Senior Archive Officer

Work you’ll do

• Perform all work of archiving records and documents of legal entities at the Hanoi Office: including backing up, statistics, collecting, supplementing, scientifically arranging and organizing the exploitation and use of documents.

• Implement and supervise clerical and archival work activities at the Hanoi Office.

• Supervise the activities and be responsible for reporting on the document and archive work of the Office of Document and Archive as the team leader of Deloitte Vietnam.

• Be responsible for providing and checking the transparency of the implementation, making reports related to clerical and archival work to serve internal and external inspection activities.

• Support administrative work and perform some tasks under the direction of the Board of Directors.

Archiving work

• Carry out all activities of storing records and documents of all legal entities that are submitted according to regulations, including:

• Collect, supplement and store issuance reports: issuance reports of all BUs, key in datas into the PMS system, scan and upload reports, encode and arrange documents on shelves.

• Collect, store bidding documents, encode and scientifically arrange them on Cabinets.

• Backup files (A&A, T&L, SR&T, T&T), including reminders of backup deadlines, receiving records, reviewing records and key in datas into the system (PMS, Eform), encoding, arranging records on Cabinets.

• Store legal documents, office renovation and construction documents, all kinds of certificates and practice papers.

• Collect and upload photos and videos of the Company's operations to the local server, provide data when needed.

• Perform to transfer documents from work area to company warehouse and outsourced warehouse to always ensure enough space for documents: proactively make list, review, and implement annual plan.

• Carry out the work of searching, providing documents and monitoring the deadline for borrowing and returning documents according to the Regulations.

• Perform to check the information of the person signing audit reports and provided to the engagement team when necessary.

Responsible for the warehouse:

• Company warehouse: Regularly check to ensure that there are no termites or mold, promptly propose the addition and replacement of equipment to ensure safe document storage.

• Outsourced warehouse: periodically or suddenly check the warehouse, transactions with the warehouse lessee, monitor the warehouse rental term and make timely recommendations on storing documents at the warehouse.

• Perform to destroy documents based on Company’ Regulation.

Clerical and administrative work

• Support to stamp of incoming/outgoing documents, reports, company offers and key in data into the system.

• Deliver stationery to employees.

• Courier procedures

Other work:

• In charge of the role of Archiving Support Group (ASG) on the AEFS system: Check and support the A&A team, review errors related to eDocket and the system, complete the cases of breaches regarding backup files.

• Support the work relate to e-DocuSign system and digital signature project: guide and advise users on how to use the e-DocuSign system, receive reports and manage information on the number of system users, manage and monitor the borrowing/returning of digital signatures on the system, monitor the expiration date of digital signatures and perform procedures to change information, purchase new ones, and add company signatures.

• Monitor and update information related to legal changes in the Legal Information section on the PMS system.

• Bachelor’s degree with at least 03 years of related experience

• Careful, detail-oriented, industrious, responsible, service-minded.

• Excellent work & time management skills.

• Good communication skills in both English & Vietnamese.

• Good office computer skills.