About this role
Key Roles & Responsibilities
- Sort, index and file the existing backlog of warehouse documents, in the order of priority agreed with the Warehouse Manager and QAFCO, and report progress weekly.
- Control the numbering, filing, retrieval and archiving of the operation’s documents, in hard copy and electronic form: goods receipts, inspection reports, material issues, dispatch and delivery documents, and supplier paperwork.
- Check each receiving, issue and dispatch document for completeness (purchase order reference, quantities, signatures) and follow up missing or incorrect documents with the warehouse team, QAFCO and suppliers until they are closed.
- Scan and upload documents to QAFCO’s systems as required and keep the electronic and paper records consistent.
- Maintain the document registers and the master list of controlled forms and procedures, with version control and review dates.
- Retrieve records on request for QAFCO, stock counts and audits.
- Keep records for the retention periods set by QAFCO and Milaha.
- Suggest improvements to the document control process.
- Perform any other job-related duties as assigned.
Communication
Internal Communication
Warehouse Manager, Assistant Manager - Inventory, Material Controllers and the warehouse team
Purpose
Collect, check and file the operation’s documents, and flag missing or incorrect documents for correction.
External Communication
QAFCO warehouse, inspection and procurement teams; suppliers and carriers
Purpose
Obtain, return and upload documents to QAFCO’s systems as required
Answer document queries and retrieve records on request
Occupational Health & Safety and Environment
Accountability
Are accountable for their acts and omissions.
Responsibility
To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.
Authority
To stop work if they think the work is unsafe.
Education & Professional Qualification
- Secondary school certificate; a diploma is an advantage
Professional Experience
- Not required; experience in document control, filing or office administration is preferred. On-the-job training is provided
Geographic Experience
- N/A
Computer Skills
- Working knowledge of MS Office (Word, Excel, Outlook) and web applications; SAP is an advantage
Language Skills
- Business fluent English is a must
Market/Industry/Functional Knowledge
- Understanding of warehouse documents and document control practice is an advantage; both are covered in on-the-job training.