Position Title: Senior Scheduler (Scheduling)
Department: Operations - Maintenance
Reports To: Senior Manager
Employment Term: Full Term
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Job Purpose
The Senior Scheduler is responsible for developing the Integrated Activity Plan (IAP) covering long-term, medium-term, and short-term plans, and for scheduling all maintenance, shutdown, and turnaround work within BFI. The position aligns and schedules all planned activities to meet required deadlines while optimising resource utilisation and equipment availability, and confirms that scheduled work is executable with materials, services, and manpower in place. The position also acts as the assigned focal point for allocated service contracts, guides and reviews the work of the Scheduler, and supports effective management of maintenance scheduling activities within SAP PM.
ACCOUNTABILITIES
- Develop and maintain the multi-year Integrated Shutdown Plan and the annual Integrated Activity Plan (IAP).
- Own the master maintenance schedule for all maintenance, shutdown, and turnaround work orders.
- Deliver feasible, executable daily, weekly, and monthly maintenance schedules with materials, services, manpower, and equipment availability confirmed.
- Own maintenance backlog management and prioritisation for planning and scheduling.
- Own turnaround scope gathering, consolidation, optimisation, and change control after scope freeze.
- Develop and control the integrated turnaround schedule and drive it toward the minimum achievable duration.
- Act as the assigned focal point for the allocated service contracts and administer them within the agreed scope, rates, and terms.
- Own purchase order issuance, service entry confirmation, and invoice validation for the allocated service contracts.
- Coordinate with BRE and BFI Contractor on manpower availability, mobilisation, and schedule commitments.
- Report schedule compliance, backlog, resource utilisation, and contract KPIs.
- Drive SAP scheduling continuous improvement and UAT within the scheduling scope.
- Deliver turnaround and shutdown closeout reporting and lessons learned.
- Guide and review the work of the Scheduler.
RESPONSIBILITIES
Integrated planning and scheduling
- Develop and maintain a comprehensive 6-year Integrated Shutdown Plan.
- Integrate departmental annual plans to create an annual Integrated Activity Plan (IAP), encompassing maintenance major repairs, inspection plans, catalyst replacement plans, major overhaul plans, and shutdown plans.
- Create a master schedule from SAP work orders and operations for preventive and predictive maintenance, aligning activities to minimise equipment downtime and maximise resource utilisation.
- Align maintenance activities with the Operations equipment switch-over plan to establish agreed equipment availability windows, and confirm that maintenance activities are executed in accordance with the agreed availability.
- Develop maintenance schedules based on SAP work orders and Operations requirements, ensuring alignment with equipment availability, priorities, and planned operational activities.
- Schedule and control all maintenance order types across their full life cycle, including shutdown and turnaround orders.
- Facilitate weekly maintenance scheduling meetings and collaborate with Maintenance Planners and relevant stakeholders to develop and issue feasible, executable work schedules, with materials, services, manpower, and other required resources confirmed and available.
- Coordinate with relevant stakeholders to agree resource capacity, equipment availability, operational timeframes, and execution commitments, so that maintenance activities are realistically scheduled.
- Facilitate Maintenance Coordination Meetings (MCM) to establish well-defined maintenance notification work scopes through collaboration with maintenance, operations, and other stakeholders.
- Maintain and manage the maintenance backlog, including its prioritisation for planning and scheduling.
- Schedule the repair, maintenance, and installation of machines, tools, and equipment to maintain continuous production by Operations.
- Coordinate with BRE on contractor manpower availability, mobilisation, and schedule commitments, and report schedule performance by contractor.
Shutdown and turnaround scheduling
- Plan and coordinate major equipment shutdowns and turnarounds, ensuring the efficient completion of all maintenance activities in accordance with procedures.
- Participate in and provide planning and scheduling expertise to Turnaround/Shutdown task forces throughout shutdown preparation and planning.
- Coordinate and facilitate the turnaround scope gathering process, engaging Maintenance, Operations, Inspection, Reliability, Engineering, Projects, and other relevant stakeholders to identify and submit proposed turnaround activities.
