Shared Services Officer

Taaleem

Taaleem is seeking a proactive and detail-oriented Shared Services Officer to join our dynamic Operations team. If you have a background in procurement, operations, or contract support, and thrive in a collaborative, compliance-focused environment, we d love to hear from you!

Job Purpose

The Shared Services Officer plays a vital role in the centralized management of third-party services across Taaleem schools. This includes coordination and execution of activities related to uniforms, catering, transportation, ASAs, trips, and school facility rentals. Under the guidance of the Group Shared Services Manager, the officer ensures consistent service delivery, tracks contract performance, supports revenue optimization efforts, and promotes compliance with Taaleem s safeguarding, ESG, and H&S standards. The role also supports internal stakeholders with reporting, training, and issue resolution.

Key Accountabilities

Contract Administration & Service Coordination

• Support implementation and ongoing administration of shared services contracts across all schools.
• Track deliverables, renewals, and expiry dates; coordinate with stakeholders for timely actions (e.g., uniform timelines, trip approvals, ASA bookings).
• Liaise with vendors to ensure alignment with service standards and SLAs.
• Maintain accurate service records, contract documentation, and license/insurance files.

Vendor Monitoring & Stakeholder Support

• Assist in conducting vendor performance evaluations and maintaining feedback records.
• Monitor and report service quality issues; escalate non-compliance to the Shared Services Manager.
• Coordinate school visits, collect service feedback, and ensure timely vendor response.
• Support schools in addressing operational queries related to uniforms, catering, trips, etc.

Revenue Oversight & Financial Reporting

• Assist in tracking commission-based revenues (e.g., ASA, trip commissions, rentals) by provider and school.
• Maintain trackers for revenue received, invoices due, and pending payments; ensure reconciliation with Finance.
• Ensure transparency in provider-reported figures and coordinate audits as required.
• Follow up with vendors and Finance on overdue payments, escalating unresolved cases to the Shared Services Manager.

Compliance & Safeguarding

• Ensure vendors are compliant with H&S, safeguarding, insurance, and training requirements.
• Coordinate document collection (e.g., trade licenses, insurance certificates, safeguarding agreements).
• Support vendor onboarding and offboarding processes as per Taaleem s compliance protocols.

Process Standardization & Training

• Maintain centralized trackers and templates to ensure standardized data collection and service logs.
• Assist in preparing training materials and SOPs for school operations teams.
• Conduct or support periodic training sessions for schools on shared services processes, policies, and vendor management protocols.

Support for ESG and Audit Readiness

• Track vendor ESG documentation and ensure sustainability KPIs are monitored.
• Support the Shared Services Manager in preparing audit documentation and policy reviews.

Key Performance Indicators

• Timely renewal and tracking of contracts and service schedules.
• Accurate vendor performance tracking and escalation of service issues.
• Revenue reporting accuracy and on-time financial reconciliation.
• Vendor compliance with documentation and safeguarding standards.
• Stakeholder satisfaction with shared service delivery.

Requirements

Education: Bachelor s degree in Business Administration, Operations, or related field.

Experience:

Minimum 2 3 years in a procurement, operations, or contract support role.

Experience in working with vendors, document tracking, and service coordination.

Familiarity with UAE regulations and education sector operations preferred.

Competencies:

Strong coordination and administrative skills

Knowledge of service contracts and compliance documentation

Intermediate Excel and reporting skills

Effective written and verbal communication

Stakeholder support and vendor management

Attributes :

Organized and detail-oriented

Proactive problem solver

Collaborative and service-minded

Ethical and compliance-focused