1.0 JOB PURPOSE

This role is responsible for coordinating, executing, and controlling crude oil dispatch operations, ensuring all trucks are properly verified, loaded, documented, sealed, and released in compliance with approved procedures, safety standards, and operational requirements.

The position serves as the primary field focal point for dispatch execution, custody transfer verification, documentation management, product integrity assurance, and operational reporting. The role ensures the safe, compliant, and efficient transfer of crude oil from the EPF to the export terminal while maintaining accurate records, operational accountability, and uninterrupted dispatch activities.

MAIN DUTIES & ACCOUNTABILITIES

Dispatch Control & Execution

• Coordinate and control truck dispatch activities in accordance with approved schedules and operational requirements.
• Verify truck, driver, and transporter compliance prior to acceptance into the loading process.
• Confirm validity of vehicle documentation, driver authorization, calibration records, and operational readiness requirements.
• Manage dispatch sequencing, truck staging, holding yard activities, and truck release activities.
• Ensure only compliant trucks are accepted for loading and dispatch.

Documentation & Custody Transfer Control

• Verify completeness and accuracy of all dispatch documentation prior to truck release.
• Ensure custody transfer requirements are satisfied and supporting documentation is properly executed, issued, and retained.
• Verify consistency between loading records, Bills of Lading, meter tickets, delivery notes, gate passes, seal records, and supporting documentation.
• Ensure transporter acceptance and driver acknowledgement requirements are completed prior to release.

Product Integrity & Quantity Assurance

• Verify loaded quantities against approved loading documentation, meter tickets, and truck dip records.
• Confirm seal integrity and compliance with chain-of-custody requirements prior to dispatch.
• Participate in random product sampling activities and ensure samples are properly recorded and managed.
• Record and maintain loading parameters including quantity, density, temperature, BS&W, seal numbers, and other required product quality information.
• Escalate quantity discrepancies, seal irregularities, or product integrity concerns for investigation and resolution.

Operational Compliance & Risk Control

• Ensure compliance with dispatch procedures, operational controls, and HSSE requirements.
• Identify, investigate, and escalate operational non-conformances and dispatch-related issues.
• Monitor adherence to approved dispatch windows and release requirements.
• Support implementation of corrective actions arising from incidents, investigations, audits, and operational reviews.

Stakeholder Coordination

• Coordinate with EPF Operations, Transporters, Security, and Logistics Operations Coordinators to ensure efficient dispatch execution.
• Communicate operational constraints, delays, truck readiness issues, and dispatch disruptions.
• Support convoy preparation and dispatch readiness activities where required.
• Liaise with transporter representatives regarding dispatch schedules and operational requirements.

Reporting, Records Management & Operational Control

• Maintain accurate dispatch records, truck movement registers, seal registers, gate pass registers, and holding yard records.
• Prepare and update daily dispatch summaries detailing truck movements, quantities dispatched, destinations, transporter information, and product parameters.
• Maintain the Dispatch Truck Register and ensure all dispatch documentation is complete, accurate, and auditable.
• Compile and issue dispatch documentation packages including Bills of Lading, Delivery Notes, Gate Passes, Product Clearance Certificates, Chain of Custody Transfer documentation, and supporting records.
• Record loading and dispatch operational parameters and update relevant operational databases and reports.
• Prepare shift handover reports and communicate operational issues requiring follow-up.
• Support stock reconciliation, audit activities, investigations, and operational reporting requirements through timely and accurate record keeping.

EDUCATION AND TRAINING

Qualifications & Experience

• Diploma in Logistics, Supply Chain Management, Operations Management, Business Administration, Engineering, or related discipline.
• Minimum 3–5 years' experience in dispatch operations, depot operations, fuel logistics, transport coordination, or inventory control.
• Experience working in contractor-based transport operations is desirable.
• Experience in oil & gas, fuel distribution, mining, hazardous product logistics, or similar high-risk operating environments is preferred.
• Knowledge of dispatch documentation, chain-of-custody controls, and stock movement reporting.
• Experience working within shift-based operational environments.

