Administrative Specialist

Enhance Ventures is the venture studio pioneer in the MENAPT region (Middle East, North Africa, Pakistan, Turkey), building and investing in ventures for the future of finance and commerce. We build ventures of our own and work with corporations and governments to build innovative ventures together.Our portfolio companies include the Middle East's leading online gifting platform joigifts.com, SME digitization, and payment platform clevr.app, big data, and AI-led global real estate investments disruptor Prop-AI, virtual assets-enabled financial services provider BNS, agritech B2B marketplace rightfarm.com, and the Middle East's organic and sustainable mart blueterra.co.We are looking for an ambitious Admin, People, & Culture Officer who is energetic, full of ideas, and has a great learning attitude. This role will put you at the heart of our Admin and People Operations & Experience where you will be part of hiring, onboarding, people experience, and other admin and people operations. You will contribute to improving the functionality and level of service that the Admin/People Team provides to our colleagues.Job Responsibilities:Administrative Operations and Office Management:Manage day-to-day administrative tasks, including handling correspondence, managing calendars, and organizing meetings.Ensure timely payments of utility and telecommunication bills and purchasing of office supplies stocksCoordinate travel arrangements & accommodations for colleagues and higher management as needed.Oversee facilities management, including office maintenance and repairs.Serve as the point of contact for office-related inquiries and issuesPrepare and distribute internal communications, memos, and announcements to keep staff informed of important updates and events.Foster a positive and professional office environment by providing support and assistance to colleagues.Legal Compliance and Corporate Governance:Stay updated on relevant employment laws and regulations and ensure compliance with legal requirements in all the cities the company operates.Assist in drafting, reviewing, and updating company policies and procedures to ensure alignment with legal standards.Facilitate the renewal process for licenses and permits, conduct Know Your Customer (KYC) procedures, and assist in establishing new company entities as necessary.Maintain records and documentation related to compliance activities and PDCs.Assist in maintaining corporate governance standards and practices.Coordinate board meetings and prepare detailed meeting minutes to document discussions, decisions, and action items arising from board meetings, ensuring compliance with corporate governance requirements.Contract Management:Manage contracts related to agreements, investments, office spaces, licenses, and other legal documentation.Maintain a centralized repository for all contract documentation, ensuring easy access and retrieval of information for reference and audit purposes.Sign on behalf of the signatory once you receive the approval to go ahead with the e-sign.Generate official documents such as NDAs, MOUs, Promotion letters, Consultant Agreements, Employment Certificates, and other documents.Executive and C-level support:Maintain confidentiality and discretion when handling sensitive information, including financial data, strategic plans, and personnel matters, to uphold the trust and integrity of the executive team.Serve as a point of contact for inquiries and requests directed to the executive teamCoordinate logistics for executive meetings, events, and conferences, ensuring seamless execution and a positive experience for participants.Assist in special projects or initiatives as assigned by executives, demonstrating flexibility and adaptability in addressing evolving business needs and priorities.Talent Acquisition Management and Public Relations:Spearhead the recruitment end-to-end process by posting job openings, screening candidates, scheduling interviews, negotiating offers, and preparing offer letters and contracts.Manage the onboarding process for new colleagues, including orientation sessions, completion of necessary paperwork, and integration into company culture and workflows.Process the setup of work accounts and access to relevant tools and systems for new hires, ensuring they have the necessary resources to perform their roles effectively.Ensure new hires are integrated into relevant communication channels, meetings, and collaborative platforms, fostering teamwork and collaboration from day one.Collaborate with the PRO to facilitate work permit and visa processing for new hires, as well as handle renewals and cancellations as needed, ensuring compliance with local regulations.Colleague Engagement:Develop and implement initiatives to enhance colleague engagement and morale.Plan and organize monthly colleague events and activities to foster a positive work culture.Conduct semi-annual performance reviews and compensation reviewsConduct an NPS (net promoter score) engagement survey and initiate interventions based on the results.Provide colleagues training in different People tools such as Bayzat (LMS) and Mesh (PMS).Payroll Management:Oversee the end-to-end payroll process, ensuring accurate and timely processing of employee salaries, benefits, and deductions.Maintain up-to-date records of employee attendance, leave balances, and overtime hours to facilitate accurate payroll calculations.Process payroll adjustments, such as bonuses, commissions, and reimbursements, in accordance with company policies and applicable regulations.Respond to employee inquiries regarding payroll-related matters, such as salary discrepancies and deductions, providing prompt and accurate assistance.Collaborate with finance and accounting teams to reconcile payroll accounts, resolve discrepancies, and ensure compliance with financial reporting requirements.Generate payroll reports and analyses for management reviewMedical Insurance:Coordinate with insurance providers to ensure timely renewal of medical insurance policies in the UAE, KSA, and Egypt.Research and analyze market rates for medical insurance plans in each respective city to ensure cost-effectiveness and competitive coverage.Manage the enrollment process for new colleagues and facilitate any changes or updates to existing policies.Offboarding:Develop and execute offboarding procedures for departing colleagues, including preparing necessary documentation and conducting exit interviews.Calculate final settlement dues accurately, including outstanding salary, benefits, and accrued leave.Provide departing colleagues with final settlement letters and ensure timely payment in accordance with legal requirements.Coordinate with the PRO to process work permits and visa cancellations efficiently.Handle medical insurance cancellations and ensure all access to company tools and systems is deactivated appropriately.Data and Reports:Maintain accurate records of colleague files, leave balances, and end-of-service calculations.Compile and analyze People data to generate reports on key metrics such as turnover rates, recruitment statistics, colleagues’ satisfaction, leave balances, and others as required.Requirements:Bachelors or Masters having a Degree in Human Resources, Industrial Organizational Psychology, Communications, or business-related degree.Proven experience as an Admin, HR Administrator, HR Assistant, or similar role.Self-starters who are results-oriented, resourceful, analytical, innovative, intellectually curious, and who take initiative and risks.Ability to work successfully in an ambiguous environment, meet tight deadlines, and prioritize workload even when faced with conflicting prioritiesExcellent written and verbal communication skillsAbility to demonstrate curiosity and pro-activity, which will allow you to fully achieve your learning and development goalsExperience and proficiency in Microsoft Office tools/programs (Excel, Word, etc.).