Procurement cum Document Controller

Swan Global Holdings Group; Doha; On-site; QAR 120,000 - 180,000; Full time

Job summary

Swan Global Holdings Group is seeking a Procurement cum Document Controller in Qatar to support procurement operations and manage critical documents. You will source, purchase, coordinate with suppliers, and maintain accurate records while ensuring compliance and efficient workflows.

The role requires at least 3 years in procurement and document control, familiarity with ERP systems (SAP/Oracle/Dynamics), and strong organizational skills.

Qualifications

• Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Logistics, or a related discipline.
• Professional certification in Procurement or Supply Chain Management is an added advantage.
• Minimum of 3 years of experience in procurement and document control.
• Experience using ERP systems such as SAP, Oracle, Microsoft Dynamics, or equivalent procurement software.

Responsibilities

• Receive and review purchase requisitions from internal departments.
• Obtain competitive quotations from approved suppliers and evaluate offers.
• Prepare, process, and issue Purchase Orders (POs) in line with procedures.
• Coordinate with suppliers on order confirmations, delivery schedules, and pricing.
• Monitor purchase orders and ensure timely delivery of goods and services.
• Verify supplier invoices against POs and delivery notes.
• Maintain supplier records, pricing, and procurement history.
• Support vendor performance evaluations and supplier relationships.
• Coordinate with warehouse to monitor stock levels and prevent shortages.
• Assist in sourcing alternate suppliers and negotiate terms when required.
• Prepare procurement reports and vendor documentation.

Skills

Vendor negotiation

Attention to detail

Procurement planning

Time management

Communication skills

Education

Bachelor's/Diploma in Supply Chain/Related

Procurement/Supply Chain Certification

Tools

SAP

Oracle

Microsoft Dynamics

Job description

Job Description

Job Title

Procurement cum Document Controller

Reports To: Supply Chain Manager
Location: Qatar
Employment Type: Full-Time

Job Purpose

The Procurement cum Document Controller is responsible for supporting procurement operations through efficient sourcing, purchasing, supplier coordination, and order follow-up while ensuring the effective control, maintenance, and administration of company and procurement-related documents. The role ensures timely procurement of materials, accurate documentation, regulatory compliance, and proper record management to support uninterrupted business operations.

Key Responsibilities

Procurement Responsibilities

• Receive and review purchase requisitions from internal departments.
• Obtain competitive quotations from approved suppliers and evaluate offers based on price, quality, lead time, and commercial terms.
• Prepare, process, and issue Purchase Orders (POs) in accordance with company procurement procedures.
• Coordinate with suppliers regarding order confirmations, delivery schedules, pricing, and product availability.
• Monitor purchase orders and proactively follow up to ensure timely delivery of goods and services.
• Verify supplier invoices against purchase orders, delivery notes, and supporting documents before processing.
• Maintain supplier records, pricing information, procurement history, and approved vendor databases.
• Support vendor performance evaluations and maintain effective supplier relationships.
• Coordinate with warehouse and inventory personnel to monitor stock levels and prevent shortages.
• Assist in sourcing alternative suppliers and negotiating favorable commercial terms when required.
• Prepare procurement reports, purchase summaries, outstanding purchase order reports, and vendor-related documentation.

Document Control Responsibilities

• Maintain, organize, and control procurement-related documents including contracts, purchase orders, quotations, technical data sheets, specifications, certifications, and supplier correspondence.
• Ensure proper document numbering, filing, indexing, retrieval, distribution, and archiving in accordance with company document control procedures.
• Monitor document revisions and maintain accurate document registers and revision histories.
• Control the issuance of controlled documents and ensure only the latest approved versions are available for use.
• Maintain electronic and physical document management systems with high standards of accuracy and confidentiality.
• Support document retrieval requests from internal departments and external stakeholders.
• Ensure compliance with document retention policies and company quality management procedures.
• Prepare document status reports and maintain document tracking logs.
• Assist during internal and external audits by providing procurement and document control records.
• Safeguard confidential procurement information and maintain document security.

General Responsibilities

• Ensure compliance with company procurement policies, procedures, and ethical purchasing practices.
• Support continuous improvement initiatives within procurement and document management processes.
• Maintain accurate records to facilitate reporting, auditing, and operational efficiency.
• Perform additional procurement and administrative duties assigned by management.

Qualifications

• Bachelor's Degree or Diploma in Supply Chain Management, Business Administration, Logistics, or a related discipline.
• Professional certification in Procurement or Supply Chain Management is an added advantage.

Experience

• Minimum of 3 years of experience in procurement and document control.
• Previous experience in manufacturing, industrial, automotive, lubricants, or related industries is preferred.
• Experience using ERP systems such as SAP, Oracle, Microsoft Dynamics, or equivalent procurement software.
• Practical knowledge of procurement documentation, inventory coordination, and supplier management.

Technical Skills

• Procurement and purchasing processes.
• Vendor sourcing and supplier relationship management.
• Purchase Order administration.
• ERP/SAP systems.
• Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Electronic Document Management Systems (EDMS).
• Inventory coordination and reporting.
• Procurement reporting and data analysis.
• Record management and document control.

Core Competencies

• Procurement planning and coordination.
• Vendor negotiation and communication.
• Document management and record control.
• Strong organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Analytical and problem-solving skills.
• Effective time management and prioritization.
• Ability to manage multiple tasks simultaneously.
• Confidentiality and integrity.
• Teamwork and collaboration.
• Ability to work under pressure and meet deadlines.

Key Performance Indicators (KPIs)

• Timely processing of purchase requisitions and purchase orders.
• On-time delivery of procurement activities.
• Procurement cost optimization through effective sourcing.
• Accuracy and completeness of procurement documentation.
• Efficient document filing and retrieval.
• Compliance with document control procedures.
• Inventory availability with minimal stock shortages.
• Successful audit outcomes with minimal document control findings.
• Supplier performance and order fulfillment efficiency.
• Timely submission of procurement and document status reports.