Distribution Officer

**How will you CONTRIBUTE and GROW?**:
Summary/Objective

Execution of dispatches on a daily basis as per firmed plan for the day in a safe and timely manner. Taking care of vehicle inspection and safety at site. Discuss with the CSD for smooth dispatch of cylinders. Timely reporting on trip information and it’s documentation flow.
Key Responsibility

Safety:

- Report all deviations, unsafe behaviors, unsafe situations, near misses, and accidents, incidents in the defined incident report format to AL India Safety.
- To ensure Zero Fatality & Zero accident pertaining to Distribution & Logistics.
- To provide support to DIC in Distribution Safety permanence in line with Safety Score card & required actions for Improvement.
- To encourage all drivers & helpers in reporting all Act-In cards, Unsafe acts & conditions, incidents & accidents pertaining to Distribution & Logistics.
- To report all incidents/accidents & help to DIC in investigation of RCA for required incidents/accidents & closer of identified actions in time pertaining to Distribution & Logistics.
- Prepare and deliver a Monthly Safety Action Plan to the Distribution Incharge & CFS manager.

Road Safety:

- To ensure all Road Safety related checklist compilation in coordination with Site Security, Transporters, Transport Supervisors & drivers
- Pre Trip Inspection checklist process
- Checklist before the entry and just before the dispatch.
- Manage Non-Compliance.
- Stop the vehicle if a NoGo compliance is identified.
- Work with the Distribution Incharge, Transport Supervisor to resolve it.
- Coordinate in Preventive Maintenance of truck with transporter and crane/tail lift with maintenance team and OEM service engineers.
- Update record of permits and certificates in the Compliance Portal of Vehicle Tracking System.
- Conduct video Reviews from VTS and identify good practices and improvement areas to counsel the drivers.
- Provide a trip briefing to the drivers with the help of a trip sheet, before starting off the trip / giving dispatch documents to the driver(s) and after returning about the challenges faced during the trip.
- Receive and record driver feedback after the trip and share with the Distribution Incharge and Road Safety team.
- Conduct weekly meetings with drivers on Road Safety and reporting as per MOM format.
- Ensure proper upkeep of drive rest room(s).
- Implement actions from the Road Safety Action Plan for the site.
- Support in Driver Recruitment Process.
- Maintain log of work performed by VTS service engineer.
- Report all deviations, unsafe behaviors, unsafe situations, near misses, and accidents, incidents in the defined incident report format to AL India Safety, DIC and CFS Manager.

Distribution Activities
- To monitor effective utilization of trucks, drivers & helper staff w.r.t. their trip schedule, day to day activities, absenteeism Management & completion of day to day to work.
- Create trip schedules in Gideons in line with the Distribution Plan generated as per customer orders provided by the CSD and make invoices for supply of gas.
- Maintain the upkeep of Hand held sets (GTS scanning equipment).
- Ensuring and validation of the cylinder loaded in the trucks as per trip (products assigned).
- Upload the trip details into the Hand held set provided to drivers before the trip starts.
- Handover the shipping documents (Hand held set, Invoices and permits) to the driving personnel and give him delivery instructions on customer’s location, delivery date and time, customer’s premises.
- Making sure the driver has done correct scanning in the GTS handheld.
- Provide training to the drivers time to time on Handheld device handling.
- Downloading the trip details from the Hand held set (provided to drivers) after the trip ending. Validation of trip details.
- Submission of Invoice to the accounts within before the end of Month for payments, in absence of Distribution Incharge.
- Ensure timely dispatch of invoices to the correct addresses of customers for timely payments (If any).
- Maintain record of all Dispatch and Delivery related documents at designated place for future reference and audit purpose.
- Closely track the movement of vehicles through the Vehicle Tracking System to ensure that they reach customers’ sites in time and to improve the vehicle turnaround.
- Coordinate with Customer Service and Sales for timely release of the transport trucks at customer ends.
- Coordinate with CSD and Sales team to strictly follow FFE at product level.
- Prepare and deliver daily dispatch report and daily trip debrief report to the concerned.
- Coordinate between plant for primary distribution and from depo for secondary distribution and for depo Distribution Officer will maintain sufficient stock of cylinders in depot for deliveries to customers
- For Depot
- Drive/keep arrangement for forklift/hydra for loading and unloading of cylinders from/to transport trucks.
- Day to day admin management of SCM related work/depo