Store Supervisor (International)

Job description / Role

JOB PURPOSE:

To organize and supervise the activities carried out in the Lube Plant Stores, covering the receipt, issue, storage and stock control of all finish products, raw materials, additives, imported lubricants and locally supplied materials. Duties include supervising subordinates and organizing the required distribution of manpower and equipment, following up with suppliers to ensure that orders are received on time, inspecting the quantity of all deliveries and dealing with breakages or shortages, and organizing regular stock checks. To plan and supervise export activities of lube & Grease stores to ensure smooth and timely receipt, storage and delivery of products to export customers. Prepares and maintains all documentations pertaining to ISO9002 Quality Assurance in Lube Stores. Ensures that the Stores runs smoothly and efficiently, materials are stored correctly, and that safety and housekeeping regulations are adhered to.

KEY ACCOUNTABILITIES:

Job Specific Accountabilities

Store Operations and Export Activities Management
- Supervises the duties carried out by subordinates within the Lube Stores finish product/raw material section, covering the receipt, storage and issuing of finish products, raw materials and additives.
- Plans, organizes and supervises the daily activities related to receipts, storage and issue of various lube & grease products for all export and local sales deliveries.
- Follows up with the purchasing and coordinates with shipping agents for delivery of imported stocks, in order to ascertain the delivery date and time and to direct the agents to the correct area for delivery. Obtains the delivery schedule from copies of the Purchase Order, invoice and Bill of Lading, and ensures that each expected delivery is prepared for in terms of manpower and equipment.
- Organizes and oversees the daily distribution of manpower, vehicles and mechanized equipment, such as trucks and forklifts in order to carry out required loading and unloading operation. Organizes and oversees the unloading of consignments from containers and trucks, and arranges for the correct storing of the goods with regards to temperature and shade.
- Deals with any breakages or shortages in deliveries by preparing inspection notes, detailing the problem. Organizes an insurance survey to be done and for the damage to be inspected, and provides copies of all relevant documentation, to enable a claim to be made for the damages.
- Supervises and oversees the weekly, fortnightly and monthly physical stock check of finished products, raw materials and additives held.
- Develops weekly delivery schedules for all export and local sales orders as per requirements and in coordination with Export Lube Sales.
- Plans and schedules daily store activities for export deliveries based on daily loading schedules. Ensures appropriate distribution of manpower, allocations of vehicles and mechanized equipment's. Assignees duties and directs all Export Dispatch staff in execution of daily receipt, storage, loading and delivery activities.
- Plans and organizes dispatch of lubricants and grease to Mussafah warehouse for export customers according to Proforma Invoice and Letter of Credit terms and conditions.
- Monitors and follows up the weekly export dispatch schedule to make all necessary arrangements (trucks, containers, etc.) and ensure that documents are available on scheduled dates in coordination with Administration Supervisor, and Corporate sales Division.
- Organizes issue of Export Dispatch Advice to export customers and delivery of all necessary documents as per Proforma Invoice and Letter of Credit terms & conditions in coordination with International Lube Sales Department. Coordinates with Corporate sales Division, and Finance for export shipping documents such as invoices, certificates or origin, etc. to ensure their delivery to customers, by shipping agents/transport contractors etc.
- Organizes receipt of finished products from Production Plant and their storage in respective areas according to their grade and volume. Ensures storage and issue of various Lube and Grease products on first in first out (FIFO) basis.
- Organizes stock of Sales Promotion items for export customers and ensures their delivery as per instructions from Corporate sales Division.
- Ensures that materials preservation plan is properly implemented by subordinates for the storage and protection of all finished stock.
- Organizing the return stocks of Finished Products from Customers as per the approved ISO Procedures.
- Responsible for the arrangement of Finished Products in 20 foot, 40 Foot and other specialized containers as per the customer request. Also responsible for all the different types of container calculations for arrangement of different Finished Products.

Inventory Control and Supply Management
- Monitors and controls stocks. Initiates and supervises monthly physical stock take of finished good stocks and crosschecks against computerized store records. Develops and agrees with plant management and Business Support improved stock control procedures.
- Ensures regular and timely replenishment of stocks of various lube and Grease products in coordination with Production supervisors and Production Planner

Other
- Responsible for coordinating with HSE, instructing and training Dispatch Foreman, Store Operators, Fork Lift Operators, Labourers & ensuring that job is carried out in the safest way with the least risk possible.
- Coordinates with Business Support regarding Quality Assurance matters and maintains all documents according to ISO9002 Quality Assurance policies and procedures.
- Organizes storage of scrap products (damaged/off specification/over aged materials) in quarantine area, and ensures that no issues are made from this area.

Generic Accountabilities

Supervision
- Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
- Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.

