Summary
Date Posted: Thursday, May 12, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Depot Superintendent
Job Description
1. Purpose Of The Job
Reporting to the Depot Manager responsible for the supervision, and managing the depot operations to ensure the safe and efficient receipt, storage and handling of bulk fuel. Supports the Depot Manager in the production and activities of the facility to plan and perform work, provide interaction with other work groups.
The role ensures that negative impact on the operation is minimized by being responsible for the following activities:
• Management Systems (Rubis Process Safety Management System)
• Operational Excellence compliance
• Budgeting and Cost Control
• Regulatory Compliance
• Depot Performance Analysis / Operations HSE Reporting
• Internal Controls
• Administrative Performance
• Competent and trained operators

2. Control Performance Indicators (Tools methods used by management to determine sustained effectiveness of control)
• Number of un-closed Audit issues for the depot
• Unexplained product working gains/losses
• Number of EHS and quality incidents
• Number of security incidents
• Number of non-conformances not closed
• Unit operating cost of the depot
• Planned Budget vs. Actual costs
• Maintain safety program in line with company HSE policy
• Number of trainings vs plan
• Monitoring fuel consumption for depot van
• Volume and value of product unexplained write off
• Quantity and Value of un-compiled in transit Claims
• Number of orders loaded after hours
• Number of trucks loaded per day
• Time taken to dispatch a truck from loading
• Performance contracts at the beginning of the year and mid-year / end of year performance appraisals to be done by set dates
• Leave management/optimization of subordinates

3. Nature And Scope Of Activity
• Achieving the required level of focus in every aspect of the Depot on Safety, Security, Environment and Quality operation and effective cost optimization.
• Providing guidance and support to all members of the depot team, not only to meet performance targets but to ensure increased awareness of Group Internal Control Policy and Group Operational Standards

4. Main Duties
Operate And Manage The Depot In A Safe And Environmentally Sound Manner To Ensure A Zero Incident Culture
• Conduct safety meetings with employees and review safety procedures with staff and contractors to raise safety awareness levels, to ensure compliance with laws and regulations
• Manage daily depot inspections looking for unsafe work conditions or environmental concerns to ensure a safe and environmentally sound operation.
• Review, understand, and apply the information found in corporate manuals, permits, regulations, safety rules, and environmental procedures to ensure compliance with local regulations and internal guidelines.
• Complete and submit safety and environmental reports in a timely manner to avoid violations, fines, and other penalties.
• Conduct self-assessment ongoing safety audits, meet with individual staff members, lead depot safety meetings and participate or direct other work activities designed to promote work safety and encourage continuing education among staff members.
• Responsible for HSEQ as a personal value to ensure depot compliance is promoted in terms of both actions and decisions and to prevent accidents and harm to people, assets or the environment. Ensure the depot operates in line with company HSEQ standards and Quality Management System.
• Ensuring compliance of PPE for staff and contractors
• Track all Depot Audits (both internal and external) and ensuring that all requirements relating to such audits are met.
• Provides safety training.
• Ensures all visitors, contractors and drivers in the Depot are inducted.
• Requisition PPE, training materials, tools,
• Maintains strict quality and quantity controls on stocks and deliveries including losses/gains/re-grades and continually monitors the stock ownership position.
• Attend all the programmed HSEQ (Tool box, Weekly Safety time out, Staff quarterly meeting, Annual Safety meeting) and Security depot meetings or any other meetings as may be called by the Depot Manager and participate in the proceedings and implementation of agreed actions.
• Ensure investigation reports on health, safety, environmental and quality incidents and hazards are entered in the Rubis Action Register platform and actions tracked for closure.
• Carry out Training at Work and Task Observations with respect to all critical operations on site to ensure zero staff or contractor carries out work without evidence of training record.
• Annual training of staff on correct usage of firefighting equipment
• Coordinating all Depot Audits (both internal and external) and ensuring that all requirements relating to such audits are met.
• Ensures that the Depot has an up to date and tested Emergency Response Plan to include an annual schedule of emergency drills/scenarios with effective implementation and documented exercises throughout the year with identified lessons and gaps updated in the Rubis Action Register portal and corrected timely.


