Documents Controller

About the role

The Documents Controller will support the Country Procurement operations in Namibia by handling procurement administration, document control, invoice processing, accounts payable and vendor management. The role ensures accurate record keeping, timely invoice processing and compliance with Procure-to-Pay (PTP) policies.

Key responsibilities

• Provide administrative, analytical and operational support to the local Procurement organization and Country Procurement Manager.
• Maintain procurement records, reports, dashboards and related documentation.
• Process purchase orders, goods receipt notes, invoices, 3‑way matching and approvals.
• Monitor and resolve outstanding invoices, GRIR items, discrepancies and supplier queries.
• Support month‑end activities and ensure accurate processing of procurement transactions.
• Perform supplier statement reconciliations and resolve payment queries.
• Manage invoice tracking, payments, claims, deductions and payment forecasting.
• Handle foreign exchange and trade documentation for compliant foreign payments.
• Maintain vendor master data, onboarding, amendments and unblocking requests.
• Ensure proper filing, retention, retrieval and archiving of procurement and contract records.
• Support internal and external audits and monitor compliance with PTP and AP requirements.

Required profile

• Experience in procurement administration, document control and accounts payable.
• Ability to work with suppliers, end‑users and cross‑functional teams to resolve issues.
• Strong attention to detail and adherence to internal controls and audit requirements.

Required skills

• Proficiency with ERP systems for procurement and accounts payable.

What we offer

• Opportunity to contribute to a dynamic procurement function within an international organization.
• Access to resources and development opportunities to grow your professional potential.