Document Controller - Commercial Division

Overview

This role is to ensure documents are properly filed, indexed and 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.

Responsibilities

• 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.