Manager, Aviation Operations (NE)

Work Location: Sharjah

About the Role:
Manage aviation refuelling activities (Into-plane operations) and Non-refuelling activities (Depot & Hydrant Operations) along with marketing & business development at all civil airports/air strips within Dubai, Sharjah & Northern Emirates region, ensuring compliance with company procedures, local & international laws, and customer specifications.

Key Accountabilities:

Business Management

• Responsible for preparation of quotations for delivery of additional aviation services. Ensure that services are appropriately delivered, customer invoiced, & payment received.
• Ensure valid credit & carnet customer lists are always available to the airport depot officer.
• Ensure services are delivered only to permitted customers as confirmed by HQ Sales.
• Ensure that monthly posted airport prices are available at all airports for cash sales.
• Ensure timely collection of cash from non-credit customers (any time during 24 hours) and deposit it in the bank. Report to Finance Department. Ensure regular collection of cheques from credit customers and send them to HQ Aviation Sales Division.
• Coordinate with JV partners & represent aviation operations in JV airports.
• Participate in business development & promotion activities.
• Prepare, monitor & control the departmental capital & operating budget.

Into-Plane Operations

• Ensure delivery of into-plane services like aircraft refuelling & defueling to customers as per the prevailing IATA Service Level Agreement and company procedures safely, protecting company & customer assets.
• Ensure that aviation fuels are always delivered to customers as per latest approved specifications:
  • Jet A-1 as per AFQRJOS Checklist and Def Stan 91-91 or ASTM D 1655 latest version.
  • Avgas100LL as per ASTM D-910 or Def Stan 91-90 latest version.
• Ensure a valid refuelling liability insurance certificate for "One" Billion US Dollars is always maintained.
• Estimate sales at all airports within the area of responsibility.
• Ensure adequate resources and personnel allocation to each airport, including preparation of duty rosters.
• Ensure on-time renewal of vehicle registration and renewal & availability of men & material passes.
• Ensure smooth communication between the company and all Airport Authorities.
• Ensure that all airport areas/parking stands are refuelling service compliant as per aircraft type and hydrant & off-hydrant types.

Depot & Hydrant Operations

• Ensure that IATA Recommended stock levels, i.e., Minimum 3 days working stock, are maintained at all airports & coordinate with the refinery to ensure availability of sufficient fuel stock at Aviation fuel depots on a periodic basis.
• Ensure that the stock & financial systems are closed timely.
• Ensure adequate insurance for all assets within the airports.
• Preserve aviation fuel integrity from the point of receipt till delivery to aircraft.
• Ensure all depot & hydrant operations (receipt, handling, delivery, quality control, flushing, hydrant system checks) are per JIG requirements.
• Order vessels/ships as per the demand requirements from all airports.

Quality, Safety, Business, Risk & Compliance Control

• Ensure that all quality checks are performed on time and within the permitted deviation only.
• Ensure compliance with approved procedures, JIG defined frequencies & IATA requirements, raising variance where compliance is not possible.
• Maintain all QMS documents as required by aviation industry legal requirements and dictated protocols.
• Participate in incident investigations & take appropriate action on recommendations.
• Participate in various audits (customer audits, internal audits & compliance inspections).
• Conduct risk assessments (operational, corporate, stand plan, benchmarking, competition, etc.) and take appropriate action on recommendations.
• Participate in Business continuity & Impact analysis.
• Take action as per staff engagement action plan.
• Manage performance of staff and conduct airport emergency response exercises as per procedures.
• Perform on-field task assessments for all operators to ensure safe, reliable and efficient operations while meeting customer needs.
• Ensure proper coordination with the Aviation Maintenance Department for execution of all activities related to approved/scheduled maintenance plans.
• Monitor and control all activities of civil aviation operations concerning product supply, staffing requirements, facilities, equipment, and development of an efficient receipt, storage, and distribution system for aviation fuels. Ensure equipment and delivery/storage of fuels at airports are properly maintained.
• Ensure timely resolution of customer complaints.
• Ensure PTW signatories possess valid authorization for signing permits.
• Ensure all staff at each airport hold valid certificates of competency for tasks performed.
• Ensure regular drug & alcohol tests are conducted for all operators.
• Conduct bi-annual staff performance review meetings.
• Ensure all available refuelling and non-refuelling (both performing & non-performing) assets comply with aviation fuel quality assurance requirements.
• Control incidental costs to operations.
• Accountable for Authorities and Responsibilities Manual compliance.

New Projects, Expansion and Upgradations

• Responsible for upgrading and developing the company’s infrastructure of Aviation fuel depots. Identify and coordinate with Aviation Maintenance, EPD, etc., for modifications and improvements to terminal facilities and review modifications, expansions, and related proposals while coordinating with various departments and statutory bodies during execution.
• Actively involved in operational/technical projects in the aviation operations division and coordinate all related stages to ensure accurate and timely completion.

Complaint Resolution and Customer Relationship Management

• Coordinate with the Aviation Sales Department to meet customer requirements and contact new customers in Fujairah, Sharjah, Ras Al Khaimah, and Al Maktoum, passing leads to the Aviation sales team.
• Visit customers and airport authorities to maintain good relationships. Document customer complaints and ensure resolution to satisfaction.
• Ensure fulfillment of contractual obligations based on the terms of contracts with all customers concerning operations and providing satisfactory service.
• Perform incident investigations for accidents, product losses, or customer complaints, recommending corrective and preventive actions, and submit reports to VP Aviation.
• Ensure aviation fuel products meet international specifications and customer requirements, coordinating with supply sources and laboratories to resolve product quality issues.

Training and Development

• Responsible for implementing all operations training and recommending employees for job-related training. Monitor to ensure that all employees working in aviation fuel depots have undertaken mandatory training, ensuring staff is capable of handling relevant equipment and providing full and satisfactory service to customers.

Quality Audit

• Manage external and internal quality audits conducted by aviation fuel clients, customers, airport operating agencies, and third parties, ensuring all facilities and personnel are compliant with audit requirements and guidelines.

Performance Monitoring, Control and Optimization

• Monitor the budget and continuously review manpower and operating expenses. Regularly review costs of operations at fuel depots and ensure proper resource utilization.
• Initiate analyses of peak and non-peak hours at various aviation fuel depots, utilization of facilities and personnel, and develop and recommend strategies to VP Aviation for optimizing operational costs.

Qualifications, Experience, Knowledge & Skills:

• Bachelor’s Degree in Engineering/Science/Commerce.
• 12 years of experience in managing aviation fuel facilities, hydrant & into-plane operations, including 6 years of managerial responsibilities.