Supplemental Workforce Management Specialist

Role Overview

Supplemental Workforce Management Specialist at Islamic Development Bank, IsDB Headquarters in Jeddah, Saudi Arabia. This is a fixed-term position at Job Grade E2 within the Human Resources Management Department, Sourcing and Recruitment section, reporting to the President Complex.

Role Purpose

Manage the end-to-end recruitment, coordination, and administration of the Supplementary Workforce at IsDB Headquarters through SWF service providers, while providing guidance and support to Regional Hubs to ensure effective talent acquisition, efficient workforce administration, compliance with Bank policies, and optimal utilization of SWF resources.

Key Responsibilities

Operational Planning

• Contribute to annual planning for SWF requirements, budgets, and workforce plans.
• Participate in SWF planning and operational continuity initiatives.
• Provide guidance to business units and SWF on Bank policies, regulations, and operational requirements.
• 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.

SWF Vendor & Workforce Management

• Manage the end-to-end relationship with the SWF service provider through periodic meetings and service-related discussions to resolve personnel and operational issues.
• Maintain and periodically review the database of SWF service providers and related contractual information.
• Conduct market research and support Requests for Proposal 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.
• 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 adjustments, statutory requirements, and other contractual payments.
• Coordinate with Financial Control, Procurement, and the SWF service provider to resolve payroll, invoicing, and payment discrepancies.
• 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, and identify service gaps.
• Recommend corrective actions and continuous improvements to the SWF service provider.
• Analyze SWF service costs, workforce utilization, and contractual expenditures to 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.
• Recommend corrective actions where required.
• Support internal and external audits related to SWF activities and coordinate 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, and provide guidance to business units, SWF personnel, and relevant stakeholders.
• Recommend improvements to enhance the efficiency and effectiveness of SWF management.

Stakeholder Management & Coordination

• Execute related processes in full coordination with business units, Procurement, Financial Control, Legal, the Health Services Center, and SWF service providers.
• Obtain and verify required approvals and budget clearances for new hires and existing SWF positions.
• Ensure timely implementation of approved workforce actions.
• Ensure compliance with contractual obligations and SLAs.
• Extend guidance, coordination, and operational support to Regional Hubs in managing their SWF in accordance with applicable Bank policies, procedures, contractual arrangements, and approved budgets.

Qualifications & Experience

• 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.

Skills & Competencies

• 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.
• English: Mandatory.
• Arabic: Mandatory.
• French: Preferred.

Additional Information

Contract Type: Fixed Term.

Closing Date: 14 October 2026.

Application documents required: Resume/CV, copy of passport, and academic certificate.

If you are currently an IsDB Regular staff member and are selected through the competitive selection process, your current contract type and other terms and conditions will remain unchanged.