Head - Laboratory

Job Description for 

Head Laboratory

Document Number

NAYA-HR-LAB-JD-04

Version  / Revision

01 / 02

Date

28 / AUG / 2024

Prepared by

System Coordinator 

Reviewed by

Area Manager

Approved by

HOD

AMENDMENT DETAILS

Date

dd.mm.yyyy

Revised Procedure 

NAYA-HR-LAB-JD-04

Revised Procedure 

NAYA-HR-LAB-JD-04

Revised Procedure 

NAYA-HR-LAB-JD-04

Revised Procedure 

NAYA-HR-LAB-JD-04

Revised Procedure 

NAYA-HR-LAB-JD-04

1. JOB PURPOSE 

1. ORGANISATIONAL CHART

1. RESPONSIBILITIES

RESPONSIBILITIES

ACTIVITIES

QUALITY MANAGEMENT SYSTEM

Team Management: To achieve the team's objectives and continue to do so over time. 

Authority: Enforcing, decisions made in Work Permits Issued.

• To define the role clarity for all the positions.
• To define the performance contract for the identified positions & conduct Reviews, recognize & reward based on the performance.
• Overall Incharge and management of all QA/QC activities and resource management.
• To ensure compliance to safety and ensure zero LTI in the dept.
• To manage and ensure round the clock QA/QC analytical support to all operating plants viz., CDU, VDU, CDU-2, FCC, DHDS, HMU Mini, HMU-1, NHT, CCR, ISOM, DHDT, DCU, VGOMHC, SRU, Utility, ETP, Environment, CPP, PP, plant shutdowns and troubleshooting. Also provide support to COT, PIT, Marketing/dispatch, retail outlets and others.
• Identify GRM boosting projects and provide continuous guidance and advice to Area managers and ensure completion of projects.
• To define and approve roles and responsibilities of all QA/QC personnel and ensure smooth support to customers.
• Learning & Development of team.

Planning & Budgeting: To define a business plan that satisfies short and long term business goals.

Authority: To correct any deviations in the process with respect to analytical requirements.

• Opex budget: Planning, preparation, procurement, monitoring, review and control.
• Capex Budget: Planning, preparation, technical evaluation, procurement, review and control.
• Manpower: Recruitment and man management.
• Short term and long-term goal setting for department
• Planning to cope up with possible attrition.
• Attend and present MPR, Capex, Opex to the management.
• Target setting and planning to achieve it.
• Planning and implementing cost saving measures.

• Overall responsible for achieving safety, RIMS, NABL, LIMs, training, handle of internal & external audits. 
• Proficiency testing, In-house competency monitoring of personnel. 

Management: 

To always ensure achievement of targeted outcomes as efficiently as possible while complying with process design standards & Statutory regulations

• Team building.
• Motivation of team and minimize attrition.
• Ensure Timely & accurately reporting of results.
• Performance monitoring of team.

MIS:  

To enable timely decision making to achieve the business's targets.

• MIS report for management for critical refinery results to concerned officials.

• Attend Refinery monthly safety meeting.
• Lab safety meetings on monthly basis.
• Conduct & coordination of CFA & SSO audits.

"Systems, Policies & Procedures: To be accountable for implementation and improvement of the EMS systems, procedures & policies in respective functional operations.

Authority:  To stop any actions that may lead to violation of environment, safety systems.

• To ensure adherence to all health, safety, and environment systems during all inspection activities.
• Ensure adequate housekeeping of LAB.

• Implementation of department RIMS objectives and achieve the set targets. 

• General awareness on Environment Management System in Refinery Operations.

• Implementation of environment management procedures like Hazardous / Non-Hazardous waste management.

HSEF - Care & Welfare: To achieve safe and healthy workplace.

Authority:  To stop any unsafe job on observation.

• Effective implementation of tenets of operational excellence
• Review of safety audit observations and firm up the course of actions for rectification.
• Nominate team for root cause analysis of incidents & preparation of incident investigation reports.
• Based on recommendations of the Safety audit reports, incident reports & root cause analysis, Initiate MOC to improve safety in operations.

Energy Management Systems ISO 50001:2018

• Awareness about Energy policy, significant energy uses, Energy objectives and Energy Management System (EnMS)
• Review of Objective/Targets, changes in EnPIs, allocation of resources, Management programs and overall Energy performance.

1. KEY CHALLENGES

1. Meet stringent export parameter testing for increased value realisation.
2. Ensure lab readiness for increased marketing, unit expansion requirements and changes in the specifications.
3. Upgradation of facility with latest technology.
4. Ensure 100% reliability and zero% downtime of analytical services.
5. Ensure zero% product failure at customer end.
6. Bench marking lab performance with international lab (ASTM PT program).
7. Maintaining NABL accreditation of laboratory.
8. Manpower competency, Learning & Development.

1. KEY DECISIONS

1. Made by Jobholder:
2. Budget and manpower planning.
3. Selection of equipment / chemicals / spares. 
4. Permissible deviation in finished products.
5. Planning for facility improvement.

1. Recommendations to superior:
2. Future quality parameters of product quality.
3. Possible changes with respect to quality parameters to meet the quality.
4. Suggestion for new test method / instruments.
5. Improvement projects and new products.
6. Requirements of budget, infrastructure, and manpower.

