Fuel Procurement Manager

Role Purpose:

To work collaboratively across Departments in the preparation of EMARAT’s Product Procurement Strategy for the basis of planning and tendering and to ensure the procurement of oil and gas products are in compliance with EMARAT’s approved polices and procedures and aligned with its strategic priorities and goals.

Key Activities:

• Gathers, complies and verifies sales forecast information on Gas Oil, Jet A – 1 and Gasoline products through consultation with Retail and Commercial Sales Departments
• Drafts strategy report including how products will be procured, estimated quantity per month, pricing formula to be used, estimated price per barrel, total estimated procurement costs per product and historical data for Senior Management review and Board of Directors approval
• Monitors procurement activities, analyze cash flow, cost controls and expenses based on approved PPS towards optimum utilization of company’s resources
• Participates in the tendering process from drafting tendering documents to award for products purchased on term and spot basis ensuring compliance to policy and procedures for Procurement of Refined Oil products
• Drafts and submits tender documentation for Technical Committee for further input and action
• Manages the floating of tenders within the specified time; responds to clarifications from suppliers; evaluates tenders for a commercial perspective as member of Technical Committee, prepares technical evaluation for Terminals & Logistics Manager and Technical Committee approval, and Commercial evaluation for Tender Committee and General Manager approval
• Ensures contract details are entered into the Oracle system and informs all concerned Departments regarding the details of the contract in line with policy and procedures
• Verifies draft contract is in line with the terms and conditions of tender document and tender correspondence; submits signed contract to Internal Audit for control purposes
• Prepares trade deals pre-approval form with details of product purchase, selling price, delivery details for Terminals & Logistics Manager and Finance & Accounts Manager’s approval when required
• Analysis proposed deal to check for profitability in consultation with Terminals & Logistics Manager
• Prepares supply contract, corresponds with buyer regarding contract terms and conditions and outstanding issues, follows trade deal until completion of sale and arranges for invoice to be prepared along with relevant documents
• Verifies and checks invoice details prior to dispatch to buyer, follows with Accounts regarding receipt of payment
• Prepares profitability statement for each trade deal
• Draft contracts and forwards to relevant parties for review and comments
• Finalizes contract after incorporating agreed comments and sends to customer for review and signature
• Ensures contract details have been entered into system by way of Sales Order
• Oversees preparation of invoice and payment receipt and ensures payment in full has been received
• Liaise with all Sections to receive data, files and presentations with details of the main department activities and compiles bi-annual reports for submission to Section Heads, Terminals & Logistics Manager and senior management
• Maintains up-to-date and comprehensive Supply & Contracts records in line with the approved policy and procedures and for Audit trail/enquiries
• In coordination with Vice President – Fuel Supply Chain ensures Product Procurement and Trading Policy and Procedures are updated and adhered to
• Motivates staff and empowers direct reports by providing the necessary tools and support required to support Section goals and objectives
• Establishes clear direction, prioritizes tasks, assigns and delegates responsibility and monitors workflow
• Provides guidance and ensures that direct reports comply with EMARAT’s policies, processes, practices and systems
• Ensures proper target setting and staff performance management in line with EMARAT performance management guidelines

Knowledge, Education & Experience

• Knowledge of Terminal Operations, Procurement, Fuel Supply Chain Management, Contract Management, Pricing & Financial Acumen, Regulatory & Compliance Knowledge
• Bachelor’s Degree in Business Administration, Bachelor of Law, Bachelor of Accounting or Bachelor of Finance or equivalent
• A minimum of 6 years experience within Supply & Logistics with at least 2 years experience in a supervisory role
• Experience in the Oil & Gas Distribution Industry preferred