- Consolidate and maintain the overall Turnaround (TA) scope, integrating relevant SAP maintenance work orders with stakeholder inputs, and ensuring the scope is complete, accurate, traceable, and aligned with approved maintenance and operational requirements.
- Facilitate scope validation, prioritisation, and optimisation workshops with relevant stakeholders to assess proposed activities against operational requirements, equipment criticality, risk, resource constraints, and shutdown objectives, and establish an optimised turnaround scope.
- Coordinate with the Turnaround/Shutdown Manager to review and finalise the optimised turnaround scope, facilitate management review and approval, and establish the approved scope as the basis for detailed turnaround planning and scheduling.
- Following scope freeze, control and manage scope changes in accordance with the approved Turnaround Scope Management Process, ensuring that changes are assessed, justified, prioritised, approved, documented, and incorporated into the turnaround plan.
- Develop the integrated turnaround schedule, ensure schedule logic is accurate, and drive the schedule toward the minimum achievable duration.
- Develop and maintain summary level schedule reports, including Gantt charts, milestone charts, and analysis of critical paths and constraints.
- Facilitate post-turnaround and post-shutdown lessons-learned workshops with relevant stakeholders to capture key learnings, identify improvement opportunities, and establish recommendations for future turnaround events.
- Prepare and issue a comprehensive Turnaround/Shutdown closeout report, consolidating inputs from all relevant stakeholders and documenting scope performance, schedule performance, key outcomes, lessons learned, and recommendations for future improvements.
- Evaluate shutdown variance and make recommendations for improvement and key learnings.
Service contract administration
- Act as the assigned focal point and hold day-to-day responsibility for the allocated service contract, administering it within the agreed scope, rates and terms, and escalating deviations to the Maintenance Sr. Manager.
- Maintain the complete contract file (contract, correspondence, approvals, variations, PRs, POs, invoices, performance records) as a full audit trail, and keep the maintenance contracts register current.
- Coordinate contractor mobilisation and demobilisation against contract requirements.
- Verify contractor timesheet and claim submissions against work performed and contract terms before acceptance.
- Issue and update Purchase Orders to reflect correct scope, quantities, rates and validity.
- Confirm completed services in SAP through Service Entry Sheets, supported by verified evidence.
- Validate contractor invoices against the contract, the PO and confirmed service entries, and return non-compliant claims with documented reasons.
- Track committed and actual expenditure against contract value and remaining ceiling, forecast spend and flag projected overruns.
- Monitor contractor performance against the contract.
- Assess variation requests for technical justification and cost impact, prepare variation documentation in the required format, and route for approval.
- Investigate invoice and claim disputes, document findings and drive resolution.
- Monitor and report contract KPIs against agreed targets, and report contract status, cost position and open issues to the Maintenance Sr. Manager.
- Track contract expiry and remaining value, trigger renewal or re-tender in time to avoid a service gap, capture lessons learned, and complete contract close-out and PO closure.
Cost management
- Assist in developing and managing the maintenance budget, identify cost-saving opportunities, and propose improvements in maintenance processes to reduce expenses.
- Support cost control by monitoring schedule-driven resource and contractor expenditure and reporting variances.
SAP master data and system improvement
- Maintain accurate and up-to-date information on tools and machines within SAP PM.
- Lead SAP scheduling continuous improvement: identify gaps, prepare enhancement proposals, and perform User Acceptance Testing (UAT) when required.
Reporting, people and HSE
- Monitor and report maintenance performance metrics and develop ad-hoc reports to assess and improve maintenance operations, including daily and weekly schedule compliance, overdue work orders, preventive maintenance compliance, backlog (4-week and man-hour), and resource utilisation.
- Create a visual maintenance schedule and generate reports to evaluate plant work, completeness and accuracy, backlog and workload, trends, and improvement opportunities.
- Guide and review the work of the Scheduler and support on-the-job development.
- Ensure that scheduled work adheres to safety regulations and environmental standards, including those set by the Safety, Health, and Environment National Authority (SHENA) and Process Safety Management (PSM).
Qualification
- A bachelor’s degree in engineering, preferably mechanical engineering, or a related engineering discipline.
