Operations Officer

Job Description

To ensure safe and smooth operation of the Depot by ensuring timely replenishment of stocks by safe and efficient unloading of rakes within stipulated time, ensuring quality during storage and demand fulfilment by transparent, and efficient planning of despatches with right quantity and quality and error free billing and thus ensuring customer satisfaction and organization profitability

Responsibilities

• ACCOUNTABILITIES & RESPONSIBILITIES
  
  
  

Accountabilities Activities

QUALITY MANAGEMENT SYSTEM

Planning :

Coordination with concerned operation officer meets full Demand of Sales Team by confirming loading.

Tank wagon unloading and receipt tank line-ups.

• Loading of TTs as per laid down procedure and checks.
• To optimize utilisation of resources and facilities
• Planning of Receipt and Dispatch from Tanks as well as sequencing of pump in co-ordination with shift Incharge.
• Ensuring adherence to SOPs and work instructions during shift.
• Coordination with external and internal customers for full execution
• Loading of TTs as per set down procedure and checks
• Ensure before dispatch of product Check correctness of invoice wrt quantity, product, price, tax etc.
  
  
  

Demand Fulfilment: Coordination with concerned stake holders to meet full Demand of Sales Team and Oms

Authority: Can initiate amendment request in NIIMS for meeting Demand economically

• Timely execution of Indents as per linkage plan
• Ensuring availability of Quality fleet as per the sales projections
  
  
  

Reconcilation: Daily dispatch reconciliation with OMC, Close monitoring of their dispatch as Per MDP These have direct financial implication.

Authority: Stop the dispatch to OMCs in case MDP qty. finish and take up matter with OM.

• Signing of Product JC with OMC as per agreed frequency
• Error Free Invoicing and Quality checks as per IQCM
  
  
  

Quality and Quantity : To ensure receipt of product meeting Industry Quality Control Manual, Product Acceptance Manual, Agreed parameters to specific supplier etc.

Authority: To stop unloading and loading of product not meeting quality specifications or observed deviations beyond accepted norms of quality checks.

To Reject TT which is not meeting the Pre Load checks

• Ensure proper line up and unloading hose connection as per wagon product details.
• Ensuring adherence to SOPs, IQCM and work instructions during shifts and release of loads.
• Pre load check of TT to ensure TT is fit for loading indented product
• Ensure random dips to checked to monitor bay performance
• Prompt addressing of any Q&Q related issues from Customers.
• Handling ethanol - Sampling, testing, unloading and blending of ethanol with MS and prepare related documents.
• Proper sealing/locking of TT
• Crosscheck of Density mentioned in Invoice should be match with loading density
• Quality control and sample retention as per IQCM
  
  
  

Monitoring performance of meters installed at Gantry

Authority : Stop the Bay operations in case of abnormal variation in delivered qty. by MFM and escalate the matter.

Ethanol receipt, unloading and blending

Authority: To reject ethanol product in case of not meeting mandatory qc requirements and escalate the matter.

• Monitoring of performance of meters installed at gantry and ensuring proactive actions for its periodic/emergent verification, maintenance etc.
• Analysis of meter performances and allied equipment to ensure correct delivery of product
  
  
  

Management: To implement the Systems, Policies & Procedures during his shift In order to achieve targeted outcomes as efficiently as possible.

Authority: To take deviations to deal exceptional cases in coordination with shift In charge.

• Monitoring of performance of meters installed at gantry and ensuring proactive actions for its periodic/emergent verification, maintenance etc.
• Analysis of meter performances and allied equipment to ensure correct delivery of product
• Shift wise follow-up and monitoring of implementation of the systems, policies & procedures.
• To optimize the resources and ensure product quality.
• Ensures the compliance to Sampling and reviews the Laboratory analysis in comparison with the desired quality parameters. Takes the corrective actions to ensure product quality in consultation with the Shift In Charge.
  
  
  

CUSTOMER SATISFACTION

Handling Customers: To ensure their confidence and achieve utmost customer delight.

Authority: To stop activities/loading not meeting customer expectations within agreed terms/industry standards

• Handling customer concerns through timely address of issues.
• Taking corrective actions, if any, to take care customer concerns.
• Taking regular customer feedbacks.
  
  
  

HSSE

HSSE related Systems , Policies & Procedures :

Ensure adherence to procedures & policies for safe Operations

Authority: To stop works/activities not adhering to policies, SOPs etc.

Systems, Policies & Procedures: To be accountable for implementation and improvement of the EMS systems, procedures & policies in the area in coordination with Shift In charge.

Authority: To stop any activities in the shift not in adherence to environment management system

• Regular training of TT crew and contract manpower.
• Adherence to SOPs and Policies
  
  
  

Compliance of safety norms as per HSE policy.

• Participation in Safety timeout on first Wednesday of every month
• Near Miss reporting, Incident reporting, Conducting Tool box talks, Mock drills.
• Ensuring Proper PPEs contract manpower.
• To ensure adherence to the all health, safety, and environment systems during various activities of the depot .
• To ensure compliance of environmental legal requirement related to area of operations Awareness regarding environmental consequences of deviations from SOPs in operational area.
• Ensure working of VRU unit
• Adherence to work permit system, safety procedures and policies Coordination with Shift Incharge.
• Ensure use of primary containments with proper drip tray and earthing bonding.
• Ensure drip Free Operation in tank farm, TLF gantry, rail siding and pump house.
• Handling of onsite Emergency. Coordination with control room officer, tank farm officer, Operations Incharge, Installation Manager and control room officer during any emergency
• To ensure required logs/formats are maintained as per the procedures.
• Ensuring healthiness of FW network , trail run of pumps, operations during emergencies
• Maintain house-keeping in Rail Siding, TLF Gantry, Tank Farm, Pump Houses, field etc.
  
  
  

COORDINATION

Internal and External Coordination with various stakeholders

Authority: To coordinate with concerned stakeholders for ensuring timely actions

• Coordination with Transporters for fleet requirement.
• Coordination with OMCs to ensure timely Indents execution.
• Coordination with IT for IT/SAP resolving problems.
• Coordination with Sales Team for timely Indent Execution
• Coordination with Logistics coordinator for timely fleet’s arrangement.
  
  
  

Maintenance of record and Work Permit Maintenance of record as per OISD 244

• Maintaining Records of Tank Wagons Receipts as per Railway Receipts, Correspondence with Railways for placement and removal of rakes.
• Maintaining Log Books and other documents in line with IMS formats.
• Ensuring implementation of work permit system
  
  
  

Training and Development

Team Management

Grooms the team members to achieve the team's objectives and continues to do so over time.

Authority: To assign work related activities and to identify training needs of the Team

• To ensure that team members are clear about their roles and responsibility
• To provide on job training basis the gap assessment
• Evaluating competencies and training needs of the Officers at the location and coordinating for the required trainings.
• Imparting training and SST contract staff.
  
  
  

Qualifications

B.Tech