Depot Supervisor

JOB TITLE: DEPOT SUPERVISOR  

Job Purpose 

To Manage the Day-to-Day Operations and Management of the company’s LPG Depot/ Refilling/ Storage Facility; including managing a team of Depot Assistants/ Operatives and other staff and occasionally contractors and delivery personnel at the site. 

To Receive, Manage and Account for all Equipment and Stock at the facility including the Storage and Filling equipment alongside all its associated components, Motor vehicle and other logistics, movable stocks such as LPG/ Gas, Cylinders and their Accessories among others.  

Ensure Clean, Smooth and Safe operation of the facility including but not limited to following the standard regulatory and operating procedures put in place by the company and by the local/ government authorities including among others the area local administration, Ministry of Energy, NEMA, UNBS, among others; including coordinating routine and breakdown maintenance services of/ at the facility. 

Company background 

Ultimate Gas Professionals Limited is a Liquefied Petroleum Gas (LPG)/ “Cooking” Gas Distribution and Marketing company of its own new brand of cylinder with the trademark “UGAS”. The company was incorporated in 2010 and begun operations as a TOTALENERGIES gas distribution company until late in 2023 when it introduced its own brand of gas. It operates within the Country’s Oil & Gas sector and also undertakes Consultancy services within the same sector.

Duty station- JINJA

Job type - Full-Time Job

Reporting to: SUPPLIES & OPERATIONS MANAGER

OPERATIONS OVERSIGHT

• Project/ Plan in advance with the Sales & Marketing Department on the impending requirements/ replenishments of Gas, New Cylinders and Accessories; and accordingly requisition for the same to/ through the Finance & Administration Department.
• Receive and supervise the safe offloading of Gas/ LPG at the Depot.
• Supervise the loading and offloading of LPG Cylinders and accessories in the Depot.
• Coordinate with security and ensure that any vehicles or trucks with LPG orders at the gate enter the depot timely for loading and follow up of LPG trucks in the market.
• Ensure that all persons both staff and visitors as well as vehicles are recorded and sign in the register at the gate, and where necessary leave behind their phones and any other dangerous objects at the gate or reception where in case they do not have Personal protective wear (PPE) it can also be provided to them if available.
• Ensure that all products dispatched from your depot are in safe and good working condition also in compliance with set standards and customer needs/ requirements and expectations. 
• Perform any other duties relating to the job as assigned by management.

STOCK MANAGEMENT

• Ensure proper storage of all filled and empty LPG cylinders plus LPG Accessories
• Reconcile LPG/Accessories every month and delivery note every after invoicing.
• Ensure that daily stock and performance reports are shared/ sent every evening to your respective Supervisor and other relevant department heads and or stake holders.
• Execute Terminal daily stock reconciliation, custody transfer reconciliation, and month end inventories.
• Ensure stock accounting deadlines are met and maintained.
• Ensure that all gas stock loses and gains in excess of the set allowable margins/ variances are recorded, investigated and reported.
• Collaborate with other company departments to fulfill supply commitments and meet deadlines.
• Ensure efficient and effective achievement of production/ refilling targets.
• Approve stock movements as per company guidelines and procedures.
• Coordinate cylinder stocking and dispatch; and conduct daily stock reconciliations.

LOGISTICS COORDINATION

• Ensure that LPG delivery trucks are compliant with safe-to-load and HSEQ (Health, Safety, Environment & Quality) procedures and practices.
• Ensure that before any trucks enters or leaves the depot, checks on their mechanical condition, as well as the load they are carrying is verified by the gateman/ security personnel before authorization to enter or depart the facility.
• Ensure that all drivers and machine operators within or into the depot and sober, clean, trained and in good health condition at all time while in the depot.

MECHANICAL SUPPORT

• Oversee depot maintenance with the LPG Engineer or the contracted/ standby visiting Engineer(s).
• Ensure compliance with equipment maintenance procedures, routines and policies.
• Ensure that all measuring equipment on site are fully calibrated and up to date at all times.
• Ensure that all stock and equipment fulfill UNBS standards; and wherever they fall short, that such you take the lead in ensuring that they comply to the authority’s required standards. 
• Ensure compensatory and stop-gap measures are in place during any Down-time/ Machine breakdown including by coordinating temporary alternative supply sources for gas and any other relevant products to cover the breakdown/ down-time period.
• Conducts routine pump, compressor, pipeline, flare, safety equipment checks.
• Make minor repairs, adjustment, and calibration to Terminal equipment. Assist Maintenance Engineers when required.
• Routine inspections and testing of terminal fire-fighting pumps and detection equipment.
• Isolate damaged and or corroded equipment and due cylinders for revalidation and coordinate their repair and or revalidation.

