AM DM-Group Corporate Records

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

• 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:
  
  

• 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
  
  

• 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
• 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
• 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
  
  

• Bachelors 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