OVERVIEW

JOB PURPOSE

This role is responsible for managing the end-to-end recruitment, coordination, and administration of the Supplementary Workforce (SWF) at IsDB Headquarters through SWF service providers, while extending guidance and support to Regional Hubs (RHs) in managing their SWF, to ensure effective talent acquisition, efficient workforce administration, compliance with Bank policies, and optimal utilization of SWF resources.
This role also: (i) oversees the full employee lifecycle administration of the SWF at IsDB Headquarters through the SWF service provider, including talent sourcing, candidate screening, interview coordination and participation, where required, selection recommendations, onboarding, contractual administration, payroll and benefits coordination, attendance and leave monitoring, performance administration, and separation processes; (ii) manages SWF contracting matters at IsDB Headquarters; (iii) executes the related processes in full coordination with business units, Procurement, Financial Control, Legal, the Health Services Center, and SWF service providers; (iv) obtains and verifies the required approvals and budget clearances for new hires and existing SWF positions and ensures the timely implementation of approved workforce actions, compliance with contractual obligations and SLAs, and continuous improvement of SWF processes; and (v) extends guidance, coordination, and operational support to Regional Hubs in managing their SWF in accordance with applicable Bank policies, procedures, contractual arrangements, and approved budgets.

KEY ACCOUNTABILITIES

Operational Planning:
• Contribute to annual planning for SWF requirements, budgets, and workforce plans.
• Participate in SWF planning and operational continuity.
• Provide guidance to the business units and SWF on Bank policies and regulations, SWF processes and operational requirements related to SWF.
• Analyze operational requirements and recommend improvements.
• Monitor SWF trends and best practices.
• Coordinate SWF planning with business units and SWF service providers.
• Monitor SWF headcount against approved budgets.
• Explore alternative workforce engagement models.
• Monitor SWF headcount, quotas, workforce utilization, and budget availability against approved workforce plans.
• Prepare periodic workforce updates and reports to support management decision-making.

Recruitment & Workforce Coordination:
• Coordinate end-to-end recruitment for SWF positions.
• Review requisitions and verify budget availability.
• Coordinate offers, onboarding and induction through the SWF service provider.
• Ensure compliance with recruitment procedures.
• Maintain recruitment records.

KEY ACCOUNTABILITIES

SWF Vendor & Workforce Management:
• Manage the end-to-end relationship with the SWF service provider through periodic meetings and service-related discussions to resolve SWF personnel and operational issues and ensure effective service delivery in line with contractual obligations, agreed SLAs, Bank policies, and operational requirements.
• Maintain and periodically review the database of SWF service providers and related contractual information.
• Conduct market research and support Requests for Proposal (RFPs) and other procurement activities for SWF services in coordination with Procurement.
• Support the evaluation, selection and onboarding of SWF service providers in accordance with Bank procurement policies and procedures.
• Participate in SWF contract negotiations, renewals and amendments to ensure effective service delivery.
• Oversee the SWF service provider's administration of the SWF employee lifecycle, including onboarding, probation confirmation, contract renewals and extensions, employee movements, organizational changes, performance reviews, disciplinary matters and separation.
• Coordinate SWF performance review and objective planning cycles with business units, SWF personnel, and the SWF service provider, and monitor completion status to ensure timely closure.
• Review, validate, and monitor SWF service provider submissions and workforce administration activities, including monthly payroll, invoices, receipts, salary payments, medical insurance, Iqama renewals, visa-related expenses, attendance, leave, attendance adjustments, statutory requirements, and other contractual payments, to ensure accuracy, completeness, timely processing, and compliance with contractual terms, Bank policies, and applicable regulations.
• Coordinate with Financial Control, Procurement and the SWF service provider to resolve payroll, invoicing and payment discrepancies and facilitate timely payment processing.
• Ensure accurate and up-to-date SWF records and supporting documentation are maintained in the Bank's HR systems.
• Respond to operational inquiries from business units and coordinate with the SWF service provider to ensure timely resolution of operational issues.
• Conduct periodic performance reviews of the SWF service provider, monitor compliance with agreed KPIs and SLAs, identify service gaps, and recommend corrective actions and continuous improvements.
• Analyze SWF service costs, workforce utilization and contractual expenditures, and recommend cost optimization opportunities while maintaining service quality.

Policies, Compliance & Continuous Improvement:
• Participate in developing, reviewing and updating policies, procedures and operational guidelines related to SWF management.
• Ensure SWF activities are carried out in compliance with Bank policies, contractual requirements and applicable labor laws and regulations.
• Monitor the SWF service provider's compliance with applicable policies, contractual obligations and regulatory requirements and recommend corrective actions where required.
• Support internal and external audits related to SWF activities and coordinate the timely resolution of audit observations.
• Identify opportunities to improve SWF processes, controls and service delivery.
• Ensure SWF records and supporting documentation are maintained in accordance with Bank requirements. Conduct benchmarking, share best practices and lessons learned, provide guidance to business units, SWF personnel, and relevant stakeholders, and recommend improvements to enhance the efficiency and effectiveness of SWF management.

ACADEMIC AND PROFESSIONAL QUALIFICATIONS

• Master’s degree in Human Resources, Business Administration, Project Management or any relevant discipline.
• Minimum 5 years of relevant experience in human resources management, contracts and outsourcing management.
• Languages: English: Mandatory | Arabic: Mandatory | French: Preferred

SKILLS & NECESSARY KNOWLEDGE

• Excellent knowledge of outsourcing contracts and management
• Advanced knowledge of host country rules, labor laws and regulations related to outsourcing of manpower
• Knowledge of legal and procurement concepts related to outsourcing
• Service quality assurance and control concepts, policies, and processes
• Recruitment and Selection
• Vendor relations management

ABOUT APPLICATION PROCESS

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):

• Resume/CV
• Copy of passport
• Academic certificate
   

If you are currently an IsDB Regular staff applying for this role and get selected through the competitive selection process; your current contract type and other terms and conditions will remain unchanged.

The Islamic Development Bank (IsDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the IsDB does not request information on applicants’ bank accounts. The IsDB declines all responsibility for the fraudulent publications of job posts or job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.