Senior Manager, Organizational Support

3 weeks ago

Jeddah, Saudi Arabia Islamic Development Bank Full time

SECTION I: JOB PURPOSE

This role is responsible for ensuring smooth, effective and cost-efficient functioning of the Organization Support Team by leading all aspects of BCM, Staff Wellbeing, Facility Management, Event Management, Travel & related services, Government Relations, Procurement and Documents Control. This role ensures comprehensive infrastructural and logístical support to ITFC employees using up to date technologies to facilitate the support provided to the organization.

SECTION II: KEY RESPONSIBILITIES

Key Strategic Responsibilities:

- Develop and monitor plans, systems and internal processes to govern all aspects of the Organization Support team in accordance with the established policies, guidelines, directives, regulatory and IDB Group requirements and overall direction of the ITFC Strategy.
- Examine Organization Support policies, guidelines, directives, and procedures in view of market best practices and benchmarking internal procedures with the market to identify areas of improvement.
- Introduce and drive improvement initiatives at the team’s level (such as leveraging technology for monitoring contracts and reporting, documentation of policies and processes etc.) to further enhance service effectiveness from the Organization Support.
- Establish internal controls and checks in Organization Support policies, guidelines, directives, rules, and processes to drive cost efficiencies and ensure optimal utilization of resources.

Managerial Responsibilities:

- Prepare and allocate budgets for managing (in all ITFC locations) Facilities, ITFC Events, Travel & related services and Procurement and ensuring adherence.
- Determine the manning needs for the function based on the work load and work allocation and finalize these with the GM of the department.
- Manage the team by evaluating performance of team members, providing feedback on an ongoing basis, identifying development needs and coaching them to ensure ongoing capability development.

Core Responsibilities:

- Ensure that all Organization Support services are provided in HQ and all ITFC locations.
- Establish and manage long term relationships with vendors, government officials and other external stakeholders in order to ensure smooth provision of services from the Organization Support.
- Develop and manage the procurement process in order to ensure timely supply of goods and services to the concerned departments while simultaneously ensuring cost effectiveness and furthering ITFC developmental mandate by procuring from member countries as much as possible.
- Undertake effective negotiations with vendors for high value transactions including generating fall-back options and bargain in order to obtain the most optimal service delivery and price quotes for ITFC.
- Approve purchase orders on as per the Delegation of Authority to enable smooth operation of the procurement process.
- Institutionalize processes and directives for effective management of all aspects pertaining to Facilities such as Engineering, Housekeeping, Landscaping, Security, Asset Maintenance and Car Parking including identifying and empanelling vendors based on quality and cost specifications as well as ensuring adherence to contracts and smooth provision of services.
- Partner with the Risk Management Office to lead the devise and implementation of Business Continuity Plans (in coordination with IsDBG as may be needed) in order to minimize impact from disruptions caused due to systems failure, natural calamities etc.
- Partner with HR to ensure provision of training to employees towards various safety & security policies and measures in order to facilitate employee awareness and minimize security risks and threats.
- Conceptualize facility design and layout, while adhering to the corporate brand standards, building specifications as well as ITFC culture and people philosophy.
- Ensure adherence to the prescribed protocol for all ITFC internal events such as the General Assembly meeting, Board Meetings, Audit Meetings, Delegation Visits, Award Ceremonies etc.
- Ensure smooth provision of services pertaining to Government related matters such as visas, passport renewal, Iqamas, licenses etc. through effective management of government relations.
- Establish and manage an effective documentation control process for all internal documents including prescribing standards for documentation safety, archiving, retrieval, discard and digitization.
- Develop processes for fixed asset categorization, tagging and recording in order to establish controls for asset purchase, maintenance, security and utilization.

SECTION IV: KNOWLEDGE, SKILLS & COMPETENCIES
- Masters Degree

Language Skills
- English and Arabic are compulsory
- French is preferable

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