Archives In-charge

About the Role

Oversee the safe custody of all company critical and sensitive documents and audit reports (physical and digital) across the Group. Conduct periodic reviews and reconciliations of these documents against SAP DMS and/or other internal/external records, providing assurance to Management. Archive documents in accordance with the Company Records Retention Policy.

Key Responsibilities

• Receive and verify documents/drawings from various departments/projects against submission forms.
• Codify documents and maintain physical copies.
• Scan documents and maintain digital copies via SAP DMS.
• Issue documents based on requests and update SAP DMS.
• Follow up and collect issued documents (on a returnable basis) and update SAP DMS.
• Maintain specimen signature cards for all approving authorities.
• Periodically review and provide input for SOP updates.
• Monitor the validity period of lodged documents and follow up for renewal/return.
• Reconcile documents in physical custody with SAP and/or other applicable records (e.g., MCA website for mortgaged documents).
• Undergo yearly surprise and/or routine audits of CDMC operations for CARO compliance.
• Issue NOC to exiting employees only upon confirmation of receipt of all returnable documents.
• Periodically email CEO, CFO, and Heads to ensure requisite documents are deposited.
• Share periodical reports with all stakeholders for all sectors.
• Maintain SharePoint MAG Group Folder for draft and final audit reports, working papers, and other documents.
• Maintain MAG assets list and track its issuance and usage.
• Maintain MAG Group Folder for outsourced firms' NFAs, contracts, invoices, bill forwarding memos, payment proofs, and status trackers.
• Provide monthly MIS to Group Head MAG on MAG Consultant Costs and required provisions.
• Issue NOC for exiting employees from MAG after confirmation of folder completeness and backup.
• Undertake periodic review of access rights assigned to users in SAP and/or other tools to confirm segregation of duties.
• Oversee access rights assigned to users in LARS.
• Ensure the LARS database is up-to-date.

External Interactions

• Download data from MCA and other websites for reconciliation of documents mortgaged with banks and financial institutions against SAP and/or other internal data.
• Liaise with vendors for periodic patch updates for LARS.

Internal Interactions

• Liaise with Legal, Finance & Accounts, and Secretarial for queries related to document completeness, correctness, value, and validity period.
• Coordinate with MAG and/or outsourced internal auditors for annual compliance with the Group's Document Retention Policy.

Qualifications

• Graduate with experience in Document Management.
• Experience with SAP, Sharedocs, Zoho, etc.

Competencies

• Execution & Results
• Teamwork & Interpersonal Influence
• Problem Solving & Analytical Thinking
• Planning & Decision Making
• Personal Effectiveness
• Stakeholder Focus
• Networking
• Capability Building
• Strategic Orientation
• Social Awareness
• Entrepreneurship
• Strategic Insight Development (Practitioner)
• Business and Functional Knowledge (Practitioner)