Product Operations Officer / Specialist

Position Purpose

The Product Operations Officer / Specialist is responsible for the day-to-day operational support of assigned petroleum product transactions.

The purpose of the position is to ensure timely processing of information, maintenance of operational status, collection and review of documents, coordination with internal departments, and support of transaction execution from the moment the transaction is transferred to Operations until its operational closure.

Position in the Organisational Structure and Reporting Line

The Product Operations Officer / Specialist reports to the Product Operations Supervisor.

The Product Operations Officer / Specialist performs operational tasks in relation to assigned product transactions and acts in accordance with instructions from the Product Operations Supervisor and the approved procedures of the Company.

Functional Scope of the Position

The position covers:

• day-to-day support of petroleum product transactions;

• maintenance of operational status and cargo timeline;

• collection, review and transfer of shipping, cargo, inspection and invoice-related documents;

• interaction with the Shipping Department and Finance Department in relation to assigned transactions;

• support of control over quantity, quality, product specification, timing, documents and calculation parameters;

• identification and primary escalation of operational deviations.

Main Duties

The Product Operations Officer / Specialist shall:

• receive trade recaps, signed contracts and initial transaction data from the Product Operations Supervisor;

• check completeness of information required to commence operational support;

• maintain the operational status of assigned product transactions;

• monitor key milestones, including nomination dates, laycan, loading window, ETA/ETB, NOR, discharge window, payment dates, document deadlines and claim time bars in relation to assigned transactions;

• interact with the Shipping Department on vessel schedules, ETA updates, loading/discharge status, SOF, NOR, bills of lading and other shipping documents in relation to assigned transactions;

• collect, review and transfer cargo documents, certificates of quantity/quality, certificates of origin, inspection reports, invoices and supporting documents in relation to assigned transactions;

• check consistency of data in documents, including contract reference, counterparty, vessel, product, grade/specification, quantity, dates, ports and invoice data in relation to assigned transactions;

• prepare or support preparation of invoice data, debit/credit note data, demurrage invoice data and other settlement materials in relation to assigned transactions;

• provide the Finance Department with documents and data required for invoicing, payment support, reconciliation and accounting in relation to assigned transactions;

• control receipt of originals or copies of documents in relation to assigned transactions;

• inform the Product Operations Supervisor of documentary discrepancies, delays, off-spec issues, quantity/quality differences, disputed invoices, overdue payments, claims and other deviations;

• maintain the operational transaction file;

• participate in the collection of documents for demurrage/despatch, claims, storage costs and cost reconciliation.

Rights and Authority

The Product Operations Officer / Specialist has the right to:

• request operational information and documents in relation to assigned transactions;

• provide operational updates within the granted authority;

• prepare draft documents and submit them for review;

• maintain transaction files, trackers and status reports;

• escalate matters to the Product Operations Supervisor.

The Product Operations Officer / Specialist may not independently amend commercial terms, approve documents creating new obligations, confirm payments, approve counterparties, accept sanctions or credit risks, or form a legal position on behalf of the Company.

Key Interactions

The Product Operations Officer / Specialist interacts with:

• Product Operations Supervisor — on daily tasks, transaction status, documents and escalation;

• Shipping Department — on vessel movements, loading/discharge status, NOR, SOF, B/L and shipping documents;

• Finance Department — on invoice data, supporting documents, payment status and reconciliations;

• Chief Risk, Compliance and Legal Officer — where necessary, on compliance, sanctions, legal or risk matters;

• External parties, where authorised, including inspectors, agents, terminals, counterparties, storage operators and service providers.

Responsibility

The Product Operations Officer / Specialist is responsible for:

• timely performance of assigned tasks;

• accuracy of documents prepared and reviewed;

• accuracy and relevance of operational transaction status;

• completeness of transaction files within his/her area of responsibility;

• timely informing the supervisor of risks and deviations;

• compliance with internal procedures and limits of authority;

• maintaining confidentiality of commercial, financial and other confidential information.