Senior Specialist Document Control

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Job Purpose:

Execute document control activities across Procurement by maintaining accurate procurement documentation, ensuring compliance with governance requirements, supporting sourcing and contract processes, and safeguarding document integrity throughout the procurement lifecycle.

Functional Responsibilities:

1. Execute document control processes for procurement documentation, ensuring accurate receipt, registration, version control, distribution, retrieval, archiving, and disposal in accordance with established governance requirements.

2. Maintain complete and accurate records of procurement documents, including RFIs, RFQs, RFPs, tender submissions, evaluation reports, contracts, amendments, approvals, and supplier correspondence within approved document management systems.

3. Review procurement documentation for completeness, formatting, document numbering, metadata accuracy, and compliance with document control standards before circulation, approval, or archival.

4. Coordinate the controlled distribution of procurement documents to internal stakeholders and external suppliers while maintaining confidentiality, access permissions, and document traceability throughout the procurement lifecycle.

5. Monitor document workflows, approval cycles, and revision histories to ensure procurement activities progress according to governance requirements and that approved documents remain current and accessible.

6. Support procurement teams during sourcing, tendering, contract administration, supplier onboarding, and audit activities by providing timely document retrieval, status tracking, and controlled documentation support.

7. Conduct periodic document audits to verify compliance with procurement policies, document retention schedules, regulatory requirements, and internal governance standards, recommending corrective actions where necessary.

8. Maintain procurement document registers, dashboards, and reporting records to provide accurate visibility of document status, outstanding approvals, archived records, and compliance metrics for management reporting.

9. Collaborate with procurement, legal, finance, and project teams to ensure procurement documentation supports contractual obligations, budget controls, operational timelines, and organizational governance requirements.

10. Identify opportunities to improve document control processes, standard templates, filing structures, and digital document management practices to enhance efficiency, consistency, and data integrity across Procurement.

Job Requirements:

• Bachelor's degree in business administration, Information Management, or Records Management, or a related field.

• 4 years of relevant experience in document control, records management, procurement administration, or a related field.

• Experience with document management systems such as Aconex, SharePoint, EDMS, or similar platforms.

• Strong attention to detail and ability to manage large volumes of confidential and time-sensitive documentation.

• Good understanding of procurement governance, compliance, and approval processes.

• Strong organizational, coordination, and communication skills, with the ability to work effectively with cross-functional teams.

• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.

• Excellent English communication skills.

• Willingness to travel to project sites as required.

Technical Competencies:

Document Control Systems - Intermediate

Procurement Documentation Management - Intermediate

Records Management & Archiving - Advanced

Procurement Governance & Compliance - Foundational