Senior Executive- Port coordination -Krishnapatnam

Job Description:

The overall job purpose involves managing the end-to-end process of oil procurement, from planning to execution,
including oil contracts in SRM. Responsibilities include overseeing oil receipt, selling by-products, executing contracts in
SAP, lifting by-products, coordinating transportation from various locations, monitoring oil payments, clearing
vendor/customer accounts, tracking road transfers, maintaining inventory control for both oil and by-products, and
generating MIS reports and comparison charts for effective analysis.

Main Accountabilities (List 6-8 major areas of responsibilities in order of importance, and purpose of these activities:
 SALE OF BY PRODUCTS.
1. Coordinate sales team by managing schedules, filing important documents and communicating
relevant information
2. Interact with brokers on daily basis regarding market trend and also keep update regarding
marketing position from market exchanges & other source
3. Execution of bargains in SAP. Review of outstanding bargains and stock of by-products.
4. Handle the processing of all orders with accuracy and timeliness
5. Arrange vehicles for lifting of by-products and issue loading slip to tankers.
6. Follow up with brokers/parties for tankers and by-product payments and with internal deptt.
Regarding loading, quality, weighbridge and invoicing etc.
7. Work for timely lifting of by products ( as spent earth is hazardous) and co ordinate to handle end to
end operations for tanker loading and billing
8. Review of outstanding balances and clear of accounts.
 Develop new customers.
1. New customer registration after getting necessary documents sent of SSC after commercial approval.
2. Forward request to Share Service updation of PAN No., GST No., Contact No. and e-mail ID.
3. Reconciliation of customer accounts and release of balance payments.
 Maintaining MIS reports for
1. Prepare oil report and forward to all concerned.
2. Ensure bargain entry, transit figure & production figure updated before finalising report.
3. Interact with RKM team for port stock of CPO & CDSBO.
4. Prepare Report of daily market rates and circulate to all concerned.
5. Keep daily updated record of edible oil market rates.
6. Updating market rates of oils received from brokers & RKM.
7. Daily report of pending oil contracts/Stock transfer sent to Security office to get the oil supply.
 EXECUTION OF OIL PURCAHSE CONTRACTS & OIL PROCUREMENT PLANNING
1. Execute oil contracts in SRM on day to day basis. Keep record of daily oil purchases.
2. Purchase order creation and GRN.
3. Keep track of oil dispatches.
4. Review of Pending Oil Bargains, Pos and contracts and extend/block as per requirement.
5. To extend the delivery date in SRM after getting approval.
6. Settlement of oil bargains by approval from competent authority and arrange debit note and sent
the parties and also ensure recovery.
7. Co-ordinate with brokers and oil buying team to get the supply as per requirement.
8. Settlement of issues relating to quality parameters by approval from competent authority.

9. Process of documents of rejected oil tankers like cancellation/rejection of e-way bills and return
delivery challan/letter,
10. Tracking of oil in transit tankers and regular follow-up of non-receipt of tankers.
11. Arrange transporter bills after checking forward for vim scanning.
12. Freight rate updation in SAP
13. To ensure oil rebate to be put in PO against tankers accepting on rebate.
 PAYMENTS
1. Tracking of ex-mill oil dispatches.
2. Prepare/Monitoring of oil payments against lifting oil oils from different locations.
3. Send payment advice/confirmation to the parties
4. Following up with buyers for payments and reconciliation of vendor accounts
 Oil Broker and Transporter Agreements
1. Keep track of agreements.
2. Co-ordinate for renewal time to time.
 Coordination for customs clearances
1. Follow-up with SSC team, RKM team and Refinery on clearances of imports
2. Maintaining daily MIS for imports

Impact/Dimensions (Describe the strategic impact of the role / Using dollars and/or numbers, list the pertinent
statistics of the position which clarify major areas of impact. Examples are: # of employees supervised, annual budget,
annual sales/revenue):

Key Performance Indicators (KPIs) (Measurable outcomes that the position contributes to):

Major Opportunities and Decisions (Describe the more difficult and/or complex challenges or opportunities and
decisions faced in doing work, improving processes or meeting customer needs. Where must position focus to be
successful?):

Management/Leadership (Describe the level of management and leadership skills required for the role. Identify key
specialties, technical and knowledge areas necessary to accomplish responsibilities and desired results):

Key Relationships, Stakeholders & Interfaces (External & Internal):
Internally, the role involves seamless coordination with inter-departments, the RKM team, SSC team, and the Kandla
team.
Externally, it requires effective interaction with transporters, vendor/customers, and oil brokers to ensure smooth
collaboration and operational efficiency.

Knowledge and Technical Competencies (Identify knowledge and specific technical competencies to accomplish the
desired end results. Some examples are licenses & certifications and knowledge and abilities):

Note: For behavior competencies please refer to the co.

Leadership Model

Education/Experience (Identify types and length of education and experience needed to acquire the necessary skills
and knowledge to accomplish the desired end results. Some examples are education & training, and years of
experience):
 understanding and navigating Customs procedures, ensuring compliance and efficiency in international
trade processes.
 Adept in utilizing advanced functionalities of MS-Excel and MS-Word, facilitating accurate data analysis,
reporting, and documentation.
 Skilled in maintaining professional email etiquettes and effective communication, fostering clear and
concise correspondence in a business environment.
 degree in any discipline
Organizational Chart (insert or attach – only in case of a new structure)