Document Specialist

ISS Tesis ve Yönetim Hizmetleri A.Ş.

ISS as we know it today was formed in 1934, but the origins of the company date back to 1901.While ISS started out as a company that offered watchmen to local businesses, all throughout its expansion and development, ISS has held onto the same values. Connecting people and places has always been at the core of our business – to make the world work better. Nowaday, we have 40.500 + customers across 30+ countries.

We are looking for a "Document Specialist/Archive Specialist" for our Global Customer in Pharmacy Sector.

Job Description:

o   Organization of the process of managing company records * throughout the entire life cycle (creation, identification, storage, archiving, destruction, etc.). (*Records include all forms of electronic and paper documents, databases, e-mail messages, films, microfilms, photographs, audio and video recordings and other documents that are created, received or used for business purposes; or information that Sanofi is legally required to keep).

o   Management of the assigned budget of the responsible Country

o   Identification of opportunities and processes that generate the bulk of physical information (archives), in order to implement changes using the Lean methodology, which leads to simplified processes and reduced volume.

o   Implementation of digital technological tools and electronic systems of Sanofi in a local level.

o   Analysis of the profitability of the current physical archive inventory for the implementation of processes of digitization and subsequent destruction of physical records. This process includes analysis of Sanofi's legal retention times, the amount of information that has expired, the cost of digitizing, organizing the digitized information, controlling the quality of the process, destroying physical information, and finally transferring information to electronic document storage tools.

o   Implementation of change management so that business units and business support functions adjust how they currently perform their workflow responsibilities (for example, correctly, in due time and in the proper amount, destroy information, do not duplicate information, do not store information "for any case” and copies of documents, did not print unnecessary documents, create electronic reports, etc.).

o   Monitoring and reviewing the quality of information management processes (internal and external), which includes: ensuring that all information managed by the records and document management department has specific guidance: scope, name of person in charge, date of creation, expiration storage, and destruction, type, subtype, code and description; quality control of archiving (preparation of archives in the company, checking the quality of the provision of archiving services by an external service provider).

o   Communication and business support: close interaction with cross-functional departments of the company, be a bridge between business units, business support functions and archive service provider, be able to competently resolve any questions and promptly respond to Sanofi Employees.

o   Search, retrieval of information (both from records held in Sanofi's offices and from the archive of an external supplier) in due time, understanding the search process, storage locations, have an updated and qualified inventory of all documents.

o   Initiate destruction projects for documents and information for all departments of Sanofi, leading the process from beginning to the end.

o   Reporting on established indicators at the regional level (for example, supplier management, budget, archive volumes, etc.).

o   Creation of POs (purchase orders) for supplier services, and full suport of other administrative processes of Sanofi, such as drafting agreements, reviewing quality agreements and facilitating supplier reviews to comply with Sanofi's internal controls.

o   Supervision of all ongoing RIM projects in Russia, later in Belarus and Central Asian countries.

o   Identifying and managing information for which responsibility has not been established or that has been abandoned on Sanofi premises without specifying the owner of the process.

o   Define the roles and responsibilities of Sanofi employees, contractors, consultants and other participants of the records management process on a local level.

o   Implementing company records management policies and procedures to ensure compliance with local laws and corporate requirements.

Job Recuirements:

• Higher technical or humanitarian education
• Age 25 – 40
• Good knowledge of English language (advanced level).
• There is a need to ensure continuous interaction with the archive supplier and ensure the continuity of key business processes during paid annual leave and sick leave