Procurement cum Document Controller

Job Description

Job Title

Procurement cum Document Controller

Reports To: Supply Chain Manager
Location: Qatar
Employment Type: Full-Time

Job Purpose

The Procurement cum Document Controller is responsible for supporting procurement operations through efficient sourcing, purchasing, supplier coordination, and order follow-up while ensuring the effective control, maintenance, and administration of company and procurement-related documents. The role ensures timely procurement of materials, accurate documentation, regulatory compliance, and proper record management to support uninterrupted business operations.

Key Responsibilities

Procurement Responsibilities

• Receive and review purchase requisitions from internal departments.
• Obtain competitive quotations from approved suppliers and evaluate offers based on price, quality, lead time, and commercial terms.
• Prepare, process, and issue Purchase Orders (POs) in accordance with company procurement procedures.
• Coordinate with suppliers regarding order confirmations, delivery schedules, pricing, and product availability.
• Monitor purchase orders and proactively follow up to ensure timely delivery of goods and services.
• Verify supplier invoices against purchase orders, delivery notes, and supporting documents before processing.
• Maintain supplier records, pricing information, procurement history, and approved vendor databases.
• Support vendor performance evaluations and maintain effective supplier relationships.
• Coordinate with warehouse and inventory personnel to monitor stock levels and prevent shortages.
• Assist in sourcing alternative suppliers and negotiating favorable commercial terms when required.
• Prepare procurement reports, purchase summaries, outstanding purchase order reports, and vendor-related documentation.

Document Control Responsibilities

• Maintain, organize, and control procurement-related documents including contracts, purchase orders, quotations, technical data sheets, specifications, certifications, and supplier correspondence.
• Ensure proper document numbering, filing, indexing, retrieval, distribution, and archiving in accordance with company document control procedures.
• Monitor document revisions and maintain accurate document registers and revision histories.
• Control the issuance of controlled documents and ensure only the latest approved versions are available for use.
• Maintain electronic and physical document management systems with high standards of accuracy and confidentiality.
• Support document retrieval requests from internal departments and external stakeholders.
• Ensure compliance with document retention policies and company quality management procedures.
• Prepare document status reports and maintain document tracking logs.
• Assist during internal and external audits by providing procurement and document control records.
• Safeguard confidential procurement information and maintain document security.

General Responsibilities

• Ensure compliance with company procurement policies, procedures, and ethical purchasing practices.
• Support continuous improvement initiatives within procurement and document management processes.
• Maintain accurate records to facilitate reporting, auditing, and operational efficiency.
• Perform additional procurement and administrative duties assigned by management.

Qualifications

• Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Logistics, or a related discipline.
• Professional certification in Procurement or Supply Chain Management is an added advantage.

Experience

• Minimum of 3 years of experience in procurement and document control.
• Previous experience in manufacturing, industrial, automotive, lubricants, or related industries is preferred.
• Experience using ERP systems such as SAP, Oracle, Microsoft Dynamics, or equivalent procurement software.
• Practical knowledge of procurement documentation, inventory coordination, and supplier management.

Technical Skills

• Procurement and purchasing processes.
• Vendor sourcing and supplier relationship management.
• Purchase Order administration.
• ERP/SAP systems.
• Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Electronic Document Management Systems (EDMS).
• Inventory coordination and reporting.
• Procurement reporting and data analysis.
• Record management and document control.

Core Competencies

• Procurement planning and coordination.
• Vendor negotiation and communication.
• Document management and record control.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Analytical and problem-solving skills.
• Effective time management and prioritization.
• Ability to manage multiple tasks simultaneously.
• Confidentiality and integrity.
• Teamwork and collaboration.
• Ability to work under pressure and meet deadlines.

Key Performance Indicators (KPIs)

• Timely processing of purchase requisitions and purchase orders.
• On-time delivery of procurement activities.
• Procurement cost optimization through effective sourcing.
• Accuracy and completeness of procurement documentation.
• Efficient document filing and retrieval.
• Compliance with document control procedures.
• Inventory availability with minimal stock shortages.
• Successful audit outcomes with minimal document control findings.
• Supplier performance and order fulfillment efficiency.
• Timely submission of procurement and document status reports.

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