119-Office supervisors

Job Title: 

Office supervisors

Job Description: 

Supervise and coordinate office administrative systems and the activities of workers such as clerical and administrative workers

Summary: 

Office supervisors supervise and coordinate the different office support services and personnel that are needed to ensure the success of an office. It may include handling the reception and secretarial services, ordering needed office supplies, keeping good lines and systems of communication open and available, handling or solving administration issues and problems as well as coordinating the planning and scheduling of travel, processing data and monitoring security. Typically, they are also in charge of supervising staff, coordinating and performance managing the staff and their responsibilities including scheduling, interviewing and testing prospective job applicants, as well as promoting job opportunities. They also provide reports to manager(s), coordinate related administrative support systems access and availability, and communicate with services providers, contractors, clients and members of the public to achieve results.

Tasks: 

Job activities and tasks include:

  • coordinating, assigning and reviewing the work of clerks engaged in the following duties: word processing, record keeping and filing, operating telephones and switchboards; data entry, desktop publishing and other activities involving general office and administrative skills
  • establishing work schedules and procedures and co-coordinating activities with other work units or departments
  • resolving work-related problems and preparing and submitting progress and other reports
  • training and instructing employees in job duties, safety procedures and company policies, or arranging for training to be provided
  • evaluating employees? job performance and conformance to regulations, and recommending appropriate personnel action
  • assisting in recruitment, interviewing, and selection of employees
Knowledge: 

Specialist knowledge of principles, concepts and techniques in field of work and/or discipline

  • Higher knowledge of analyzing, planning, organizing and establishing policies, strategies, projections and/or conditions in the field of work and/or discipline
  • Broad knowledge of research principles and methods
  • Broad knowledge of high level governance of systems, processes and procedures including legislative, regulatory, standards, codes and conventions
  • Knowledge of recent developments in the field of work and/or discipline
  • Knowledge of principles, concepts and techniques in management, economics, finance, statistics and fiscal disciplines related to the field of work
  • Knowledge of political, government, legislative and regulatory systems related to the field of work
  • Knowledge of laws, regulations, standards codes and conventions of the UAE and specific Emirates related to the field of work and/or discipline and more general subjects including OHSE and cultural understanding and awareness
  • Knowledge of principles, concepts and techniques in sensitively responding to and observing complex ethical issues
  • Effect information technology, management information systems, management techniques and tools for optimal field of work performance
  • Skills in research, analysis, consultation and synthesis of information to evaluate policies, strategies, projections and/or conditions and develop suggestions and/or relevant options
  • Manage broad level relationships and coordinate related activities of respective stakeholders
  • Broad skills and experience in policy analysis, formulation and research, in a sensitive and confidential environment
  • Produce concepts and convey suggestions from the spectrum of development experience
  • Negotiation cultural sensitivity and diplomatic skills
  • Use of information, tools, resources to support complex work achievement
  • Work sensitively and effectively in a multi-cultural environment
  • Work with others to develop solutions to complex problems
  • Communicate with effect, and proven record of developing and maintaining active partnerships across an organization and with diverse external clients and other key stakeholders
  • Developed higher oral and written communication, interpersonal and representational skills, and a proven ability to use these skills to prepare and present clear, concise, high quality advice
  • Well developed leadership and effective organizational skills, with capacity to organize and sustain improvements within a team environment, as well as the ability to work flexibly and cooperatively as a member of a team
  • Personal drive and integrity, the ability to self-manage and the capacity to identify and control risks associated with change, as well comply with ethical standards
  • Achieving results within tight timelines, and capacity to implement new policy directions
  • Highly developed organizational skills, including the ability to organize priorities and meet tight deadlines
    • Work Context: 

    Usually work in offices with regular hours. They may travel to other branches and offices, or to attend conferences, meetings and training courses. Conditions at months-end can typically be stressful time due to heavy workloads to meet deadlines.

    Education: 

    Secondary School Certificate or related field of work/discipline, higher qualification or equivalent. Some employers may seek vocational technical Certificate in business administration or comparable equivalent.

    Required Work Experience: 

    3 years and above

    Probable Employers: 

    Emirates Identity Authority, Emirates Nuclear Energy Corporation, Advanced Integrated Systems, FAHR, MOPA, Ministry of Social Affairs, National Union Bank, ADWEA, ADDC, DEWA, TRANSCO, Emirates Steel, Emirates Airline, Etihad Airways

    Occupational Size: 
    More than 5,000 and less than 30,000
    Expected Earnings: 

    Industry average

    Projected Growth: 
    Good
    Alternate Titles: 

    Examples of job titles:
    Clerical supervisor - Data entry supervisor - Filing clerks supervisor - Personnel clerks supervisor
    Examples of some related occupations:
    Medical records unit supervisor - Office manager - Team leader - Customer service manager - Customer service supervisor - Accounting manager - Director - Office coordinator - Accounts payable supervisor - Administrative supervisor

    UAE Industry Groups: 
    Business, administration, tourism, retail and leisure service
    International Careers(ISCO): 
    Similar O*NET Careers (USA) : 
    Source Of Info: 
    Occupations and Careers Handbook for UAE Nationals(Copyright NQA ). Referenced from New York University, Abu Dhabhi