1. INTERACTIONS

1. Internal Interactions:
2. With Technical Services about improvement in unit parameters and other departments on quality issues.
3. With EPS, IST, Safety, Security, IT, Maintenance, Procurement, Learning center, LIMS issues.
4. With Head of Refinery & Head TS & PD for manpower, budget allocation.
5. With individuals for their Learning & Development project.

1. External Interactions:
2. With vendors for evaluating their product offers, technical discussions etc.
3. With customers for quality issue and feedback.
4. With NABL, DGCA, DGAQA and other agencies for Auditing and accreditation.
5. With various vendor for AMC/ maintenance of instruments.
6. With ASTM and other agencies for PT programs.
7. With BIS for test methods and product specification.
8. Peer laboratories.

1. DIMENSIONS

1. Being a financial centre, finalising cost of the testing.
2. Budget (Opex & Capex ), manpower, infrastructure etc.
3. Procurement/Up gradation of analytical equipment.
4. Chemical inventory management.

1. Team Size:   Direct Reports: 2                      Indirect Reports: 67

1. SKILLS & KNOWLEDGE

1. Educational Qualifications & Certifications:

• Minimum M.Sc./B.Sc Chemistry with good working knowledge of Refinery / Petrochemical Laboratory

1. Relevant (Functional/Level) & Total Years of Experience:

• Minimum 25 years of experience in Refinery / Petrochemical Laboratory.
• He should have new lab commissioning and establishing experience.

1. Functional Skills:

• He should have experience of coordination with various functions.
• He should have operational experience of latest sophisticated instruments/ analysers/ equipments.
• He should have experience instruments selection, technical evaluation, and procurement.
• Knowledge of NABL (ISO 17025), QMS, environment, OHS & Energy management systems.

1. Behavioural Skills:

• Leadership
• Communication
• People Management
• Budget management
• Project management
• Problem solving
• Team building
• Customer satisfaction

1. RESPONSIBILITIES

RESPONSIBILITIES

ACTIVITIES

QUALITY MANAGEMENT SYSTEM

Team Management: To achieve the team's objectives and continue to do so over time. 

Authority: Enforcing, decisions made in Work Permits Issued.

• To define the role clarity for all the positions.
• To define the performance contract for the identified positions & conduct Reviews, recognize & reward based on the performance.
• Overall Incharge and management of all QA/QC activities and resource management.
• To ensure compliance to safety and ensure zero LTI in the dept.
• To manage and ensure round the clock QA/QC analytical support to all operating plants viz., CDU, VDU, CDU-2, FCC, DHDS, HMU Mini, HMU-1, NHT, CCR, ISOM, DHDT, DCU, VGOMHC, SRU, Utility, ETP, Environment, CPP, PP, plant shutdowns and troubleshooting. Also provide support to COT, PIT, Marketing/dispatch, retail outlets and others.
• Identify GRM boosting projects and provide continuous guidance and advice to Area managers and ensure completion of projects.
• To define and approve roles and responsibilities of all QA/QC personnel and ensure smooth support to customers.
• Learning & Development of team.

Planning & Budgeting: To define a business plan that satisfies short and long term business goals.

Authority: To correct any deviations in the process with respect to analytical requirements.

• Opex budget: Planning, preparation, procurement, monitoring, review and control.
• Capex Budget: Planning, preparation, technical evaluation, procurement, review and control.
• Manpower: Recruitment and man management.
• Short term and long-term goal setting for department
• Planning to cope up with possible attrition.
• Attend and present MPR, Capex, Opex to the management.
• Target setting and planning to achieve it.
• Planning and implementing cost saving measures.

• Overall responsible for achieving safety, RIMS, NABL, LIMs, training, handle of internal & external audits. 
• Proficiency testing, In-house competency monitoring of personnel. 

Management: 

To always ensure achievement of targeted outcomes as efficiently as possible while complying with process design standards & Statutory regulations

• Team building.
• Motivation of team and minimize attrition.
• Ensure Timely & accurately reporting of results.
• Performance monitoring of team.

MIS:  

To enable timely decision making to achieve the business's targets.

• MIS report for management for critical refinery results to concerned officials.

• Attend Refinery monthly safety meeting.
• Lab safety meetings on monthly basis.
• Conduct & coordination of CFA & SSO audits.

"Systems, Policies & Procedures: To be accountable for implementation and improvement of the EMS systems, procedures & policies in respective functional operations.

Authority:  To stop any actions that may lead to violation of environment, safety systems.

• To ensure adherence to all health, safety, and environment systems during all inspection activities.
• Ensure adequate housekeeping of LAB.

• Implementation of department RIMS objectives and achieve the set targets. 

• General awareness on Environment Management System in Refinery Operations.

• Implementation of environment management procedures like Hazardous / Non-Hazardous waste management.

HSEF - Care & Welfare: To achieve safe and healthy workplace.

Authority:  To stop any unsafe job on observation.

• Effective implementation of tenets of operational excellence
• Review of safety audit observations and firm up the course of actions for rectification.
• Nominate team for root cause analysis of incidents & preparation of incident investigation reports.
• Based on recommendations of the Safety audit reports, incident reports & root cause analysis, Initiate MOC to improve safety in operations.

Energy Management Systems ISO 50001:2018

• Awareness about Energy policy, significant energy uses, Energy objectives and Energy Management System (EnMS)
• Review of Objective/Targets, changes in EnPIs, allocation of resources, Management programs and overall Energy performance.

• Minimum M.Sc./B.Sc Chemistry with good working knowledge of Refinery / Petrochemical Laboratory