Documents Manager

Document Management

Long term contract location, Zurich

- 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

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;

Government Online Submission - help Visa Specialist, if she's too busy;

Liaise with HQ regarding Business Visa;

Assist in China-bound visa application, if any.

Please send your CVS to (see below)