SAFETY & COMPLIANCE

• Ensure display of all necessary safety signage and wearing of Personal protective gear (PPE) for all staff and visitors at the depot.
• Conduct routine facility safety and security inspections per Terminal SOPs (Safe Operating Procedures).
• Take the lead in emergency response, taking on the role of Incident Commander until relieved and thereafter taking on the role of on-scene controller.
• Take the lead in handling returned unsafe equipment/ stock and accessories, as well as coordinate the dispatch of technical safety personnel to the scene of a safety incident caused by any of the company’s products or equipment whenever the need arises.
• Ensure the safe and efficient operation of all plant and equipment, ensuring equipment integrity is maintained by operating the asset within its operating envelope.
• Understand and apply all legal and regulatory requirements associated with site operations.
• Enforce safety procedures, policies and practices for staff, contractors and visitors.
• Ensure standards compliance of all equipment and vehicles stationed at or visiting the depot.
• Implement quality procedures and report incidents promptly following the guidelines as outlined in the Company’s HSE manual such as the Accident Contingency plan and process, Hazard Reporting guidelines, Risk Assessment procedures, and Fire Prevention and Control measures. 
• Perform scheduled and unscheduled fire drills and job safety analyses in order to minimize the occurrence of incidents as well as the impact of fire on the site.
• Manage & supervise all critical works including repairs and maintenance on site and ensure that all contracted workers onsite do have work permits for the depot, as well as Personal Protective gear/ Equipment (PPE).
• Manage, coordinate, implement and monitor environmental and social safety requirements, standards and procedures as per the respective regulatory organisations such as NEMA, etc.
• Host, guide and attend to all/ any Safety and Health inspectors/ auditors upon verifying the regulatory authority from which they come; and notify in advance (where applicable), as well as report on their visit to management at the earliest possible time.

TEAM MANAGEMENT

• Manage Depot staff/ employees including Depot Assistants/ Operatives and other staff with a view of inspiring and maximizing their productivity and efficiency.
• Manage workforce levels according to production/ refill needs.
• Set and communicate performance goals and targets for each individual and or teams within the depot workforce.
• Identify training needs and propose initiatives to enhance employee skills and enlightenment.
• Provide/ pass over training to staff on company policies and depot operating procedures including in respect to safety, emergency procedures, etc.
• Manage Permit to Work requirements for Contractor activities at the facility according to HSE SOP.
• Provide guidance and support to the visiting contractors and or Engineers or any other company staff or management who comes to undertake any assignment at the plant.

Candidate specification 

• PREFERED: Diploma in Engineering preferably Mechanical or Electrical Engineering.
• ALTERNATIVE: Qualification in other disciplines such as Procurement & Logistics, Stock Management/ Accounting or any other technical or Business qualification with an ability to train, learn and adapt fast on the job. 
• MINIMUM: High School Certificate with prior experience in Depot Operations. 
• Previous experience in similar role is preferred but not a must.
• Good computer skills (Ms. Excel, MS Word).

Critical skills required 

• Awareness of fundamental technical and business principles as well as a broad understanding of the overall industry in which the business operates.
• Comfortable with counting and figures.
• Comfortable with machines and machine operation.
• Ability and confidence to troubleshoot breakdowns following prior instruction from more technical personnel.
• Ability to work with diverse teams including external contractors, government regulatory authorities, and senior management of the company among other stakeholders.
• Strong leadership and team-building skills
• Excellent written and verbal communication skills.
• Effective organization and Multitasking skills including the ability to handle and or support multiple projects/ activities on site.
• Safety Awareness and familiarity with safety procedures and legislation. 
• Ability to maintain utmost confidentiality in respect of all communication and dealings
• Ability to make sound judgment and reasonable decisions in the absence of direction 
• Ability to stay focused and work effectively without constant and direct supervision 
• Ability to utilize analytical skills and be able to effectively troubleshoot incidents or occurrences at site.

How to apply.

All candidates should send their updated CVs and application letters through Brightermonday Portal by Clicking on the 'Apply Now ' section