Shell

Job Description:

Purpose

The Distribution Operations Support Team is being formed as part of the support organization for the Distribution Operations in Turkey. The Distribution Operations Support Coordinator & Admin Team Lead will be directly involved with activities impacting the operations network, including improvement and standardization across operations activities (SOV/JV/OSP Terminals, RT & Rail), global initiatives, budgeting, KPI management, projects, digitalization, audits, training, business continuity plans, assurance activities, standardization and alignment; allowing Terminal and RT Managers to increase attention on operations.

Accountabilities

• Coordinate EiD (Excellence in Distribution) agenda

o Support RT, JV and Products teams, as needed, for related projects:

 Road Transport Continuous Improvement process

 Primary Transport Improvement Programme

 JV Value Frameworks

• Identify opportunities to save costs, reduce waste and implement best practices. Initiates, implements and controls operations improvement changes. Champion of continuous improvement philosophy through systematic and behavioral initiatives.

• Ensures sharing and embedding of operational best practices.

• Provide direct assistance to the Distribution Operations Support Manager as needed

• Focal point for TSO Business Continuity Plans, Ensure BCP tool is maintained properly and timely.

• Ensure full compliance with ISO9001 Management Quality system and ISO27001 information security management systems.

• Maintain close business relationship with sales, customers and CSC. Find and propose solutions to customer complaints timely and efficiently.

• Participate to digitalization projects (e-delivery note, OF revision etc.) both Global/Local T&S Projects. Ensures complete UAT tests and provide successful implementation.

• Manage the contract for seal suppliers

• Providing all legal fiscal records and physical documents to TAX Team which was requested by Government Offices such as Court, Police, Tax Office.

• Following of administrative works for all STAS assets in and around Mersin Region. It includes Mersin LPG plantsJV Entities, OSPs (ATAŞ terminal, Çekisan, SADAŞ and dispatchers office part’s legislative works, correspondences between local authorities.)

• Manage the supply of empty delivery notes and other documents- Manage archive activity & storage of all Shell Dispatch Offices at Archive office in Mersin. Archiving & disposing of all legal fiscal documents.

• Rental contracts of 4 Shell premises.

o Manage whole rent process with Finance, Legal and Distribution Companies. Contract renewals, negotiation, agreement and signing the contract.

o Manages the invoice process of all rent invoices via Front End Tool.

o Responsible of managing repair and maintenance of rental premises.

• Coordinate with HR while recruiting contractors for dispatch offices during peak season

• Manage the shift structure of the team.

• Coordinate overtime requests for terminals.

• Make sure all staff comply with Shell company rules. - Primary responsible of Dispatch Offices Control Framework, periodically visit and perform audits, follow up on findings

• Make sure that all activities are carried in line with Shell Business Principles.

• Supervise the dispatch officers while performing administrative tasks, eg receiving National Marker, making GSAP entries for payment to Terminal suppliers etc. GSAP Focal Point for All Dispatch Offices; supports all kind of Holding Table and Procurement process in SAP.

• Custodian of Dispatch Office Golden Rules.

• Responsible for changing Ethanol and Biodiesel rates

• Responsible for monitoring the OPEX.

• Manages all Third Party Dispatcher Terminal Automation Systerm Accounts

• Manage the legally compliant day-to-day operational aspects of dispatching pick-up and RT trucks in all fuels terminals & refineries, through a widespread team

• Manage the administrative activities performed by the team Accountabilities:- Supervise the dispatch officers and ensure that all dispatching operations are fulfilled and all legal & fiscal documents are correctly created on time

Dimensions

• The Distribution Operations Support Team is being formed as part of the support organization for the Distribution Operations in Turkey.

• Support Distribution Operations:

o 4 Shell operated Terminals

o 4 JV Terminals

o 8 dispatching offices

o >30 OSPs throughout Turkey

o Multiple logistics modes: Road Transport, Rail Transport, Maritime, Pipeline

• This is a SME position with the authority to challenge, lead change, and drive improvements in Team motivation, Safety, Compliance, Value and Audit readiness.

• Frequent travel (approx. 40%) mainly across terminal network.

• Interface with multiple national, regional and global stakeholders. Operations support and participation with global teams may require work outside normal hours.

• Dispatch officers (14 FTE ) 12 depots (1 own,3 JVs, 4 OSPs, 4 Tüpras refinery black oil sales)

• T&S is responsible to make all Fuel products available throughout the country.

o Annual throughput of Jet A 1, Gasoil & Gasoline plus bio fuels in T&S TR:

Skills and Requirements

• Skill - Supply Chain Management and E2E Profitability

• Skill - Business Process Improvement Techniques

• Skill - Communication Skills

• Skill - Road Transport Operations

• Skill - Distribution Customer Service

• Knowledge – Financial Reporting

• Knowledge - HSSE leadership skills

• Knowledge - Project Management

• Experience working in operational environment

• External stakeholder management experience and skills

• Proven track record of delivering results through others and demonstrating Lean/Continuous Improvement leadership and behaviors

• Skilled at influencing and coaching without direct authority/supervision

• Ability to effectively plan, prioritize and manage multiple work activities

• Able to simplify and implement practical solutions when dealing with global initiatives

• Flexible to adapt to changing priorities

• Possesses strong Microsoft Office and IT skills. Preferably Access.

• Turkish mother tongue is a prerequisite

• Strong English is a must have

• Position requires frequent travel to SOV & NOV terminals and dispatch offices throughout Turkey. Travel can be up to 40 percent.

• Operations support and participation with global teams may require work outside normal hours.

• Flexibility will be required to adjust to a changing workload as the DOS team is formed