SIMBA LOGISTIC EQUIPMENT SUPPLY LTD
OPERATIONS DEPARTMENT
OPERATIONS PROCEDURES MANUAL
SLES/IMS/OPR/11
Document Approval
Designation Signature
Authorized By: Managing Director
SHEQ Manager
Controlled By:
Document status
Revision Number: 01 Revision Date: 05.10.2021
Circulation List
Copy no. Copy Holder
1. HoD
2.
3.
4.
5.
6.
7.
Amendment Sheet
Issue/ Subject of amendments Reviewed by Authorized by Date
Revision
Number
Name Sign Name Sign
TABLE OF CONTENTS
Circulation List ................................................................................................................................................................... 1
Amendment Sheet ....................................................................................................................................................... 2
1.0 GENERAL ................................................................................................................................................................. 4
1.1 Purpose ...................................................................................................................................................................... 4
1.2 Scope ........................................................................................................................................................................... 4
1.3 Definitions ................................................................................................................................................................. 4
1.4 Cross-Reference ..................................................................................................................................................... 4
1.5 Ownership................................................................................................................................................................. 4
1.6 Distribution .............................................................................................................................................................. 5
2.1 Description of Processes ................................................................................................................................... 6
2.2 Process Map for Fuel Transport - Loading and Offloading
………………………………………………………... 7
2.2 Process Map for Fuel & Cargo Transport -Loading and Offloading ............................................ 7
2.5 Master List of Documents............................................................................................................................... 13
1.0 GENERAL
1.1 Purpose
The purpose of this document is to define specific procedures to be followed at SLES
Ltd Operations department to ensure maximum effectiveness and efficiency.
1.2 Scope
The documented procedures shall be applied to all the day to day operations of
Fuel/Dry cargo transport, loading and off Loading including Fleet Management
(Operation) to ensure consistency, continued suitability and effectiveness of service
delivery from the department to its customers.
1.3 Definitions
The following selected terms & definitions are provided to ensure a uniform
understanding as used in this operations procedure at SLES.
SLES - SLES Limited
SHEQ -This term shall refer to Safety Health Environment & Quality Manager
DEPT -This term shall refer to Department
MD - This term shall refer to Managing Director
1.4 Cross-Reference
Quality Management System Manual
SLES /QSP/QM/02
Quality Management System procedure for document and Record control
SLES /IMS/DCR/03
Quality Management System procedure for Management Review Meeting
SLES /IMS/MRM/04
Quality Management System procedure for internal quality audits
SLES /IMS/IQA/05
Quality Management System procedure for nonconforming services/products
SLES /IMS/NC/06
Quality system procedure for Corrective and preventive Action
SLES /IMS/CA-PA/07
Departmental Standard Operating Procedures
1.5 Ownership
This document and record control shall be owned by Management Representative and
Heads of Departments for effective implementation.
1.6 Distribution
This procedure shall be made available in both hard and soft copy PDF format to all staff
and all Heads of Departments. Only the Management Representative has the right to
make changes and or amendments on the document.
2.0 PROCESSES
2.1 Description of Processes
OPERATIONS
DEPARTMENT
FUEL & CARGO PPE
TRANSPORT
ISSUEANCE
2.2 Process Map for Fuel Transport - Loading and Offloading
Process Map for Fuel Transport -Loading and Offloading
Client Operation Driver Dispatch Clerk
Start Order
Email Notification
Request Truck for Shipment Vehicle Assement
fuel Transport Identify Truck and Documents and Authorize Driver
send order to client to Pick Order
Order
Fuel Loading and
Sign Shipment
Delivery Note
Prepare Truck
documentation
Collect Shipment
Documents and
Transport Fuel
Offloading
Delivery Documents Conduct Daily
Inspection of Truck
Delivery ok? Communicate Loss
No and recover from
Yes
allowance.
Update Flip Chart
Data Manager
Start
Phase
2.2 Process Map for Fuel & Cargo Transport -Loading and Offloading
2.2.1.1 The operations manager shall receive an email request from the client for truck from
SLES LTD.
2.2.1.2 The operations manager shall respond to the email and prepare an order back to the
client.
NB: This order shall have vehicle number, name of driver, tank/cargo capacity,
destination and product type which could be PMS, AGO or Jet and all dry cargo. The
same order shall be sent to the dispatch clerk.
2.2.1.3 Based on this order, the client shall prepare vehicle shipment documentation for
transit; these shall include, in transit product shipment (delivery note), TRA and truck
movement sheet.
2.2.1.4 The dispatch clerk shall receive order from the operations manager, and conduct a
vehicle inspection in readiness for fuel loading. This inspection shall involve assessment
on:
I. Quality of Truck and Tank
II. Tyre status/Truck liability
III. Validity of Driver’s license
IV. Lights and Brakes
V. Battery and cut off switch and Ignition
VI. Vehicle Legal documents (licenses and Insurances etc.)
2.2.1.3 If satisfactory, the dispatch clerk shall then authorize driver to pick up order at the
clients deport. For fuel, each truck shall have a flip chart with Government of Tanzania
Calibrated Dip sticks. This shall help in loading confirmation at clients deport in Dar es
Salam. Once loading has been done, the driver shall confirm all details and sign on
shipment delivery note.
