Deputy Head of Back Office

5 months ago

Riyadh, Saudi Arabia Arabian Enterprise Incubators (AEI Saudi) Full time

**PURPOSE OF YOUR JOB**:
The Back Office Business Unit delivers ongoing statutory and regulatory business compliance services to registered entities in the Kingdom, including:

- Renewal of Portals and Certificates
- Managing Entity Portals
- HR/immigration/government relations support

The purpose of your role is to support the Head of Strategic Accounts to manage and coordinate all aspects of the Back-Office services day-to-day delivery, including:

- Managing clients and contracts;
- Supervising, managing and supporting the AEI Back Office team;
- Ensuring that all internal operating procedures, policies and processes are followed and
- Embedding quality assurance management and continuous improvement systems

The Head of Operations is expected to understand the regulatory and statutory compliance environment in Saudi Arabia, which relates to people services, corporate services, and HR consultancy.

The role includes deputising for the Head of Strategic Accounts as required, supporting Business Unit planning and delivery, supporting business development, and ensuring effective financial reporting.

A particular focus of the role is the interaction and interdependency between the Back Office and the company's HR and GRO departments.

**DUTIES AND RESPONSIBILITIES**:
**Internal Team Management**:
To support the Head of strategic accounts to:

- Conduct monthly 1 to 1s with Business Unit employees;
- Run team and project meetings;
- Embed the company's prevailing behaviour and conduct policies known as the Employee Handbook;
- Induct new joiners to the Business Unit efficiently, ensuring that they contribute as quickly as possible to our mission and
- Manage and develop team members in line with identified business and self-development needs.

**Contract and Client Management**:
To support the Head of Strategic Accounts to:

- Review and assess the health of all contracts and projects being delivered by the Business Unit;
- Manage client relationships and to provide regular contract review meetings;
- Manage the mobilisation and demobilisation of client contracts;
- Conduct regular financial reviews of client accounts and to ensure that client debt is minimised;
- Act as a point of escalation for the Back Office team and resolve any issues arising and
- To develop potential additional business opportunities with existing clients.

**Business Unit Management**:
To support the Head of Strategic Accounts to:

- Comply with the company's quality management system;
- Complete the bi-annual self-assessment report;
- Update the company risk register with all appropriate risks;
- Run, review and coordinate debt reporting and collection across the business units;
- Comply with the company's internal reporting processes and
- Prepare monthly operational reports for the company's board.

**Key Activity Management**:
To support the Head of Strategic Accounts to:

- Ensure all key business unit activities are completed to desired quality standards and to the timescales laid out in proposals and other client-facing documentation, including:

- The renewal of all appropriate licences and registration, including MISA, CoC, Commercial Registration, Municipality License and Wasel;
- The management of critical government portals, including HRSD, GOSI, Muqeem and Qawi;
- The issuing of employee-related documentation, including LOIs, LOIntros, ERE Visas, Iqama cards, Residency Permits and Uniform Business Visas (UBVs);
- The attestation of critical company and employee letters and documentation and
- The ongoing compliance of employee mobilisation and immigration

**Collaborative Working**:

- To attend and actively participate in team and project management meetings where required;
- To support HR to prepare, process, and submit LOIs, Iqamas, visit visas, ERE visas and other legal documents to government departments;
- To support finance in preparing financial documentation such as invoices and credit notes, reconciling accounts, and chasing overdue invoices and
- To work in partnership with other business units and, where appropriate, make internal referrals to other AEI services and products.

**Miscellaneous**:

- As a senior leader within the AEI business, act as a source of leadership, guidance and mentorship for members of the operational team;
- Deputise for the Head of Strategic Accounts as may be required and;
- Support the OMT in driving internal change and improving policies, processes, and practices within AEI.

**KNOWLEDGE AND EXPERIENCE**
- Proven experience in account management
- Proven experience in leading and successfully delivering complex projects
- Excellent project management skills with particular reference to risk management, process mapping, document control and action plan reviewing
- Demonstrable experience in managing services to senior internal and external stakeholders to achieve successful outcomes
- Excellent oral and written communication skills with the ability to persuade and influence other

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