Document Controller-Procurement Data Center
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.