Team Secretary

Job : Legal
Primary Location : Africa & Middle East-United Arab Emirates-Dubai
Schedule : Full-time
Employee Status : Permanent
Posting Date : ‎17/Mar/‎2023, ‎2:20:‎13 AM
Unposting Date : ‎24/Mar/‎2023, ‎6:59:‎00 PM

JOB SUMMARY
The role will support the GB Lawyers, Africa & Middle East (AME):
* Providing support to a number of lawyers, ensuring that all administrative responsibilities are handled smoothly and efficiently, delivering a consistently high level of support.
* Ensure that the office is running smoothly by acting as liaison among various departments (IT, Mailing Room, Finance, HR etc).
* Manage and coordinate diaries including booking internal/external meetings, conference and video calls.
* Prepare itineraries; arrange flights and transfer, hotel reservations including visa application etc for the team.
* Assist travel budget allocation and forecasting process across GB AME Legal
* Coordinate equipment needs for the team members such laptops, phones and cell phones.
* Organisation and maintenance of files for the various team members as requested.
* Assist event organisation on an ad hoc basis: team face to face meetings and visits from Group Legal and other special projects i.e. volunteering projects within the bank.
RESPONSIBILITIES
* Assist in daily interaction with the Africa and Middle East (AME) Legal teams and other internal stakeholders.
* Acting as a contact between Legal Department and Business Groups in managing referrals, organizing meetings and addressing general queries.
* Assist in legal referrals from Business Groups and monitoring the same. Manage the referrals database and rota.
* Manage the onboarding of Legal new hires/ new joiners. Preparation of Job Requisition and setting-up the new hire's IT access and procurement of equipment.
* Managing the internal legal invoicing management system, which includes liaising with the finance departments of external law firms.
* Assist in Business Visa application process (compiling visa requirements and coordination with PR Office/PRO assistants/PRO)
* General correspondence, emails, preparing power points drafts, conference call set-ups etc.
* Manager travel, visa, hotel arrangements, travel file.
* Co-ordinate all travel arrangements for visiting staff including hotel accommodation, ticketing, transportation and visas.
* Managing and coordinating diaries for internal and external meetings and calls.
* Assist in preparing meetings, gather meetings papers, discussion pack, agenda etc.
* Prepare expense reports, process invoices for payment.
* Monitoring and keeping audit trail of team's expense reports.
* Manage the Sharepoint team leave calendar. Keeping records of sick leave.
* Updating org charts for team.
* Stock control and procuring office stationery, reviewing and monitoring invoices for payment.
* Raising RMS request for all IT Procurement requirement of the department, follow-up and ensure the request is done on time.
* Shared Drive administration.
* Maintaining Dept. Personnel files; update and maintain Admin documents in Shared folder and archiving.
* Assist with the smooth running of department and ensure premises and IT issues are promptly addressed.
* Maintain confidentiality at all time.
Regulatory & 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 to achieve the outcomes set out in the Bank's Conduct Principles
* Effectively and collaboratively identify, escalate, mitigate and resolve risk, conduct and compliance matters.
* Exercise authorities delegated by the Board of Directors and act in accordance with Articles of Association
Key stakeholders

• Regional Legal and Product teams


• Country Heads of Legal


• FM Legal, AME


• Islamic Team


• COO, Legal


• Regional BPMs


• Head of Governance, Legal AME


• Regional Risk and Policy Manager, Legal
  Other Responsibilities
  Embed for good and Group's brand and values in GBS India 'Executive Assistant
  Services'; Perform other responsibilities assigned under Group, Country,
  Business or Functional policies and procedures; Multiple functions (double
  hats).
  QUALIFICATIONS
  TRAINING, LICENSES, MEMBERSHIPS AND CERTIFICATIONS


• Bachelor's Degree / Graduates from a recognised university.


• ‎3 - ‎7 years of relevant work experience as an Executive Assistant, Personal Secretary Administrative Assistant in an international firm preferred.


• Any secretarial course / certification will be an added advantage.
  SKILLS AND COMPETENCIES


• Microsoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, SharePoint, etc
  Role Specific Technical Competencies


• Microsoft Office applications, including Outlook (eMail), Word, EXCEL, Powerpoint, Chrome, etc


• Business correspondence skills with excellent proficiency of English - written and spoken


• Typing and/or short-hand - reasonable typing speed to record dictation; with excellent accuracy to produce well document and accurate set of meeting minutes
  About Standard Chartered
  We're an international bank, nimble enough to act, big enough for impact. For
  more than ‎160 years, we've worked to make a positive difference for our
  clients, communities, and each other. We question the status quo, love a
  challenge and enjoy finding new opportunities to grow and do better than
  before. If you're looking for a career with purpose and you want to work for a
  bank making a difference, we want to hear from you. You can count on us to
  celebrate your unique talents. And we can't wait to see the talents you can
  bring us.
  Our purpose, to drive commerce and prosperity through our unique diversity,
  together with our brand promise, to be here for good are achieved by how we
  each live our valued behaviours. When you work with us, you'll see how we
  value difference and advocate inclusion. Together we:


• Do the right thing and are assertive, challenge one another, and live with integrity, while putting the client at the heart of what we do


• Never settle, continuously striving to improve and innovate, keeping things simple and learning from doing well, and not so well


• Be better together, we can be ourselves, be inclusive, see more good in others, and work collectively to build for the long term


• In line with our Fair Pay Charter, we offer a competitive salary and benefits to support your mental, physical, financial and social wellbeing.


• Core bank funding for retirement savings, medical and life insurance, with flexible and voluntary benefits available in some locations


• Time-off including annual, parental/maternity (‎20 weeks), sabbatical (‎12 weeks maximum) and volunteering leave (‎3 days), along with with minimum global standards for annual and public holiday, which is combined to ‎30 days minimum


• Flexible working options based around home and office locations, with flexible working patterns


• Proactive wellbeing support through Unmind, a market-leading digital wellbeing platform, development courses for resilience and other human skills, global Employee Assistance Programme, sick leave, mental health first-aiders and all sorts of self-help toolkits


• A continuous learning culture to support your growth, with opportunities to reskill and upskill and access to physical, virtual and digital learning


• Being part of an inclusive and values driven organisation, one that embraces and celebrates our unique diversity, across our teams, business functions and geographies - everyone feels respected and can realise their full potential.


• Recruitment assessments - some of our roles use assessments to help us understand how suitable you are for the role you've applied to. If you are invited to take an assessment, this is great news. It means your application has progressed to an important stage of our recruitment process.
  Visit our careers website www.sc.com/careers