2.2.1.4 The driver shall indicate loading capacity for each compartment, get a loading order
from client (shipment delivery note) and take truck to filling at gantry. Driver shall
ensure that fill sealing’s for each compartment are done.
2.2.1.5 If not satisfactory, the dispatch clerk shall return the vehicle to the operations manager
for necessary action as may be required.
2.2.1.6 The dispatch clerk shall ensure that at the clients deport, the fuel/dry cargo loading
order of already loaded trucks is filled by the client. This shall have details of:
I. Destination
II. Type of Product
III. Vessels
IV. Truck Number
V. Quantity in Litres/ Items
VI. At 20c
VII. Drivers Name
2.2.1.7 The driver shall collect all shipment documents from the clients deport in Dar es Salam
and transport fuel/dry cargo to the required destination.
NB: On daily basis, the driver shall conduct daily vehicle inspection of the status of his
truck and record.
2.2.1.8 Upon arrival at the destination, the driver shall provide shipment documents (Delivery
Note) and in the presence of the client conduct inspection of seals and thereafter
conduct dipping and confirm fuel before offloading.
2.2.1.9 The driver shall sign on the inspection report and ensure that the client note all aspects
of the delivery in quantity and quality.
2.2.1.10 The driver shall carry with him all delivery documents as evidence of delivery
back to the fleet manager. These shall compose of Fuel/dry cargo delivery inspection
report, product receipt log, Delivery note and TRA documentations, log book for
millage, daily vehicle inspection reports and any other trip reports.
NB: From these documentations any truck breakdown or need for service, the fleet
manager shall communicate to the workshop manager for action.
2.2.1.11 The fleet manager shall check on the delivery documents for any anomalies.
NB: For fuel loss, client shall have recorded and billed SLES LTD as appropriately;
however this loss shall be accounted by the driver upon return back from the trip.
Driver shall give explanation, and if fit, he shall be deducted from his trip allowance to
recover for the value of the lost fuel.
2.2.1.12 Fleet Manager shall then update in soft flip chart data manager all the
information from the trip on the delivery documents.
2.2.1.13 The fleet manager shall share flip chart data management with all HODs, and
submit to finance who in turn shall make follow up of all payments for fuel delivered.
NB: For Lubrication transport, the client shall send documents to Operations through a
clearing agent who shall request for vehicles clearance documentation (driver’s license
and passport, vehicle license).
Responsibility Matrix for Fuel/Cargo Transport -Loading and Offloading
Activity 1 2 3 4 Documents Records
Request For Truck x Email Email
Prepare An Order x Order Order
Prepare Vehicle x Transit Product Transit Product
Shipment Shipment, Delivery Shipment, Delivery
Documentation Note), TRA and Truck Note), TRA and Truck
Movement Sheet Movement Sheet
Vehicle Inspection x Vehicle Inspection Sheet Vehicle Inspection Sheet
Fuel Loading x x Calibrated Flip chart, Calibrated Flip chart,
Delivery Note, Loading Delivery Note, Note,
Order Loading Order
Fuel Transport on the x Daily truck Inspection Daily truck Inspection
road Report Report
Fuel Offloading x x Delivery Note, Delivery Delivery Note, Delivery
Inspection report Inspection report
Record Fuel Transport x Flip Chart Data Flip Chart Data
Manager Manager
KEY
1. Client
2. Operation Manager
3. Driver
4. Dispatch Clerk
2.4 Process Map for PPE Issuance
Process Map for PPE Issuance
User Department Fleet Cordinator Stores Clerk
Start Start
Stock PPE
requirements for
ZHP
Raise Need for PPE
PPE requirement
Approved PPE
Approve Request
End
PPE Enforce with PPE Issue and Record in
policy PPE issue book. Sign
Phase
2.4.1 Main Steps for PPE Issuance
2.4.1.1 At least every six months, the Fleet manager shall assess the need for more PPEs and
raise a requisition as may apply.
NB: These PPE shall include; Boots, Goggles, Helmet, Gloves, Three way belts,
Masks and Reflector jackets.
Upon receipt of the requested PPEs, the SHE manager shall verify and confirm their
suitability and submit an acceptance note to the purchasing officer.
2.4.1.2 Once the PPEs are purchased, the stores clerk shall receive and record in the issuance
registrar.
Responsibility Matrix for PPE Issuance
Activity 1 2 3 Documents Records
Identify Need for PPE x PPE issue form PPE issue form
Issuance of PPEs x x x PPE issuance Register PPE issuance Register
KEY
1. User Department
2. Fleet Manager
3. Store Clerk
2.5 Master List of Documents
S/No. Document/Record Title Ref. No. Rev Effective
NO. Date
1 Daily Vehicle Inspection Report SLES/OPR/F/01 00 July 2019
2 Fue/Cargol Loading Order SLES/OPR/F/02 00 July 2019
3 PPE Issuance Form SLES/OPR/F/03 00 July 2019
