Document Controller|AFET|Dubai, UAE

Job Description

Job Requisition ID:129691Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United A?rab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the worlds most admired and innovative brands. Al-Futtaim Group?s entrepreneurship and relentless customer focus enables the organisation to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day.JOB DETAILS:Job Title:Document ControllerReports to:Procurement Manager / Head of ProcurementDepartment:Centralised ProcurementLocation:AFET offices - DubaiGrade:DJOB PURPOSE:Responsible for ensuring accurate and timely administrative support to the procurement team and business stakeholders. Responsibilities includes quality assurance and management and maintenance of all documents for the Centralised Procurement Department.KEY ACCOUNTABILITIES: Description

• Responsible for creating and maintaining accurate and updated tracking logs for PRs / LPOs / contracts.
• Maintain clear and accurate records and reports.
• Generate necessary reports from the system as and when required.
• Receive and review purchase requisitions and ensure that all required information is available and necessary approvals have been obtained.
• Responsible for devising and maintaining office systems, including data management, filing and document tracking.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information, and preparing replies when required.
• Assist Admin / Finance / Procurement teams in all required admin support (Invoicing, GRNs, data entry, expediting, vendor registration, and other admin transactions).
• Assist in raising PRs and POs in SAP ERP.
• Ensure all RFAs approvals are obtained in timely manner and according to DoA.
• Ensure all contracts and related documents are signed as per the DoA.
• Database Management: Collecting and updating all relevant information, including approved vendors? lists, vendor and subcontractors? pre-qualifications records, post-evaluation records, contracts, and agreements, RFA tracking sheets.
• Management Report: Collate relevant information and produce reports for centralized procurement team to advice on the status of contracts, supplier?s qualification, vendors evaluations, spend analysis, supplier?s performance metrics and work orders.
• Filing and Document Circulation: Responsible for filing and document circulation within centralized procurement department for all commercial related documents (Contracts, PO, Service reports, etc.).
• Manage the complete vendors? profiles and subcontracts in SAP ARIBA and coordinate with IT Department to develop and enhance System Modules
• Perform quality tasks including creation and maintenance of SOPs, preparation for internal and external audits, etc.

JOB CONTEXT:

• Day to day procurement operations, within the department, are upheld, without any delay, in accordance with the group?s procurement policy and standard operating processes.

• An organised and efficient filing and retrieval document control structure.
• Continuous interface with internal and external stakeholders, across various functions, businesses, and cultures.

???????QUALIFICATIONS, EXPERIENCE, & SKILLS:Minimum Qualifications and Knowledge:

• Bachelor?s degree in any field, such as business administration, accounting, management, quality assurance, etc.
• At least 9 years related work experience in administrative work, document control, quality assurance.
• Excellent knowledge of spreadsheets, databases, word processing, flowcharts, workflows, and selected job specific software.
• Advanced knowledge of SAP P2P.
• Strong knowledge of Electronic Documents Systems

???????????Minimum Experience:

• Minimum 6 years? experience as a document controller and / or as an administrator.
• Experience in the construction / contracting / FM industry is preferred.
• Experience working as a buyer cum document controller is an advantage.

Job-Specific Skills:

• Ability to coordinate all activities related to the Document Control procedures.
• Customer centric
• Proficiency in the use of computers and rapid data entry and records and information retrievals.
• Organisational skills. Experience and knowledge in document management is also essential.
• High level of attention to details and accuracy is a must.
• Time management
• Experienced in writing English correspondence and reports
• Proficiency in all MS Office Applications.

Behavioural Competencies :

• Excellent interpersonal and communication skills with strong command of the English language (both written and verbal)
• Team player
• Work ethics with integrity and trustworthiness.
• Honest keeper of confidential information.
• Excellent planning and organizational skills
• Strong multi-tasking capabilities

Keyskills :