Information Management Supervisor – Crown UAE

Crown Worldwide Group currently has an opening for an Information Management Supervisor for our Records and Information Division in Dubai.

Location: Dubai UAE

Number of Roles: 1

Position statement

The Information Management Supervisor will oversee the daily activities of the Information Management team to maximize resource utilization and productivity. The Information Management Supervisor will actively control active projects for physical and digital services that may include new physical storage intakes, retrievals and deliveries, indexing, secure destruction, document scanning, hosting and associated services. 

This role involves supervising staff, maintaining compliance with applicable laws and regulations, and implementing efficient processes to support the organization’s information management service delivery.

The role will also encompass stock and material control, facility safety and day-to-day customer communications.

Key responsibilities

Leadership

• To motivate, performance manage and develop all Information Management staff that report or are assigned to you, review operational performance and ensure corrective measures are taken;
• Create an environment, which allows teamwork, innovation, enjoyment and shows our employees that we value them;
• Assign tasks, monitor performance, and conduct regular evaluations to ensure team goals are met.

Service delivery

• Directly and indirectly provide our clients with exceptional services whilst in our care, ensuring their needs are met and identify new sales opportunities.
• Maintain high levels of quality and service. Design and implement service improvement plans as required

Operations

• Ensure timely and accurate processing of requests from internal and external stakeholders.
• Oversee the collection, organization, storage, and retrieval of physical records in accordance with organizational policies and procedures.
• Follow established workflows to prioritize and meet project deadlines. Track and log indexing and scanning activities, including the number of documents processed and project status
• Monitor adherence to records retention schedules and coordinate secure disposal of records as required.
• Report monthly stock take of packaging supplies and materials.

Systems Management

• Prepare and maintain accurate records of operational activities, including metrics, compliance reports, and inventory of records.
• Maintain information management software and tools to ensure efficient and secure operations. Assist in developing and updating scanning procedures and guidelines.
• Troubleshoot system issues and recommend improvements.

Quality, Compliance & Risk Management

• Develop, update, and enforce information management policies and procedures to align with organizational goals and legal requirements.
• Ensure all digital files meet quality standards for clarity, accuracy, and completeness and indexing and metadata tagging meet organizational standards and naming conventions.
• Ensure compliance with local, state, and federal regulations related to records management, such as data protection and privacy laws.
• Conduct regular audits of records management processes, systems and Business Continuity plans.
• Ensure adherence to the highest standards of Health and Fire Safety guidelines to ensure a secure working environment for everyone and compliance with regulatory requirements.

Other

• Monitor any visitors & contractors with access to facility.
• Office environment with occasional need to lift or move records & support digital services.
• May require occasional travel for training or professional development.

Professional Knowledge and Skills

• Minimum of 3–5 years of experience in records management, with at least 2 years in a supervisory or leadership role.
• Fluency in written and spoken English. Knowledge of Arabic would be an advantage.
• Familiar with Information management systems, scanning software, file conversion, and image editing tools.
• Strong knowledge of records management principles, retention schedules, and relevant regulations.
• Excellent organizational, communication, and problem-solving skills.
• Proficiency in records management software and MS Office Suite.
• Leadership abilities and experience managing teams.
• Proficient computer skills with experience using Microsoft Excel and other reporting functions.

Qualifications

• Preferred – Bachelor’s degree in business administration, information management, related field. Certification in records management (e.g., Certified Records Manager [CRM or a] or Information Governance Professional [IGP]).
• Experience implementing electronic records management systems. Knowledge of data privacy and security best practices.

Competencies

Job specific

• Customer Service
• Productivity
• Quality
• Reliability
• Health and Safety Management

Crown Core

• Determined
• Caring
• There
• Open-minded
• Sharing
• Interpersonal skills/[presentation skills
• Intercultural Awareness
• Problem Solving/Analysis
• Planning
• Quality

Values

The Crown Worldwide Group is guided by five key “values”. These “values” are our underlying beliefs, they are a description of the way we see the world and what is most important to us. 

They are the basic principles that will guide and shape the way we think and act. This includes the way we provide services to our clients, the way we treat each other within the organization and the way we interact with the wider community.

At Crown we pride ourselves with the quality we deliver and values we stand by:

• We are CARING about people and their experience;
• Always DETERMINED to do our best and to always keep improving;
• We are genuinely THERE when our customers and colleagues need us;
• We encourage the SHARING of knowledge amongst each other;
• We continuously remain OPEN-MINDED to stay innovative.

Equal employment opportunity

Crown is an equal opportunities employer. We are committed to providing equal employment opportunities to all qualified individuals without regard to race, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, military/veteran status, or any other characteristic protected by law.

Crown welcomes applications from all suitably qualified candidates eligible to live and work in the designated geographical region. We are committed to diversity, and to employee well-being, engagement and development.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

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