Description
Job description / Role
Job Type
Full Time
Job Location
Dubai, UAE
Nationality
Any Nationality
Salary
8000 - 10000 AED
Gender
Not Specified
Arabic Fluency
Not Specified
Job Function
Purchasing & Procurement
Company Industry
Oil & Gas / Energy
1. Responsible for the full-cycle document management of the procurement process in EPC projects, including receipt, registration, numbering, distribution, archiving, and controlled management of all procurement documents, ensuring completeness, accuracy, and traceability.
2. Establish and maintain procurement document registers/trackers, including but not limited to:
• Material Requisition MR
• Request for Quotation RFQ
• Invitation to Bid ITB
• Technical / Commercial Bid Evaluation
• Purchase Order PO
• Vendor Document Register VDR
• Vendor Data Requirement List VDRL
• Inspection Documents
• Shipping Documents
• Final Vendor Dossier
3. Manage the full life cycle of vendor documentation, including receipt, review, distribution, expediting, and archiving of vendor-supplied drawings, technical specifications, data sheets, inspection records, quality certificates, manufacturing records, operation and maintenance manuals, and other related materials.
4. Track the submission status of vendor documents, update the Vendor Document Register (VDR) in a timely manner, and coordinate with procurement, engineering, quality, inspection, logistics, and other relevant departments to complete document review and approval processes in accordance with project schedules.
5. Prepare and manage Document Transmitals, ensuring that all internal and external document transmissions are timely, accurate, and properly controlled.
6. Implement and maintain procurement document revision control, ensuring that all stakeholders are working with the latest approved versions, thereby mitigating procurement and execution risks caused by version discrepancies.
7. Establish and maintain procurement document control trackers and statistical reports, covering document status, vendor submission rates, overdue document statistics, approval progress, etc., to provide data-driven support for project management.
8. Organize and manage procurement file archiving and project handover documentation, including the compilation, organization, and transfer of procurement records, Final Vendor Dossiers, Manufacturing Record Books (MRB), and other deliverable documentation for project close-out.
9. Upload, maintain, and update procurement-related documents in the Electronic Document Management System (EDMS), ensuring data integrity and completeness.
10. Support the Procurement Manager and project team in procurement audits, quality system audits, and project completion documentation reviews as required.
11. Perform other procurement document control duties as assigned by the department.
Requirements:
1. Bachelor’s degree or above, preferably in Archives Management, Engineering Management, Logistics Management, International Trade, Mechanical Engineering, Materials Engineering, Petroleum Engineering, or related disciplines.
2. Work Experience:
2.1. At least 3 years of experience in document control or procurement document control for EPC engineering projects.
2.2 Experience in EPC projects within the oil & gas, refining & petrochemical, chemical, power, LNG, or offshore engineering sectors is preferred.
2.3 Experience in overseas EPC projects or international engineering projects is preferred.
2.4 Familiar with vendor document management and full-cycle procurement documentation processes.
3. Professional Competencies:
3.1 Familiar with EPC project procurement management workflows and vendor documentation requirements.
3.2 Familiar with procurement document coding systems, document control procedures, and archival management standards.
3.3 Familiar with Vendor Data management processes, including VDR, VDRL, MRB, Final Vendor Dossier, and related documentation.
3.4 Understanding of the interface and interrelationship among procurement documents, quality documents, inspection documents, and logistics documents.
4. Language Proficiency: Good English reading and writing skills, with the ability to read procurement contracts, technical documents, and vendor materials, and to draft emails, Document Transmitals, and various procurement document control trackers in English.
5. Core Competencies:
5.1 Meticulous, detail-oriented, with strong sense of responsibility, document management awareness, and confidentiality.
5.2 Excellent communication and coordination skills, capable of effective collaboration with procurement, engineering, quality, inspection, logistics, and vendors.
5.3 Strong execution, planning, and time management skills, with the ability to meet project milestone deadlines.
5.4 Able to work under pressure and manage multiple projects and multiple vendors' documentation simultaneously.
Salary:
AED
8,000 to 10,000
per month inclusive of fixed allowances.
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