Others
- Takes care of Asset Handling & involves in Write Off process of Assets as & when required.

Requirements

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS:
Minimum Qualification
- Bachelor's Degree in Engineering or other relevant field

Minimum Experience & Knowledge & Skills
- 12 Years including minimum 5 years of experience in depot/ terminal operations department and 3 years at managerial level.

About the Company

We are one of the world's leading energy producers, and a primary catalyst for Abu Dhabi’s growth and diversification.

We operate across the entire hydrocarbon value chain, through a network of fully-integrated businesses, with interests that range from exploration, production, storage, refining and distribution, to the development of a wide-range of petrochemical products.

Since 1971, we have created thousands of jobs, driven the growth of a diverse knowledge-based economy, and played a key role in Abu Dhabi’s global emergence.

Today, we continue to look for new and innovative ways to maximize the value of our resources, pioneering those approaches and technologies that will ensure we are able to meet the demands of an ever-changing energy market, and continue to have a positive impact on the Abu Dhabi economy for generations to come.