Archives In-charge

JOB PURPOSE

Oversee safe custody of all company critical and sensitive documents, audit reports across the Group (Physical & Digital), Periodic review & reconciliation of these documents vis a vis SAP DMS and/or other internal/external records and provide assurance to Management. Archive them as per Company Records Retention Policy.

ORGANISATION CHART

KEY ACCOUNTABILITIES

CDMC

Receiving documents / drawings from various departments / projects and verifying them with submission forms.

Codifying the documents and maintaining physical copies in CDMC.

Scanning documents and maintaining digital copies through SAP DMS module.

Issue of documents to various parties based on request and updating them in SAP DMS.

Timely follow-up and collection of issued document (on returnable basis) and update them in SAP DMS.

Maintain specimen signature cards for all approving authorities

Periodically review and provide inputs for update of SOP.

Monitor validity period of lodged documents and follow up for their renewal/return as appropriate.

Reconcile documents as per physical custody with SAP and/or other applicable records (e.g. MCA website for mortgaged documents).

Undergo yearly surprise and/or routine audit of CDMC operations through outsourced audit firms and confirm compliance for CARO purposes 

Issue NOC to exiting employees only upon confirmation of receipt of all returnable documents.

Periodical e-mail to CEO CFO and Heads ensuring requisite documents as deposited.

Periodical reports to be shared with all the stakeholders for all Sectors etc. 

Audit MIS

Maintain share point MAG Group Folder for draft and final audit reports, working papers and other documents. ·

Maintain MAG assets list and its issuance to MAG and/or outsourced auditors and track their usage. ·

Maintain MAG Group Folder for outsourced firms NFAs, Contracts, Invoices, Bill forwarding memos, Payment Proofs and status tracker. ·

Provide monthly MIS to Group Head MAG on MAG Consultant Costs and provisions required if any. ·

Issue NOC for exiting employees from MAG after confirmation of the completeness of the folder and its backup. 

Access Controls Management

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 LARS database is uptodate. 

KEY ACCOUNTABILITIES - Additional Details

EXTERNAL INTERACTIONS

Download data from MCA and other websites as appropriate for reconciliation of documents mortgaged with Banks and other financial institutions with SAP and/or other internal data.

Liaise with the vendor to ensure periodic patch update for LARS.

INTERNAL INTERACTIONS

Liaise with Legal, Finance & Accounts, Secretarial for any queries relating to document completeness, correctness, value, validity period, etc. ·

Coordinate with MAG and/or outsourced internal auditors to confirm on an annual basis, compliance to Group’s Document Retention Policy 

FINANCIAL DIMENSIONS

OTHER DIMENSIONS

EDUCATION QUALIFICATIONS

Graduate with experience in Document Management,SAP, Sharedocs, Zoho etc

RELEVANT EXPERIENCE

COMPETENCIES