Job Summary

• To supervise the administrative functions within the operations department, ensuring efficient support for operational activities, accurate record-keeping, and smooth workflow. This role bridges the gap between administrative tasks and core operational functions.

Key Accountabilities

• Supervision of Admin Staff: Supervise, train, and mentor administrative staff within the operations department, including administrative assistants, clerks, and data entry personnel.
• Workflow Management (Operations Admin): Manage the workflow of administrative tasks within the operations department, ensuring timely completion and efficient allocation of resources.
• Record Keeping & Documentation (Operations Focus): Oversee the maintenance of accurate records related to operational activities, including logs, reports, and documentation.
• Data Analysis & Reporting (Operations Support): Compile and analyze operational data, prepare reports, and provide insights to support operational decision-making.
• Process Improvement (Operations Admin): Identify opportunities to improve administrative processes within the operations department to enhance efficiency and productivity.
• Budget Monitoring (Operations Admin): Assist with monitoring the budget for administrative expenses within the operations department.
• Communication & Coordination (Operations Focus): Facilitate communication and coordination between different operational teams and other departments.
• Procurement Support (Operations Related): Assist with procurement of supplies and equipment needed for operational activities.
• Project Support (Administrative): Provide administrative support for operational projects, including scheduling meetings, preparing documents, and tracking progress.
• Policy & Procedure Implementation (Operations Admin): Ensure adherence to company policies and procedures related to administrative functions within the operations department.

Knowledge, Skills and Aptitude

• Educational Qualifications and Certifications: High school diploma or equivalent is required; an associate's or bachelor's degree in business administration, operations management, or a related field is preferred.
• Knowledge: Knowledge of administrative procedures, record-keeping practices, and basic operations management principles. Understanding of the company's operational processes is essential.
• Technical Skills: Proficient in Microsoft Office Suite (especially Word, Excel, and PowerPoint). Experience with operations management software or other relevant systems is a plus. Strong organizational, communication, interpersonal, and supervisory skills.
• Language Skills: Arabic and English are essential.
• Experience: Minimum of 3-5 years of experience in administrative support, preferably within an operations environment, with at least 1-2 years in a supervisory or lead role.

Key Interactions

• Key Internal Contacts:
• Operations administrative staff (Direct Reports)
• Operations Managers/Supervisors
• Other operational teams
• Finance Department
• HR Department
• Purpose of Interaction: Team management, workflow coordination, data analysis, reporting, and supporting operational activities.
• Key External Contacts:
• May have limited contact with external vendors or service providers related to operational administrative tasks.
• Purpose of Interaction: Varies depending on the specific task.
• Direct Reports:  Administrative Assistants, Clerks, Data Entry Personnel within the operations department.