This role is to ensure documents are properly filed, indexed ad achieved both electronic and physical. Responsible to receive, verify for completeness of all incoming / outgoing correspondences and send it to respective categories for verification/ initial and distribution.
The role-holder is required to promote, follow, and ensure fulfilment of the relevant requirements of Client's Occupational Health & Safety, Environment, Energy and Quality system and standards.
Management Systems:
- Awareness of Integrated Management Systems (Quality; Environment;
- Occupational Health & Safety; Responsible Care; & Energy Management Systems and IFA Product Stewardship)
- Comply with all the relevant policies and procedures of Integrated Management Systems.
- Ensure that and Commercial Division requirements take the highest. priority and actively implemented in Procurement and Sourcing day to day activities.
- Maintain and control procurement and sourcing documents such as Contracts and Agreements, Supplier correspondence.
- Implement and manage document control systems (SharePoint, ERP, SAP etc)
Maintain document registers and logs.
Managing Activities
Document Management & Compliance:
- Ensure compliance with all relevant Procedures.
- Manage receipt, verification, stamping, registration, distribution, and safekeeping of all procurement and sourcing related correspondences, drawings, and technical documents.
- Track document approval workflows and ensure proper authorization.
Registers & Tracking:
- Maintain document registers on the Commercial Division Server and IT Tracking tool.
Issue weekly follow-up reports on outstanding actions.
Coordination & Support:
- Coordinate with document originators and end user personnel to ensure timely return and proper handling of documents.
- Provide assistance to document control users, manage borrowing/return of records, and supply required copies to the project team.
- Support the team in ensuring Procurement and Sourcing documents/reports are properly filed and distributed.
EDUCATIONAL QUALIFICATION & EXPERIENCE:
- Bachelor’s Degree.
- Professional Certification (Please specify).
Document Controller shall possess 5 years minimum relevant work experience out of which 3-5 years shall be in similar capacity in Procurement and Sourcing or Projects.