Job Description

Cotecna is a leading provider of testing, inspection and certification services. Founded in Switzerland in 1974, Cotecna started off as a family business and has now grown to become a world-class international player with over 7000 employees in more than 140 offices across 50 countries.



The mission of the Legal Department is to provide legal advice to all functions and businesses within the Group in order to enable business success, prevent and mitigate risk exposure and protect the Group's reputation.



The Group Corporate Records will have to provide support to the Group's Corporate Legal, Finance and Compliance departments on matters related to the organisation, management and maintenance of the Group's corporate records and data, including management of corporate governance records for all affiliates of the Group and related information requests.

Companies:

> 100 companies

Geography:

> 50 countries



Key Responsibilities

1. Group Corporate Records:

organizing, managing, and maintaining the corporate records and documentation of all affiliates of the Group, including ensuring all corporate governance documents and other relevant files are properly archived, tracked, and maintained to meet regulatory and operational requirements; more particularly:



Record management system



Develop, maintain and update a centralized records management system for corporate documents, ensuring accurate and timely filing of minutes, resolutions, main contracts, and other records, and availability of all records in English (or with an English translation)

Organize and archive corporate records in compliance with Group policies and regulatory standards across different jurisdictions

Manage access rights for each user / country and relevant members from other relevant departments

Identify and recommend improvements to records management and archiving processes, including the introduction of new technologies or systems for better efficiency



Record retention and retrieval



Develop, maintain and update applicable Group retention policies and retrieval processes, ensuring data integrity, security, and accessibility



Facilitate the retrieval of corporate records, responding to internal information requests in a timely and efficient manner



Implement and monitor the Group's records retention policy to ensure proper disposal, destruction, or archiving of records according to regulatory requirements across different jurisdictions

2. Corporate Governance Support:

Assist the Finance and Legal teams of all affiliates of the Group with the organisation, updating and recording of (i) board and shareholder meetings, including the preparation, distribution, signing and filing of meeting materials such as conveyance letters, agendas, resolutions and minutes, and other relevant supporting documents; (ii) maintaining and updating shareholder / title registers; (iii) statutory and other relevant documents; (iv) filings with the relevant companies' registries and other organisations or authorities



Following-up pro-actively and ensuring affiliates of the Group comply with applicable regulatory requirements, always within applicable deadlines

3. Compliance Support:

assist and coordinate with the Finance, Compliance and Legal teams of all affiliates of the Group with the management and answers to compliance related requests from financial institutions, insurance providers, law firms, and other regulated organisations, as well as from clients, to ensure accurate and consistent answers and records are provided, and to the extent this includes sensitive, confidential and private information, compliance with applicable laws, including data protection laws



Qualifications, Experience and Technical Skills

Bachelor's in business administration, Information Management, Law, Corporate Governance and/or Qualified Company Secretary

Excellent knowledge of Microsoft Office and experience with Sharepoint or other recognised records management software

At least 5 to 8 years of experience in overseeing corporate records management projects, document control or a similar role in a multinational company



GENERAL INFORMATION



Geographical Scope



Area



Function



Legal



Seniority



Manager



Country



India



City



Mumbai



Contract



Full-time unlimited



Subject To Travel



No



Open Until



2025/09/08



Explore our job opportunities.

Filter by locations

All Locations

Argentina

Bahrain

Bangladesh

Belgium

Benin

Brazil

Bulgaria

Canada

Chile

China

Cote d'Ivoire

Czech Republic

Denmark

Egypt

France

Germany

Ghana

Guatemala

Hong Kong

India

Indonesia

Italy

Japan

Kenya

Latvia

Malaysia

Myanmar

Netherlands

Nigeria

Oman

Paraguay

Peru

Philippines

Poland

Republic of the Congo

Romania

Russia

Saudi Arabia

Singapore

South Africa

South Korea

Spain

Sri Lanka

Sweden

Switzerland

Taiwan

Thailand

Togo

Turkey

Ukraine

United Arab Emirates

United Kingdom

United States

Uruguay

Vietnam

Zimbabwe

Sales Manager

Function :

Sales / Business Development

Country :

Hong Kong

Contract :

Full-time limited



Inspector - Chennai

Function :

Operations

Country :

India

Contract :

Full-time limited



Branch Manager - Mundra/Kandla/Gandhidham

Function :

Operations

Country :

India

Contract :

Full-time unlimited



Business Developer

Function :

Sales / Business Development

Country :

Netherlands

Contract :

Full-time unlimited



Executive - CQR Operation

Function :

Operations

Country :

India

Contract :

Full-time unlimited



Lead Auditor - VOC

Function :

Compliance / Audit / Quality

Country :

India

Contract :

Full-time unlimited



Finance Systems / FP&A Analyst

Function :

Finance

Country :

India

Contract :

Full-time unlimited



FPNA Analyst

Function :

Finance

Country :

India

Contract :

Full-time unlimited



Executive / Sr. Executive - CQR Certification and Sustainability Services

Function :

Sales / Business Development

Country :

India

Contract :

Full-time unlimited



AM / DM-Group Corporate Records

Function :

Legal

Country :

India

Contract :

Full-time unlimited