Skills & Competencies

• Knowledge of dispatch operations and transport logistics.
• Understanding of custody transfer, product integrity, and quantity control principles.
• Strong documentation and records management capability.
• Attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Good understanding of HSSE requirements and operational controls.
• Ability to identify and escalate operational risks and non-conformances.
• Effective communication and stakeholder coordination skills.
• Proficiency in Microsoft Office applications and operational reporting systems.
• Ability to work effectively in a shift-based and remote operating environment.

Personal Attributes

• High integrity and accountability.
• Strong compliance and control mindset.
• Ability to work under pressure and meet operational deadlines.
• Disciplined and methodical approach to operational execution.
• Strong teamwork and collaboration skills.
• Commitment to safety, operational excellence, and continuous improvement.

• Coordinate and control truck dispatch activities in accordance with approved schedules and operational requirements.
• Verify truck, driver, and transporter compliance prior to acceptance into the loading process.
• Confirm validity of vehicle documentation, driver authorization, calibration records, and operational readiness requirements.
• Manage dispatch sequencing, truck staging, holding yard activities, and truck release activities.
• Ensure only compliant trucks are accepted for loading and dispatch.
• Verify completeness and accuracy of all dispatch documentation prior to truck release.
• Ensure custody transfer requirements are satisfied and supporting documentation is properly executed, issued, and retained.
• Verify consistency between loading records, Bills of Lading, meter tickets, delivery notes, gate passes, seal records, and supporting documentation.
• Ensure transporter acceptance and driver acknowledgement requirements are completed prior to release.
• Verify loaded quantities against approved loading documentation, meter tickets, and truck dip records.
• Confirm seal integrity and compliance with chain-of-custody requirements prior to dispatch.
• Participate in random product sampling activities and ensure samples are properly recorded and managed.
• Record and maintain loading parameters including quantity, density, temperature, BS&W, seal numbers, and other required product quality information.
• Escalate quantity discrepancies, seal irregularities, or product integrity concerns for investigation and resolution.
• Ensure compliance with dispatch procedures, operational controls, and HSSE requirements.
• Identify, investigate, and escalate operational non-conformances and dispatch-related issues.
• Monitor adherence to approved dispatch windows and release requirements.
• Support implementation of corrective actions arising from incidents, investigations, audits, and operational reviews.
• Coordinate with EPF Operations, Transporters, Security, and Logistics Operations Coordinators to ensure efficient dispatch execution.
• Communicate operational constraints, delays, truck readiness issues, and dispatch disruptions.
• Support convoy preparation and dispatch readiness activities where required.
• Liaise with transporter representatives regarding dispatch schedules and operational requirements.
• Maintain accurate dispatch records, truck movement registers, seal registers, gate pass registers, and holding yard records.
• Prepare and update daily dispatch summaries detailing truck movements, quantities dispatched, destinations, transporter information, and product parameters.
• Maintain the Dispatch Truck Register and ensure all dispatch documentation is complete, accurate, and auditable.
• Compile and issue dispatch documentation packages including Bills of Lading, Delivery Notes, Gate Passes, Product Clearance Certificates, Chain of Custody Transfer documentation, and supporting records.
• Record loading and dispatch operational parameters and update relevant operational databases and reports.
• Prepare shift handover reports and communicate operational issues requiring follow-up.
• Support stock reconciliation, audit activities, investigations, and operational reporting requirements through timely and accurate record keeping.

• Knowledge of dispatch operations and transport logistics.
• Understanding of custody transfer, product integrity, and quantity control principles.
• Strong documentation and records management capability.
• Attention to detail and accuracy.
• Strong analytical and problem-solving skills.
• Good understanding of HSSE requirements and operational controls.
• Ability to identify and escalate operational risks and non-conformances.
• Effective communication and stakeholder coordination skills.
• Proficiency in Microsoft Office applications and operational reporting systems.
• Ability to work effectively in a shift-based and remote operating environment.

• Diploma in Logistics, Supply Chain Management, Operations Management, Business Administration, Engineering, or related discipline.
• Minimum 3–5 years' experience in dispatch operations, depot operations, fuel logistics, transport coordination, or inventory control.
• Experience working in contractor-based transport operations is desirable.
• Experience in oil & gas, fuel distribution, mining, hazardous product logistics, or similar high-risk operating environments is preferred.
• Knowledge of dispatch documentation, chain-of-custody controls, and stock movement reporting.
• Experience working within shift-based operational environments.