Document Controller-Procurement Data Center
Application completed on DAMAC
About This Role
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.
