Job Openings Document Controller

About the job Document Controller

Job Title

Document Controller – Commercial Division


JOB PURPOSE

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 Company Occupational Health & Safety, Environment, Energy and Quality system and standards.

KEY ACCOUNTABILITIES

Management Systems

  • Awareness of Company 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 Company Integrated Management Systems
  • Ensure that Company 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 Contracts and Agreements, Supplier correspondence.
  • Implement and manage document control systems (SharePoint, ERP, SAP etc)
  • Maintain document registers and logs.

QAFCO Strategy

  • Awareness of Company Vision, Mission, Strategic Map & Core Values.

Adherence

  • Awareness of Company and Major Projects specific Quality requirements and compliance with all relevant policies and procedures
  • Be fully aware of Project Information Manual (PIM) and its procedures that cover the Management System of the Project and ensure strict compliance.

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.

Project Information Manual (PIM):

  • Shall document and submit Lessons Learned.

EDUCATIONAL QUALIFICATION & EXPERIENCE

Qualification

Higher Secondary School (12 years)

Diploma (12+2 years)

Advanced Diploma/Equivalent (12+3 years)

Bachelor's Degree (12+4 years)

Professional Certification (Please specify)

Other Qualification (Please specify)


Remarks

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.


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