Document Controller-Procurement Data Center
Ejwe Cx · UAE
Key Responsibilities
Procurement Document Control
- Receive, register, classify, distribute, file, and archive procurement documents.
- Maintain an organized electronic and physical filing system for procurement records.
- Ensure procurement records can be retrieved quickly for operational, management, finance, or audit requirements.
Purchase Requisition and Purchase Order Documentation
- Maintain complete records of Purchase Requisitions (PRs) and Purchase Orders (POs).
- Register and track PR and PO documentation from initiation through completion.
- Maintain records of PO amendments, revisions, cancellations, and supporting correspondence.
RFQ, Quotation and Supplier Documentation
- Control and maintain Request for Quotation (RFQ) documentation.
- Register and organize quotations received from suppliers.
- Maintain quotation comparison documents and supporting commercial documentation.
- File procurement correspondence relating to RFQs, technical/commercial clarification, and supplier submissions.
Contract and Agreement Document Control
- Maintain procurement-related contracts, agreements, purchase orders, amendments, and associated documentation.
- Maintain contract and agreement registers where applicable.
- Track expiry dates and documentation requirements for procurement contracts and supplier agreements.
Delivery and Receiving Documentation
- Maintain records of Delivery Notes (DNs), Goods Received Notes (GRNs), packing lists, shipping documents, and other receiving records.
- Match delivery documentation with the relevant Purchase Order when required.
- Coordinate with Procurement, suppliers, logistics, warehouse, or Data Center teams regarding document discrepancies.
Invoice and Payment Documentation
- Receive, record, and maintain supplier invoice documentation.
- Ensure invoices are filed with the appropriate PO and supporting documentation.
- Follow up on missing supporting documents, approvals, delivery notes, or other information.
- Coordinate documentation between Procurement, Finance, suppliers, and requesting departments.
Document Quality and Compliance
- Review received documents for completeness before registration and filing.
- Check document numbers, dates, references, approvals, and other required information.
- Identify incomplete, incorrectly referenced, duplicated, or missing documentation.
- Ensure confidential and commercially sensitive information is handled appropriately.
Audit and Reporting Support
- Prepare procurement documentation for internal and external audits when required.
- Retrieve requested PRs, POs, quotations, approvals, contracts, invoices, and supporting records.
- Provide information regarding missing, pending, completed, and archived documents.
Minimum Qualification
- Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain, Logistics, or a related discipline.
Minimum Experience
- 5-7 years of experience in Document Control.
- Previous administrative, procurement, purchasing, supply chain, or Data Center support experience is a strong advantage.
- Good knowledge of procurement documentation and purchasing processes.
- Strong computer skills, particularly Microsoft Office.