Whiteshield Operations Analyst

White Shield, Inc.; Dubai; On-site; AED 120,000 - 170,000; Full time

Job summary

Whiteshield is seeking an analytical Operations Analyst to support a business‑wide operational transformation programme. You will map how work is performed across the firm, standardise and automate it on core platforms, and administer Slack/Notion for streamlined workflows.

You will document processes, maintain data hygiene across Scoro, HubSpot and staffing trackers, and collaborate with the Head of Operations to drive governance and efficiency.

Qualifications

• Naturally curious with a desire to understand how organisations operate.
• Strong analytical mindset with exceptional attention to detail.
• Able to simplify complex operational processes into structured documentation.
• Confident engaging with stakeholders at all levels of the organisation.
• Highly organised with the ability to manage multiple workstreams simultaneously.
• Comfortable working independently in a fast‑paced, evolving environment.
• Solutions‑oriented with a continuous improvement mindset.
• Strong sense of ownership and accountability.

Responsibilities

• Lead the documentation of end‑to‑end business processes across operational and corporate functions.
• Conduct stakeholder interviews and workshops to understand current processes.
• Produce clear process maps, workflows and supporting documentation.
• Capture decision points, approvals, dependencies and system interactions.
• Build and maintain a central repository of operational processes and documentation.
• Identify inefficiencies, duplication, manual activities and operational risks.
• Design future‑state, standardised workflows and, importantly, build them.
• Build no‑code automations on the existing stack (Slack forms and workflows, Notion databases and templates).
• Validate documentation and improvements with business leaders, and iterate.
• Own the day‑to‑day administration of Slack and Notion: channel architecture, permissions and access.
• Maintain the Notion knowledge base as the single, well‑organised home for processes and documentation.
• Apply the permission and data‑classification rules set by the Head of Operations.
• Act as first‑line support for Slack, Notion and Claude, and drive adoption across teams.
• Maintain accurate operational data across Scoro, HubSpot and the staffing tracker.
• Support resource planning by monitoring project allocations, utilisation and billability.
• Identify and investigate discrepancies between planned allocations and recorded time.
• Monitor staffing compliance, highlighting allocation conflicts, capacity risks and data quality issues.
• Prepare recurring operational KPI and utilisation reports.
• Identify opportunities to improve data quality, reporting accuracy and governance.

Skills

Analytical thinking

Attention to detail

Stakeholder management

Organisation

Independent work

Problem solving

Tools

Slack

Notion

Claude

Scoro

HubSpot

Jira

Xero

Excel

Job description

ABOUT US | Whiteshield is an AI-native sovereign intelligence company helping governments move from insight to action and from planning to continuous adaptation. Its platform combines workforce intelligence, economic intelligence and adaptive policy applications to support decision‑makers in real time. Founded in 2011, the company combines public policy expertise, proprietary data assets and AI-enabled applications across workforce development, economic competitiveness and societal transformation.

With principal operations in Dubai (DIFC) and Riyadh and a global footprint across the Middle East, Europe, Africa, Eurasia and Asia, Whiteshield serves governments, sovereign institutions, multilateral organisations and leading corporations worldwide.

WHERE YOU FIT IN

We are looking for an analytical, hands‑on Operations Analyst to support a business‑wide operational transformation programme, reporting to the Chief Performance Officer. This is a doing role as much as an analysis role: you will map how work is performed across the firm, then help standardise, automate and administer it on our core platforms.

Working across teams, you will document and map our operational processes to create a clear baseline, then build the workflows, administer the tools and keep the data clean that turn that baseline into a scalable operating model. You will work closely with the Head of Operations and the operations team across finance, delivery and CRM systems, dashboards and HR.

This role suits someone who enjoys understanding how organisations operate, builds relationships quickly, challenges existing ways of working, and is happy to get into the detail and do the work themselves.

WHAT YOU WILL DO

Business process mapping

• Lead the documentation of end‑to‑end business processes across operational and corporate functions.
• Conduct stakeholder interviews and workshops to understand current processes.
• Produce clear process maps, workflows and supporting documentation.
• Capture decision points, approvals, dependencies and system interactions.
• Build and maintain a central repository of operational processes and documentation.

Process improvement and automation

• Identify inefficiencies, duplication, manual activities and operational risks.
• Design future‑state, standardised workflows and, importantly, build them.
• Build no‑code automations on the existing stack (Slack forms and workflows, Notion databases and templates) so processes run with less manual effort.
• Validate documentation and improvements with business leaders, and iterate.

Tools administration and adoption

• Own the day‑to‑day administration of Slack and Notion: channel architecture, permissions and access, structure, hygiene and user management.
• Maintain the Notion knowledge base as the single, well‑organised home for processes and documentation.
• Apply the permission and data‑classification rules set by the Head of Operations.
• Act as first‑line support for Slack, Notion and Claude, and drive adoption across teams through simple guides and hands‑on help.

Data hygiene and reporting

• Maintain accurate operational data across Scoro, HubSpot and the staffing tracker, ensuring consistency between systems.
• Support resource planning by monitoring project allocations, utilisation and billability, ensuring staffing records accurately reflect delivery plans.
• Proactively identify and investigate discrepancies between planned allocations and recorded time (e.g. consultants allocated to one project but logging time elsewhere), working with stakeholders to resolve issues and maintain governance.
• Monitor staffing compliance, highlighting allocation conflicts, capacity risks and data quality issues that may impact reporting or resource planning.
• Apply and maintain the shared project code structure to ensure consistency across projects, people, pipeline and time reporting.
• Prepare recurring operational KPI and utilisation reports, ensuring dashboard inputs are accurate, reconciled and up to date.
• Identify opportunities to improve data quality, reporting accuracy and operational governance through stronger processes and controls.

Operational transformation

• Contribute to the rollout of new operational platforms and ways of working.
• Ensure documentation and data support future automation and a scalable operating model.
• Produce reports and insights to support operational decision‑making.

The stack you will work with

• Collaboration and knowledge: Slack, Notion, Claude.
• Delivery and commercial systems: Scoro, HubSpot, Workable, Jira and Xero
• Analysis and mapping: Excel, and process‑mapping tools.

WHO WE LOOK FOR

• Naturally curious with a desire to understand how organisations operate.
• Strong analytical mindset with exceptional attention to detail.
• Able to simplify complex operational processes into structured documentation.
• Confident engaging with stakeholders at all levels of the organisation.
• Highly organised with the ability to manage multiple workstreams simultaneously.
• Comfortable working independently in a fast‑paced, evolving environment.
• Solutions‑oriented with a continuous improvement mindset.
• Strong sense of ownership and accountability.

WHAT WILL MAKE YOU SUCCESSFUL

The successful candidate enjoys understanding how organisations work at a fundamental level. They are comfortable asking questions, challenging norms and bringing structure to complex operational environments.

Within the first three months, they will have developed a comprehensive library of business process documentation, established a consistent approach to process mapping across the organisation, and identified opportunities to simplify, standardise and automate key operational workflows.

• Opportunity to contribute to a high‑impact operational transformation programme.
• Exposure to senior stakeholders across the business.
• Fast‑paced, collaborative consulting environment.
• Opportunity to shape foundational processes that will support future automation and AI initiatives.
• Potential for contract extension based on business needs and performance.