Agency Management Officer

3 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia Olayancareer Full time

Sub Department: Logistics/Supply Chain - Demand & Supply Planning

Number of Openings: 1

Role Purpose

Manage overseas recruitment agencies' relationship with the company by ensuring day-to-day handling of visa management, quality, performance, conflict management, and financial accounts.

Job Accountabilities & Activities
  1. Source new agencies across the globe as per forecasted sales plan.
  2. Sign agreement with the shortlisted agencies & the company with low deployment fees and appropriate security deposit.
  3. Design an agency agreement as per the agreed approval process with the legal team on the company's profitability (Financial, Operational & Productional).
  4. Ensure agreement contains all aspects of current and future needs and does not breach any violation of local and foreign laws.
  5. Maintain agency relationship to deploy workers on time; the agency should support issues with embassies, job orders, and completing their country's procedures for smooth deployment.
  6. Send debit notes to the agency on a weekly basis if any conflict occurs in the agency and report to the overseas manager and finance manager.
  7. Responsible for maintaining a positive account with all deploying agencies; deposit amount should not reduce our cutoff limit.
  8. Upload all new invoices of agencies in the CRM system with proper supporting documents.
  9. Check agency dues to the company before requesting new invoice payment to finance.
  10. Follow up with finance internal & SSC to settle agencies' invoices on time, within 3 business days.
  11. Calculate each agency's performance based on workers' status, financial statement, time to delivery, and quality of workers.
  12. Design criteria for agency performance based on deployment, quality, embassy support, and other aspects.
  13. Report weekly to the internal department meeting.
  14. Responsible for handling conflicts between the agency and company through the agreed agreement in the international forum.
  15. Solve conflicts between the agency and the company by visiting countries, ministries, Saudi consulate, international legal departments, and any required forums.
  16. Ensure all agency-related documents are up to date in the CRM system.
  17. Update & maintain agency-related files in CRM and hard files.
  18. Responsible for maintaining each agency's issue of e Wakala.
  19. Maintain each agency's issue of ewakala, stamped, arrived, stamped not arrivals, expiry of ewakala.
  20. Responsible for coordinating with the core recruitment team about cancellation of used ewakala before expiry in case of any non-arrivals.
  21. Report weekly and monthly reports such as agency management report, agency performance report, legal issues, new sourcing, agreement signing, and new initiatives.
Education & Certifications

Bachelor's degree in business management | HR | International business

Required Years of Experience

6+ years of experience in Overseas Recruitment.

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