Budgets
- Provide input for preparation of the Department / Section budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives.
- Investigate and highlight any significant variances to support effective performance and cost control.

Policies, Systems, Processes & Procedures
- Implement approved Department / Section policies, processes, systems, standards and procedures in order to support execution of the Section's work programs in line with Company and International standards.
- Comply with all applicable legislation and legal regulations.

Performance Management
- Contribute to the achievement of the approved Performance Objectives for the Department / Section in line with the Company Performance framework.

Innovation and Continuous Improvement
- Design and implement new tools and techniques to improve the quality and efficiency of operational processes.
- Identify improvements in internal processes against best practices in pursuit of greater efficiency in line with ISO standards in order to define intelligent solutions for issues confronting the function.

Health, Safety, Environment (HSE) and Sustainability
- Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.
- Participate in Emergency Response duties as a team member.

Reports
- Provide inputs to prepare Section MIS and progress reports for Company Management.

COMMUNICATIONS & WORKING RELATIONSHIPS:

Internal
- Lubricant Operations Team
- Procurement Division
- Corporate and Retail Services Division
- Finance Division

External
- Contractor, Suppliers and Vendors
- Transportation Contractors
- Shipping Agents

Requirements

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS:

Minimum Qualification
- Diploma in Chemical or Store Operations or Inventory Management Minimum Experience & Knowledge & Skills
- 5 years of related experience with at least 02 years in supervisory level.
- Good knowledge in Inventory Applications (MAXIMO, ORACLE etc.)
- Good supervisory and delegation skills
- Good knowledge of written and spoken English and Arabic

Professional Certifications
- N/A

Job Purpose

To organize and supervise the activities carried out in the Lube Plant Stores, covering the receipt, issue, storage and stock control of all finish products, raw materials, additives, imported lubricants and locally supplied materials. Duties include supervising subordinates and organizing the required distribution of manpower and equipment, following up with suppliers to ensure that orders are received on time, inspecting the quantity of all deliveries and dealing with breakages or shortages, and organizing regular stock checks. To plan and supervise export activities of lube & Grease stores to ensure smooth and timely receipt, storage and delivery of products to export customers. Prepares and maintains all documentations pertaining to ISO9002 Quality Assurance in Lube Stores. Ensures that the Stores runs smoothly and efficiently, materials are stored correctly, and that safety and housekeeping regulations are adhered to.

Job Specific Accountabilities (Part 1)
- Supervises the duties carried out by subordinates within the Lube Stores finish product/raw material section, covering the receipt, storage and issuing of finish products, raw materials and additives.
- Plans, organizes and supervises the daily activities related to receipts, storage and issue of various lube & grease products for all export and local sales deliveries.
- Follows up with the purchasing and coordinates with shipping agents for delivery of imported stocks, in order to ascertain the delivery date and time and to direct the agents to the correct area for delivery. Obtains the delivery schedule from copies of the Purchase Order, invoice and Bill of Lading, and ensures that each expected delivery is prepared for in terms of manpower and equipment.
- Organizes and oversees the daily distribution of manpower, vehicles and mechanized equipment, such as trucks and forklifts in order to carry out required loading and unloading operation. Organizes and oversees the unloading of consignments from containers and trucks, and arranges for the correct storing of the goods with regards to temperature and shade.

Job Specific Accountabilities (Part 2)

Supervision
- Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
- Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.

Budgets
- Provide input for preparation of the Department / Section budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives.

Job Specific Accountabilities (Part 3)

Policies, Systems, Processes & Procedures
- Implement approved Department / Section policies, processes, systems, standards and procedures in order to support execution of the Section's work programs in line with Company and International standards.
- Comply with all applicable legislation and legal regulations.

Performance Management
- Contribute to the achievement of the approved Performance Objectives for the Department / Section in line with the Company Performance framework.

Generic Accountabilities (continue)

Innovation and Continuous Improvement
- Design and implement new tools and techniques to improve the quality and efficiency of operational processes.
- Identify improvements in line with ISO standards.

Health, Safety, Environment (HSE) and Sustainability
- Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.

Internal Communications & Working Relationships
- Lubricant Operations Team
- Procurement Division
- Corporate and Retail Services Division
- Finance Division

External Communications & Working Relationships
- Contractor, Suppliers and Vendors
- Transportation Contractors
- Shipping Agents

Minimum Experience, Knowledge & Skills
- Diploma in Chemical or Store Operations or Inventory Management Minimum Experience & Knowledge & Skills
- 5 years of related experience with at least 02 years in supervisory level.
- Good knowledge in Inventory Applications (MAXIMO, ORACLE etc.)
- Good supervisory and delegation skills
- Good knowledge of written and spoken English and Arabic

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.