CONTROLLER, DOCUMENT

Job Purpose

To support the Legal Department by coordinating purchase orders, invoices, legal documentation, record management, and document authentication processes while ensuring compliance with company policies and procedures.

Key Accountability Areas

Purchase Order and Invoice Management:

• Review and track preliminary and final invoices from legal service providers.
• Create and process Purchase Requisitions (PRs) and Purchase Orders (POs).
• Follow up on PO approvals, amendments, closures, and related payments.
• Coordinate with Finance, Procurement, and service providers on invoice and payment matters.

Tracking, Reporting, and Follow-Up:

• Maintain and update tracking sheets for POs, invoices, payments, and legal requests.
• Monitor outstanding actions and ensure timely follow-up.
• Prepare weekly status reports and follow-up communications.
• Escalate overdue matters when required.

Documentation and Records Management:

• Maintain electronic and physical records of legal documents, invoices, POs, and payment confirmations.
• Archive and organize legal files and supporting documentation.
• Ensure accuracy, completeness, and accessibility of records.

Documentation and Government Attestations:

• Prepare and submit documents for attestations, Apostille certifications, embassy legalizations, and Chamber of Commerce approvals.
• Coordinate with internal stakeholders and authorities to complete authentication processes.
• Track and maintain records of all submissions and approvals.

Coordination and Administrative Support:

• Coordinate with law firms, translation providers, courier companies, and other external parties.
• Arrange the receipt, delivery, and transmission of legal documents.
• Prepare supporting documentation for legal matters and provide general administrative support to the Legal Department.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Work Experience

Technical / Functional Competencies