Beschreibung
Documentation Manager required for management of client's confidential documentation to be stored and archived. The position will also require you to assist in a cross-functional capacity across other departments -
*Document Management
-Responsible CT for Document Management;
-Overall responsible for the Archive Room;
-Manage handover of documents to be archived in the Archive Room;
-Ensure that all documents are archived in a timely manner;
-Manage borrowing and returning process;
-Manage the assessment and the destruction of expired archive documents;
-Manage the Historical Clean-Up of all departments;
-Weekly Progress Report and Quarterly Improvement Report;
-Update, and release of the Switzerland Document List half-yearly;
-Help all the departments with their queries and archiving;
-Info Maintenance in UDOC.
*Event Management
-Assist the different departments Event Project Managers in internal and external events;
-Job description:
Assistant to the event PM;
Venue scouting and reporting;
Work with CEG on all the procurement for the event;
On-site support on accessories, equipments, gifts, F&B, accommodation, event/conference room arrangements;
After-event support - payment, invoices issues and so on.
-In charge of all the event equipments. Ensure that there are posters, banners and etc are readily available;
-Control all the banners for events and ensure that they are returned immediately after the event.
*Non-Catalogue Procurement
-Work closely with CEG on non-catalogue procurement for all the departments (ex. Admin);
-All procurement pertaining to events;
-Get quotes from the supplier and negotiate on the prices (always involve CEG);
-Inform CEG Payment Specialist on the purchases, so that he/she is aware of the purchases;
*Visa Applications
-Assist Visa Specialist in her daily work, which includes but not limited to:
Document checking for Swiss Visa - ensure that all documents are in order before submission; liaise with applicants if the documents are not in order;