Supply Chain - Operations Associate - Oil & Gas

Job description / Role

Working for a downstream oil and gas holdings company and based in Dubai, you would be responsible for managing the supply / trading operation with the aim to deliver products on time in observance to the agreed quantity, quality and agreed prices, terms / conditions.

Manage interfaces with affiliates, vendors/suppliers and service providers to ensure all stakeholders in the supply chain are working in tandem to achieve effective & efficient movement of products/cargoes from source to delivery point ensuring the integrity of the products.

BASIC FUNCTIONS & PRINCIPAL ACCOUNTABILITIES

The key responsibilities of the Operation Department are to:

• Agree on a potential transaction proposal from Supply and/or Trading department, and receive from Trading / Supply department all necessary contractual documents.
• Ensure a smooth and flawless process of all operations related to the transaction, and ensure a smooth communication between all parties involved and all departments involved.
• If required under the delivery terms, ensure that the cargo is properly insured. If the insurance cover is to be provided by the affiliate, then check if the insurance is in place where the full responsibility for insuring the cargo remaining under the affiliate.
• Receive and provide delivery instructions and narrow delivery window if needed.
• Receive loading / discharging, voyage orders, documentary instructions, etc.
• Charter / accept vessels if needed, in line with the vetting policy and the regulations.
• Request for the opening of bank guarantees from receivers, or to suppliers, in coordination with corporate finance.
• Check the validity of bank guarantee received from the third party or Affiliate, together with the corporate finance.
• Participate to the nomination of agents, inspectors, etc. at load-port or disport, in close coordination with the trading / supply.
• To work as part of a virtual team that spans multiple functions and fast moving internal and external environment both internally and externally.
• Deal with cargo and freight counter-parties, terminals and vessels on a regular basis regarding all post-deal activities ensuring all necessary operational information is passed on in good time and documentary requirements are met.
• Make cargo and vessel nominations, prepare and send voyage orders and monitor progress of vessels; Appoint independent inspectors, expeditors and ships agents.
• Ensure that all Operational Information is entered into the IT system in place in timely fashion and ensure that adequate records are kept to meet the company’s legal and fiscal obligations.
• Liaise with charterers to ensure smooth operations, avoid supply disruption and minimize demurrage costs.
• Liaise with supplier and receivers all required shipment documentation are timely received by receivers to enable them clear products on time.

PRINCIPAL ACCOUNTABILITIES

• Follow up with supply / trade operation of cargos / products are executed in compliance to concluded deals.
• Deal with cargo and freight counter-parties, terminals and vessels on a regular basis regarding all post-deal activities ensuring all necessary operational information is passed on in good time and documentary requirements are met.
• Make cargo and vessel nominations, prepare and send voyage orders and monitor progress of vessels; Appoint independent inspectors, expeditors and ships agents.
• Ensure that all Operational Information is entered into the IT system in place in timely fashion and ensure that adequate records are kept to meet the company’s legal and fiscal obligations;
• Ensure that any necessary financial security is in place;
• Participate in out of hours coverage arrangements;
• Liaise with charterers to ensure smooth operations, avoid supply disruption and minimize demurrage costs.
• Review prepared Billing Sheet (showing all parameters) for authorization and issue invoices
• Pro-actively take initiative to eliminate contractual terms that could lead to profit leakage due to demurrage
• Calculate, negotiate and settle designated demurrage costs and recoveries within the relevant contract terms
• Analyse and settle other freight related costs and recoveries related to the voyage including deviation costs, shifting charges, additional port costs, war risk insurance and freight tax charges
• Ensure accurate and timely entry of demurrage and shipping related costs (see above) into the various trading support systems (invoice register) in line with relevant policies and procedures
• Ensure the timely payment of payables and receivables
• Maintain complete records of all operation transaction for the Company
• Execute contracts / order process for all cargoes covered with term contracts and follow up the delivery of these orders per contractual terms
• Receive orders covered through spot deals/contracts upon conclusion of deals/contracts and follow up the delivery of these orders per contractual terms
• Generate invoices – Sales, Freight, Demurrage, Inspection and claim invoices arising from products supply to affiliates / customers.
• Receive and validate product, freight, inspection, demurrage and any claims invoices from suppliers and service providers.
• Produce reports for management and carry out special assignments as required by Line manager.

JOB DIMENSION

Supervision

• Works with virtual teams of supply teams in all affiliates, vendors teams, loading/discharging terminals, Post Fixture Operations teams and service providers.
• Make sure the transactional documents received and sent are in compliance to the contractual and regulatory requirement.


Representation

• Represent operationally with suppliers and receivers of products and represents the company in execution contracts entered between parties.

Requirements

• Degree as minimum qualification
• 5 years minimum in oil & gas supply chain/trading field, preferably lubricants and fuels.
• Fluency in English a must,
• Fluency in French preferred, though not essential

COMPETENCIES/TRAINING REQUIREMENTS:

• Invoicing process
• Market analysis/planning
• Negotiating and concluding deals
• Contract preparation and documentation
• Basic Product Quality, handling and control
• Customer Services, Order taking and scheduling
• Safety, Health Environment management
• Basics of understanding of Multi modal transport operation
• Industry analysis and bench-marking

About the Company

Inspire Selection is an award winning recruitment agency, headquartered in Dubai which recruits across the Middle East region. We employ highly knowledgeable, professional consultants who are experts in connecting the right people with the right opportunities. Our reputation has been built upon our honesty, integrity and our ability to source candidates of the highest calibre right across our specialist sectors. As a result, we are recruitment partners to a wide spectrum of organisations - from leading blue chip companies to smaller, local businesses. Sectors we cover include HR, Administration, Finance & Accounting, Legal, Sales & Marketing including Digital Marketing, IT, Oil/Gas/Energy, Engineering, Procurement, Manufacturing, Higher Education.