Administrative Assistant, myZoi Venture - SC Ventures

Job : Ventures
Primary Location : Africa & Middle East-United Arab Emirates
Schedule : Full-time
Employee Status : Permanent
Posting Date : ‎30/May/‎2022, ‎4:36:‎48 AM
Unposting Date : Ongoing

About myZoi
myZoi is an exciting fintech start-up aiming to promote financial inclusion
globally. Our vision is to provide a level playing field to the unbanked and
the underbanked in accessing essential financial services in an affordable,
convenient, and transparent fashion. We are looking for smart, ambitious, and
purpose driven individuals to join us in this journey.
This is an opportunity to join myZoi as an Administrative Assistant. The role
will be based in the UAE.
Role Responsibilities
Launched by SC Ventures, Standard Chartered's innovation, fintech investment
and ventures arm - myZoi is a fintech start-up committed to promoting
financial inclusion of the unbanked and the underbanked globally through
disruptive, digital solutions.
This is a perfect opportunity to be part of a team driven by a purpose, the
challenge of solving complex problems, and being a force for good.
Job Purpose
* Provide administrative support the myZoi team
Mailbox/Calendar management
* Actively manage service recipient's mailbox including and not limited to drafting responses on behalf, scheduling appointments, setting reminders, arranging travel, and expenses
* Manage any appointment/scheduling conflicts in best possible ways
* Work closely with stakeholders and ensure that all meetings/appointment details are updated in service recipient's calendar, accurately and timely
* Mark leaves, working from home, public holidays as per locations and travel itineraries on the calendar, where appropriate
Meeting/Event management
* Prepare and coordinates meetings including publishing agenda and recording minutes/actions accurately
* Coordinate meetings and track action (follow-up to ensure closure of outstanding actions)
* Where required, pre-book meeting facilities (rooms or communication software such as video or audio-conferencing facilities)
* If participants include external parties for physical meeting appointments, ensure there is a local support to meet-and-greet visitors and abide by local protocols
* Actively participate in all staff engagement activities organised by team members and assist in coordinating activities to make event successful
Travel & Expenses management
* Plan itinerary appropriately to ensure sufficient buffer for touch-down and departure for traveller
* Always choose the Company's preferred airlines, rails, hotels and transfer options
* Ensure travel-related documents are prepared ahead (including VISA/immigration requirements, etc)
* Be available to support anytime during travel to assist in last minute requests, if any
* Check for traveller's preferences (such as room type, bed type, smoking/non-smoking needs, dietary restrictions, allergies, etc) and make necessary arrangements accordingly
* Prior to travel, ensure detailed agenda is provided to traveller, including landmarks, contact persons and references ahead of traveller's itinerary.
* Review and validate any travel and expenses claims submitted for approval
* Collect all relevant receipts from service recipients or requester
* Check bills are as per the Group's Travel & Expenses or related financial guidelines
* Scan and file all records in softcopy, whilst ensuring details of expenses are recorded in order
* Enter details in the system with correct code and descriptions; submit for approval and follow-up till completion (approval), providing clarifications as required to claims approver (or approver's delegate)
* Proactively guide service recipients or requester about limits as per the Company's travel and expense policies, before expenses are incurred
* Ensure adherence to budget plans, as required
Administrative activities
* Provide office support for service recipients but not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationeries, tools and corporate devices and accessories, etc
* Manage filing of hard/softcopies of documents, coordinate the flow of paperwork and apply necessary data restrictions (confidentiality) and access controls
* Provide management information system reports as required
* Create/amend presentation decks in line with the Company's style requirements
* Create/manage distribution list (apply security mode)
* Raise appropriate service requests for technology-related services
* SharePoint administration (including file management, access, and technical issues)
* Creating content and update the team's internal website such as uploading articles, feature writings, proofreading, and formatting
* Undertake adhoc assignments or mini projects - project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates provided to stakeholders or accountable executive
Third-party supplier and/or vendor management
* Follow up on quotations and select the vendor
* Ensure vendor details are entered in the system and is approved as well
* Raise eProcurement (vendor invoices) and ensure payment are submitted in a timely manner
Recruitment and onboarding support
* Work closely with Talent Acquisition (TA) to coordinate arrangements - raise job requisition (JR), compile resumes, arrange interviews, update progress tracker and finalise/close JR with TA
* Arrange recruitment huddle with hiring managers for screening, progress updates and finalisation, in the frequency requested by service recipient
* Understand the Company's procedure and rules, around the recruitment and/or onboarding for Non-Employed Workers
Regulatory and Business Conduct
* Display exemplary conduct and live by the Group's Values and Code of Conduct
* Take personal responsibility for embedding the highest standards of ethics, including regulatory and business conduct, across Standard Chartered Bank. This includes understanding and ensuring compliance with, in letter and spirit, all applicable laws, regulations, guidelines and the Group Code of Conduct
* Lead the right environment to achieve the outcomes set out in the Bank's and the Company's Conduct Principles
* Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters
Key Stakeholders
* CEO myZoi
* myZoi Leadership Team
Our Ideal Candidate
* Bachelor's Degree or equivalent experience required
* ‎2 - ‎5 years relevant work experience as an Administrative Assistant in a firm.
* Any secretarial course / certification will be an added advantage

Diversity & Inclusivity
MyZoi is committed to diversity and inclusion. By providing equal
opportunities we foster a work environment which embraces diversity and gets
the best out of the broadest spectrum of people to sustain business
performance and competitive advantage. We build an inclusive culture by
demonstrating respect for each other's unique strengths and perspectives to
enable every employee to develop a sense of belonging and have the opportunity
to maximise their potential.