Job Description

1. Job Purpose

The Deputy Manager Planning & Contracts is responsible for planning, scheduling, and preparing maintenance work packages to ensure safe, efficient, and reliable plant operations. The role involves coordinating preventive, corrective, and turnaround maintenance activities, managing SAP work orders, monitoring material availability, and supporting maintenance execution through effective planning and resource management. The position works closely with Operations, Reliability, Integrity, Procurement, and Maintenance Teams to optimize asset performance and minimize downtime. To manage and optimize indirect procurement, service contracts, and scrap revenue streams, ensuring cost efficiency, compliance, and operational continuity across the organization.

1. Key Accountabilities & Performance Indicators

Description

Performance Indicators

Performance Indicators

HSE

• Compliance to Site safety Audits as per plan issued by safety section including PSM/OHIH/ESM
• Promote safe practices and continuous improvement initiatives
• Reviews accident reports and follows up (with first-line supervisors) on corrective and preventive action.
• Coordination with contracts for contractor safety management

TRIR

LI score

D-Level Score

Plant Operations

• Steward compliance with PM Plans.
• Based on equipment / plant condition update and modify PM Plans
• Develop and monitor departmental KPIs indicative of performance as per business need / requirement of management and user.
• Identify improvement need in existing systems and processes and develop plans to achieve set target.
• Highlighting various issues, ideas, accomplishments through Plant Reviews and put them into workable plans.
• Planning budget development and stewarding against expenditure - Cost Control.

Turnaround / Shutdown KPI

SAP KPI

Site contracts Administration

• Develop and implement contract management procedures.
• Suggest and implement changes in contract management procedures to improve control and efficacy.
• Pre-qualification of contractors to ensure healthy resource pool
• Perform the entire contract cycle for site related services contracts i.e. from preparation of ITB to close of contract and settlement of dues
• Contract Administration: Overview and approve as per LOA entire process from bid document development – bidding process – review of bids – preparation of contract – review with legal – issuance of contract – close of contract.
• Monitoring of Contractor performance as per KPIs
• Implement Contract Reward and Reprimand process in line with terms and conditions of the contract
• Contractor development including trainings, audit and engagement
• Labor Law Compliance across all contracts in planning scope.
• Conformance to statuary requirement(s) pertaining to contract administration.
• Handling of all service related requisition at plant
• Ensure service is taken from pre-qualified contractor at best price, right time and as per requirements of user.
• Engage with contractor and user continuously to review performance as per contract terms and condition.

Turnaround Planning

• Update list of all jobs that require shutdown of plant / equipment (Green List Management)
• Keep track of jobs that will drive outage at Plant(s). Ensure they remain in focus and all resources required to attend the same are being arranged.
• Develop shutdown / TA strategy in line with corporate plan and site condition and discuss with management and all interfaces for concurrence.
• Ensure scope is agreed by execution section and operations to ensure clarity and avoid wastage of resources
• Develop timeline for execution.
• Issue TA package tailored for needs of respective interface highlighting jobs to be performed, resource requirement, shift timings and all possible detailed required for smooth execution of the TA / SD.
• Develop TA / SD organization structure to ensure adequate coverage of all jobs
• Identify gaps in TA / SD organization structure and fill gaps by arranging resources from affiliates and neighbouring industries on loan basis.
• Arrange resources (Labor / Non Labor) required to execute the identified scope. Ensure resources are made available in the right time, cost and are of desired skill / quality.
• Develop manpower loading charts to ensure adequate manpower at site with respect to job requirement.
• Coordinate with admin for transport, boarding & lodging, food and other admin services required during outage.
• Arrange admin facilities for additional manpower mobilized.
• Monitor and report shift wise progress during execution. Prepare look ahead reports with analysis of critical jobs and focus areas based on pace of execution.
• Capture learning by preparing close out report and designing and conducting critique session.

People Development

• Ensure people & self-skill development through various trainings.

Budget

• Monitoring and ensure 100% compliance against planned TA budget.
• Departmental Fixed Cost budget closure within approved targets.

Approved funds compliance

1. Frameworks, Boundaries and Decision-Making Authority:

Own Decisions (Types of decisions the incumbent can make)

1. Authorize P stream to carry out assigned tasks
2. Adhere to team's administrative problem, leave approval and motivational aspects
3. Problem resolution related to contract administration and coordination with contracts department.

Types of decisions referred to higher authority or decisions which are controlled by policy.

1. Approval of PO/CROs worth 1 million
2. Stewardship of Shutdown Master Job list
3. Stewardship of active contracts
4. Communication and Working Relationships

HSE: Timely closure of assigned reports, recommendations, and guidance for safety related matters

With admin for contract workers related issues such as invoice processing, communication related to labor department requirements etc

With warehouse for management of shutdown jobs spares and materials.

With contracts section for the approval of PO/Contracts as per LOAM.

With maintenance units for PMs/CMs and Job List related issues, Turnarounds and Contracts.

1. Key Challenges
2. Managing a team member from different cultural, geographical and ethnic backgrounds
3. Coaching, guiding, counseling & motivating subordinates.
4. Skill development of Planning officers, Services & contracts officers, junior engineers.
5. Ensuring proper documentation of PMs, CMs, Active contracts, TA Job List, TA data history and record.
6. On the job & off the job training.
7. SAP compliance
8. Time Management
9. Knowledge, Skills & Abilities, Experience [KSAE] required

The incumbent must have sound technical knowledge of TA planning, job scheduling, contracts, contractor management.

The individual should have strong analytical skills, well versed with software like MS office etc. along with leadership skills, conflict resolution capability, working under pressure, problem solving skills, teamwork skills, resilience and multi-tasking abilities.

Skills / Abilities & Key Knowledge Areas

Must-have Leadership Competencies

(Identify min 3 where Advance level is needed)

1. Putting People First (Advanced)
2. Collaborates Openly: (Advanced)
3. Acts with Ownership: (Advanced)
4. Encourage Innovation and Changes: (Advanced)

Must-Have Technical / Functional Skills)

1. Plant Maintenance Planning
2. Turnaround Planning and Management
3. Contractor Management.
4. Contracts Management.
5. Purchase Orders/CROs management.
6. Experience & Education (& Technical Qualifications if applicable)

Professional Experience

(Must mention relevant)

4 to 7 years

Education & Technical Qualifications*

(List must-haves & preferable)

Bachelor of Engineering, Preferable mechanical.