Job Description

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.