Supply Planning and Operations Senior Officer

About the role

The Supply Planning and Operations Senior Officer is responsible for managing and optimizing the end-to-end supply operations to control costs and recover oil losses. This includes validating and processing cost-related transactions such as surveyor fees and vessel charges, analyzing vessel performance, filing oil loss claims, and ensuring accurate billing and documentation. The role requires close coordination with internal teams and external stakeholders to prevent operational issues like demurrage or stockouts and to maintain the integrity of cargo movements. It also involves identifying inefficiencies and recommending process improvements to enhance overall operational efficiency.

Responsibilities

• Ensure effective monitoring, validation, and reduction of supply-related costs, including duties, taxes, demurrage, and operational charges to improve financial performance
• Monitor vessel operations (local and import), compare actual performance against SLA metrics, log delays (including force majeure), and ensure accurate vessel owner payments
• Review, process, and accrue surveyor’s fees based on approved quotations; coordinate with surveyors for nominations and validate billing with Planning and Operations teams
• Review oil losses beyond tolerance, compile necessary documentation (e.g., surveyor reports, invoices), and file claims with the Risk Department to recover losses and reduce financial exposure
• Reconcile actual transactions with supplier invoices and billing documents to prevent errors, overpayments, and compliance issues
• Ensure alignment among vessel owners, surveyors, and internal teams (Planning, Operations, Finance) for accurate documentation and smooth shipment handling
• Proactively manage activities to prevent stockouts, demurrage, and off-spec incidents by ensuring accurate loading/discharging operations and timely payments
• Participate in analyzing voyage expenses, establishing cost cut-offs, and setting new operational budgets to enhance financial planning
• Identify inefficiencies in current workflows, propose enhancements, and help implement process improvements aligned with the company's cost reduction and operational efficiency goals
• Maintain accurate and timely records of vessel and cargo movements, transactions, and supporting documents for audit, reporting, and compliance purposes

Requirements

• At least 2 years of related experience, preferably from the Business Services, Retail, Energy, Oil/Gas, or Logistics industry
• Bachelor's degree in Industrial Engineering, Business Management, or related courses