Stock Management
s) Initiate and direct investigations to resolve shipper or customer complaints and verify their authenticity and accuracy.
t) Control operational loss/gain targets by product within approved limits:
· Petrol: ±-0.25%
· Gas oil: ±0.10%
· JET/Kerosene: ±0.10%
· Pipeline bulk receipt -0.30%
• u) Product lost/gained during in transit is correctly and timely accounted for and compiled for claiming.
• v) Daily, weekly and monthly physical stock reconciliations performed and reconciled against accounting records.
• w) Stock adjustments of gains/losses must be booked with proper investigation and delegated authority.
• x) Ensure all equipment used for product measurement and custody transfer is always calibrated and fit for purpose.

Regulatory
• y) Represents RUBIS in dealings with other neighboring OMCs and Regulatory bodies, Factories Inspectorate and Local Councils in the absence of Depot Manager
• z) Ensure all licenses for the depot are updated and paid for annually and operation running in line with license conditions and follows up timely on validity.

Deliveries & Customer Service
• aa) Working and supervision of drivers including monitoring of the trucks to ensure compliance to company driving and safety procedures.
• bb) Ensures all approved trucks being loaded are effectively secured to deter unauthorized access to product.
• cc) Custodian of all accountable documents as well as archives
• dd) Ensures depot equipment is available to satisfy customer orders within 24 hours daily
• ee) Ensures optimum performance and seeks improvements to create competitive advantage in terms of Customer Service, Safety, Depot Security, Asset Utilization and Costs within agreed budgets.
• ff) Invoices timely booked in case of approved manual delivery
• gg) Ensures only authorized orders and documentation are processed for delivery.
• hh) Loading documents not used to be properly cancelled to ensure documents are not reused, or modified.
• ii) Ensure that spare capacities on trucks are not used to make unauthorized withdrawal of product or different product is loaded from what was ordered.
• jj) Quantity of product loaded into trucks must be properly monitored not resulting in non-compliance with statutory weight and capacity requirements.

Cost Management
• kk) Ensure depot operational objectives are achieved and consistent with quality standards/requirements and operating costs including overtime are consistent with budgetary constraints

People & Performance Management
• mm) Ensure staff and contractors fully and consistently comply with safety rules, administrative procedures and policies, environmental policies and government regulations
• nn) Plan, implement and oversee the work of staff members to ensure efficiency and compliance with organizational requirements and company procedures.
• oo) Collaborate with staff members and fellow managers to create, modify and implement goals, procedures, policies and objectives when the opportunity presents itself.
• pp) Establish and conduct monthly, quarterly or annual employee training sessions on a variety of subjects- including quality improvement and hazardous material handling, stock control
• qq) Leads, motivates and coaches the depot team to deliver outstanding performance on HSEQ, Customer, Financial and People Measures and Operating Standards. Mentor, direct and train current supervisory staff.
• rr) Develop, instruct and discipline the depot workforce in compliance with company standards
• ss) Document & maintain annual Training Matrix and track progress. Ensure Training at Work with continuous task observations are done for all staff and filed.
• tt) Responsible for all depot meetings and actions tracked for closure
• uu) Participate in periodical physical conditions inspections, carry out risk assessments and Major Accidents and Incidents Prevention inspections for the working areas and equipment including working out mitigation plans to close the identified gaps.
• vv) Participate and responsible for the process of developing depot objectives.
• ww) To review processes and procedures annually to increase operational efficiencies i.e. loading and off-loading times taken. All staff to be trained and signed off on critical tasks identified for the Depot.
• xx) Advise Depot Manager monthly progress towards set objectives and develop strategies for necessary adjustments. Reports on any issues that may have strategic impact on the organisation (both positive and negative).
• yy) Ensures that the Depot has an annual survey to assess the condition of the office, equipment and protective systems and action the recommendations.
• zz) Attend to any adhoc duties as may be delegated by the Manager.

Requirements
5. Education And Training
5.1 Education background
• Engineering Degree
• 3 years of Logistics operational experience
• Oil & Gas Industry is an added advantage

5.2 Competencies and experience
• Ability to work with diverse teams including senior management and third-party negotiations
• Product knowledge will be an added advantage
• Strong leadership and team-building skills
• Excellent written and verbal communication skills
• Effective organizational and multitasking skills
• Strong Analytical skills

Other
• English language required

Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

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