Experience
Minimum of 6 years’ relevant experience in:
- Maintenance planning and scheduling within the ammonia and urea production industry, or in refinery, petrochemical, oil and gas, or similar process plants, preferably in a leadership or supervisory role.
- Scheduling shutdown and turnaround work, including integrated schedule development, critical path analysis, resource loading, and progress monitoring.
- Preparing and administering maintenance service contracts, including purchase order and service entry management, invoice validation, and variation control.
- Using SAP PM in a maintenance scheduling role, including work orders and operations, order life cycle, maintenance plans, task lists, and scheduling and capacity planning functions.
Job specific Skill
(Key functional, leadership, or business skills required)
- Strong knowledge of maintenance scheduling and work management, including work order flow, scheduling horizons, resource loading, capacity planning, schedule compliance, and backlog management.
- Clear understanding of planning and scheduling fundamentals, including critical path method (CPM), forward and backward pass calculations, float and slack, resource levelling, and schedule optimisation.
- Good knowledge of shutdown and turnaround scheduling, including scope gathering, scope freeze and change control, work-list development, resource loading, integrated schedule development, progress monitoring, and closeout reporting.
- Ability to develop and maintain long-term, medium-term, and short-term integrated activity plans, including multi-year integrated shutdown plans.
- Good knowledge of production processes in ammonia, urea, utilities, and product handling.
- Knowledge of production equipment fundamentals, including mechanical, electrical, instrumentation, and refrigeration equipment, and part types and uses.
- Good knowledge of plant documents such as P&IDs, equipment data sheets, standard operating procedures, safety data sheets, maintenance manuals, engineering drawings, and plot plans.
- Proficiency in SAP PM, including maintenance notifications and orders, order operations, order life cycle, maintenance plans, task lists, equipment and functional locations, and scheduling and capacity planning functions.
- Proficiency in Microsoft Project, Primavera P6, or equivalent planning tools to support turnarounds, shutdowns, and major maintenance activities.
- Ability to coordinate scheduling with Operations, Maintenance, Inspection, Reliability, E&I, Projects, Procurement, contractors, and vendors to ensure safe and efficient execution.
- Good knowledge of contractor and vendor management, including scope development, technical clarification, tender evaluation, contract administration, service verification, and variation control.
- Good working knowledge of service contract administration, including purchase order management, service entry sheets, invoice validation, expenditure and ceiling tracking, variation control, contract KPI monitoring, and contract close-out.
- Good working knowledge of maintenance cost estimation, budget tracking, and cost control.
- Strong analytical and problem-solving skills, with the ability to review schedule performance, maintenance data, backlog trends, and execution history to identify constraints and improvement opportunities.
- Proficiency in Microsoft Excel, Word, and PowerPoint for schedules, cost analysis, reports, dashboards, presentations, and management reporting.
- Working knowledge of Microsoft Power BI or equivalent data-analysis and visualisation tools for maintenance, schedule, cost, and performance analysis.
- Good understanding of process and mechanical safety requirements, including Permit-to-Work (PTW), Job Safety Analysis (JSA), risk assessment, Lockout/Tagout (LOTO), confined-space entry, lifting and rigging, pressure systems, PPE, and environmental requirements.
- Strong planning, coordination, communication, prioritisation, and decision-making skills, with the ability to manage multiple maintenance workstreams and competing priorities.
- Ability to facilitate scheduling meetings, coordination meetings, scope workshops, and lessons-learned workshops with cross-functional stakeholders.
- Ability to provide scheduling guidance and support to schedulers, planners, engineers, supervisors, and maintenance personnel, and to promote effective maintenance work management practices.
- Ability to identify opportunities for schedule optimisation, resource utilisation improvement, cost reduction, and improved equipment availability.
Competencies
- Strong analytical and problem-solving skills to identify and address scheduling, resource, cost, and contract issues.
- Effective organisational skills to manage complex schedules, work orders, resources, and contract activities concurrently, considering the critical nature of production equipment.
- Interpersonal and collaboration skills to guide and develop schedulers and to work with contractors and cross-functional teams, including Operations, Maintenance, Inspection, Reliability, Projects, and Procurement.
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CLOSING DATE: Monday, 21 September 2026
EXPECTED ON-SEAT: Q4 2026