Job Description

Roles & Responsibilities

• Maintain and control procurement and contract documentation in both physical and electronic filing systems.

• Ensure all contracts, purchase orders, amendments, correspondence, and supporting documents are properly recorded and updated.

• Track document status, revisions, approvals, and distribution in accordance with company procedures.

• Coordinate with procurement, legal, finance, quality, and project teams to collect and maintain required documentation.

• Ensure proper version control and confidentiality of sensitive documents.

• Prepare document transmittals, registers, trackers, and reports.

• Monitor contract expiry dates, renewals, insurance certificates, bank guarantees, and other compliance documents.

• Support tendering and sourcing activities by maintaining RFQ/RFP documentation and supplier records.

• Ensure all procurement and contracts documentation complies with company policies and audit requirements.

• Assist in supplier onboarding documentation and vendor master record updates.

• Archive completed contracts and procurement files for future reference and audits.

• Support internal and external audits by providing required procurement and contract records.

• Maintain accurate logs for incoming and outgoing documents.

• Follow up with internal stakeholders and suppliers for pending documents and approvals.

Desired Candidate Profile

The Procurement and Contracts Document Controller is responsible for managing, organizing, tracking, and maintaining procurement and contract-related documents to ensure accuracy, compliance, accessibility, and proper record retention. The role supports procurement and contracts teams by ensuring all documentation is properly controlled throughout the contract lifecycle.

• Strong organizational and document management skills.

• Attention to detail and accuracy.

• Good communication and coordination skills.

• Proficiency in Microsoft Office applications.

• Ability to manage confidential information professionally.

• Knowledge of procurement and contract processes.

• Ability to work under pressure and meet deadlines.

Key Competencies

• Document Control

• Procurement Coordination

• Contract Administration Support

• Record Management

• Compliance Monitoring

• Time Management

• Team Coordination

• Problem Solving