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Supply Assistant


Supply Assistant

Total Tanzania


Job Description

  1. HSEQ:
    • Application of Safety Managements Systems.
    • Quality Control of products to be within Tanzania quality specifications as per TBS.
  2. Stock projection: Maintain and monitor the stock projection files on a daily basis by 8:30 AM. It consolidates actual and forecast for imports, sales per product (PMS, AGO, IK, JET, HFO,) per location (Dar and other depots). Track changes. Anticipate consequences and actions to be taken to avoid stock out (both SAP and Physical) or over stock
  3. Stock optimization: daily review and propose optimization of product stock levels to ensure balance between regulations, minimum operational stocks, working capital, evacuation, customer demand and price risk exposure. Monitor the daily stock and other hospitality places targeting zero penalties. Contribute to TTL P&L for supply & logistic optimization
  4. SAP receptions and blending: Ensure that all vessels received/ Receipts through pipeline/Blending (HFO 125, IDO and Excellium) are posted in SAP (MIGO) timely and Correctly as per Outturn in correct plant and correct location (Zero difference)
  5. Preparations of Monthly Requirements of petroleum product file and submit to Supply Manager for review and preparations of Letter after supply Meeting approval as per PBPA format for MD’s approval for onward submission to PBPA 
  6. Monitor, analyze and report monthly product allocation from PBPA for Total (local and transit), major OMCs and Others, and highlight trends. Analyze award results and ullage sharing at each cycle to ensure Total allocation both in local and transit are in line with our requirements
  7. Ensure that signed (by supplier and PBPA) shipping and supply contracts for each month tenders are received from PBPA and Properly filed
  8. Product Costing: Responsible for timely and accurately product costing (Vessel cost) and checking correctness of all suppliers and government agencies invoices before payment for TTL for PMS, AGO, IK, JET-A1, IDO, HFO 180 and HFO 125.
  9. Discharge and MI losses: Closely monitoring and advise the supply manager of Line loss  immediately after each Vessel discharge, coordinate with Depot manager and surveyor  to ensure that line losses are minimized/Eliminated (less than 0.1%);  Receptions/MI  Losses Adjustments MEMO preparations and posting in SAP after approval and submit  Analysis  to Supply Manager  each month  M+2 showing the Losses and % and recommendations ajira to reduce the losses 
  10. Imports Coordination & Documentation:
  11. Demurrage: Demurrage estimation for product costing, Preparations of actual demurrage Analysis and discharge rate and submit to Supply Manager for onward submission to AMO by M+5
  12. Borrow/Loan, Hospitality and third-party stocks postings: Timely and accurately posting of Borrow/Loan, Hospitality Receipts transactions, Line Loss e.t.c. to ensure zero reconciling items
  13. Product Costing: Ensure proper PO creation on SAP of all vessels with correct price as per costing build up Platts +premium and other local costs of each BPS vessel.
  14. Ullage Planning-Ullage Planning for TTL/GTL local parcels and coordinating all Vessel Receipts v/s Hospitality Customers ullage requests 
  15. Co-ordination with other OMC’s, Stocks team and commercial team to offset product balance available in other depots, anything above 10m3 should be collected from that Depot within Month M+1 from Month of receipt
  16. Make sure all suppliers payment for white products are Verified, attached with all relevant documents and paid and can be tracked easily before due date
  17. Ensure That Outturn Reports are correct as per issued DI and actual volumes received in the Depots, if not should be communicated to surveyors and PBPA within Two days from Date of issue of Such Outturn. 
  1. Reporting: ensure timely, reliable and accurate reporting for all activities. Ensure files saving and confidentiality. Add value through regular proposal of file sand topic management improvement 
  1. Any Other Job related to your section as may be assigned to you by your superior.

Context and environment

  • Complex market with various regulations, constrained supply system, numerous OMCs. Imports planned 2-3 months ahead so requiring accurate forecasts.
  • Involve interaction with TRA/PBPA staff during documents processing whereby some are less cooperative
  • Correctness of all documents which needs concentration as it involves huge amount of money to be paid.
  • Most of the duties are strictly to specific deadline, therefore, needs time dedication

Candidate profile

  • Bachelor’s Degree in business related field
  • Depot operations experience
  • Products knowledge
  • Customs procedures on importation
Kazi Nyingine Kutoka Kampuni hii


  • Mahali: Tanzania
  • Jina la Kazi: Supply Assistant
  • Mwisho wa Maombi: 2019-07-26
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