Description:
- Document Management is responsible for organizing and managing documents related to procurement, bids, purchase orders, contracts, and any financial documents. This includes creating and maintaining a system for document classification and organizing them in a manner suitable for quick and direct access, ensuring prompt employee response to provide them to the relevant party.
- Monitoring and processing documents related to shipping (EUC, Export Licenses).
- Implementing a document storage and archiving system approved by the company.
- Accuracy in documenting copies and documents.
- Developing work procedures (SOP) in collaboration with the same department's divisions and the relevant Quality Department to enhance procedures.
- Entering information and documentation by ensuring that all necessary documents for procurement operations are present and up-to-date according to the institution's internal policies and procedures. This includes reviewing entered and outgoing documents, verifying their accuracy and completeness.
- Monitoring and preserving all supplier documents, including supplier evaluation forms and certificates, periodically.
- Coordinating with the Purchasing Department and other departments, as well as suppliers, to obtain complete and compliant documents.
- Recording printed and/or digital copies of documents and ensuring their availability and protection. This includes assigning permissions and controlling employee access to documents.
- Ensuring the availability of digital copies for any paper copy related to the Purchasing Department in the approved system and in any storage reference approved by the company for the Purchasing Department.
- Daily maintenance of all incoming and outgoing project documents and referrals.
- Managing the flow of documents, including contracts, letters, and referrals, between the Purchasing Department and other departments, and vice versa.
- Recording and documenting all incoming and outgoing documents in the Purchasing Department, including contracts, agreements, reports, and correspondence. Ensuring that all documents are archived correctly and available for review and retrieval when needed.
- Regularly updating records and document lists.
- Executing operations using company-approved systems.
Requirements:
- Bachelor's degree in Engineering, Business Administration, Finance, or Accounting.
- Archiving and record classification are an additional advantage.
- Certified Document Control Professional (CDCP).
- 3-7 years of experience working in records management in the Purchasing Department or projects.
- Knowledge of procurement processes, data collection methods, and analysis.
- Advanced computer skills and proficiency in ERP software.
- Practical experience in using MS Office and MS Excel.
- Advanced proficiency in the English language.
- Familiarity with project management principles.
- Analytical skills.
- Organization, prioritization, and time management skills.
- Decision-making skills.
- Problem-solving skills.
- Knowledge of regulations and legal requirements.
- Strong communication and negotiation skills.
More