The Executive Office
About the Department:
Supervise the development of the General Manager’s Office-related work plan and objectives on a periodic basis and ensure their implementation in coordination with the Board of Directors, committees, and all internal bodies and departments.
Department Responsibilities:
Private office:
- Supervise the preparation of the General Manager’s work schedule in terms of dates, meetings, and telecommunications.
- Supervise the hosting of the General Manager’s visitors and make the logistic arrangements they need
- Manage the performance of various office tasks, such as copying, printing, the receipt and arrangement of messages and make sure that the office supplies are available at the General Manager's office
- Support the General Manager's works and missions by scheduling his work plan, regulate his priorities and meetings, receive his visitors and make all protocols needed in this regard.
- Manage the General Manager's all communication channels (modern and traditional), prepare the outgoing messages and letters and review the incoming messages.
- Develop correspondence policies and procedures and review the outgoing correspondence with the concerned internal authority and the General Manager.
- Set and implement the procedures of managing the General Manager’s Office, including the issuance of documents, workflow, file keeping, and others.
- Manage the works of keeping and archiving all resolutions, letters and correspondences sent by or to the General Manager’s Office.
- Make sure to reply to the received correspondences as needed and follow up to ensure the progress and quality of work.
- Answer all inquiries and questions received from the authorities inside and outside the Fund, to the extent of the set limit of powers and not to disclose the relevant information.
Follow-up and Reports:
- Supervise ensuring the provision of all information and data to enable him to accurately and timely make critical strategic decisions.
- Supervise and develop the supporting activities of the General Manager (communication materials, logistical arrangements, work schedule, etc.).
- Supervise the implementation of decisions and instructions issued by the General Manager.
Committees and Meetings:
- Supervise the supporting activities of the General Manager in meetings and participation in committees by the development of presentations and executive summaries and informing him of decisions.
- Supervise the General Manager’s activities in meetings, write down the minutes of the meetings and document the decisions and instructions issued by him.
- Supervise the follow-up of preparing the records with the relevant authorities and review the same.
- Supervise coordination with departments and concerned authorities to ensure the availability of meeting documents and instruments.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Internal Audit
Department Responsibilities:
Planning and Strategic Affairs:
- Develop the internal audit and unify its direction with the Fund's strategy and government programs.
- Assess and classify the internal audit needs in terms of the internal and external resources, systems and information technology.
- Develop the annual internal audit plan and approved regulations and procedures of audit in accordance with the latest quality standards and levels.
Framing and Management of Internal Audit Implementation:
- Manage and develop the internal audit frameworks according to the international standards and the best practices of the financial, operational, administrative, and information technology audits for the various organizational units in the Fund.
- Supervise the setting of appropriate standard indicators for each audit type and develop the internal audit policies and procedures according to international and local standards and best practices.
- Manage the Fund's financial affairs audit and follow up the audit of the financial data and transactions
- Manage the audit of the subsidiaries’ businesses in accordance with standard indicators and ensure their operation in accordance with the terms and conditions.
- Manage the audit of the activities of the Fund's operations and follow up the audit of the executive data and the activities of the departments.
- Manage the Fund's businesses supervision in a comprehensive manner and ensure the proper implementation of applicable policies and procedures.
Supervision and Reporting:
- Supervise the evaluation of the Fund's internal audit and act to improve the same by collecting and considering the difficulties encountered by the auditors and proposing solutions for how to solve and follow them.
- Manage the supervision of audit activities at the level of all departments and ensure that they follow the guidelines and verify their quality in accordance with internal audit standards.
- Supervise the development of progress reports that help monitor the progress of the internal audit implementation.
Business Continuity:
- Develop a business continuity plan and update it when needed
- Try out the business continuity plan and make the relevant scenarios
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents
National Labor Observatory
Department Tasks:
Strategic Affairs:
- Supervise the development of research and analysis strategy to understand the labor market needs and developments and serve recommendations in order to improve the labor market situation
- Supervise the development of strategic analyses and support decision-making processes
- Supervise the development of a strategy for creating business data warehouse and develop approved systems and procedures for the management of data, reports and knowledge management in conformity with the Fund's strategy and labor market needs.
- Supervise the development of a strategy for the development of forward-looking forecasts for the supply and demand for talents in the KSA labor market.
- Supervise the development of a strategy for the development of a mechanism that measures the impact of labor market programs and initiatives.
Research and Studies:
- Manage the supervision of the necessary researches and studies to determine the Fund's priorities and the labor market strategy in order to improve the labor market situation.
- Manage the supervision of the study of development projects in the Fund, which aims to keep pace with the KSA labor market developments and needs, and provide the Fund's senior management with recommendations and proposals about these studies.
- Manage and supervise the formation of research partnerships with research and advisory bodies, institutions, and centers inside and outside the KSA.
- Manage the supervision of providing appropriate consultations and studies for business partners in the public and private sectors.
- Supervise the conduct of research and surveys and strengthen research methodology
- Supervise the design of surveys based on the needs of the Research and Studies Department
- Supervise the development and improvement of inquiry and survey frameworks, determine their requirements and implement them.
- Supervise the setting of a framework for improving the quality and procedures of data collection, provided that this framework will include rules, controls, standards, indicators and their conditions.
- Supervise the research and development of statistical procedures and measures to improve the Fund’s surveys.
- Supervise collecting the data and information required to conduct researches and studies by means of various methods, including the conduct of field surveys and polls.
Analyses and Decision-Making Support:
- Supervise evaluating the outputs of the Fund's initiatives and programs and their related impact, coordinate with the Fund's organizational units and manage the strategy to ensure its preparation and availability.
- Supervise directing the process of studying and evaluating the Fund's initiatives and programs
- Supervise the evaluation of the progress made in the implementation of strategies and plans at the various organizational units of the fund in terms of measuring their impact on the beneficiaries and labor market.
- Supervise the use of the latest and most appropriate methods in data analysis data sciences to evaluate and analyze data and suggest potential trends and outcomes of labor market.
- Supervise the process of data collection in coordination with the concerned departments (research and studies – analysis and decision-making support - data office - knowledge).
- Supervise the process of determining the appropriate analytical tools and methods.
- Supervise the cases of using huge data and develop the implementation of algorithms and predictive models.
- Supervise the conclusion of concepts and visions and develop the analysis process through the available data by using several analytical tools and methods to produce analytical services on demand.
Data and Reports:
- Supervise the development of approved systems and procedures for the management of data and reporting in line with the Fund's strategy.
- Supervise the development of data and reporting management budget for approval and implementation according to established guidelines.
- Supervise the development and modification of data and reporting management work strategy with the rest of the Fund's departments.
- Supervise leading the processes of data sources planning and preparation of reports and statistics, and provide recommendations on topics and projects of data, reports and statistics on labor market.
- Supervise the leadership of setting the foundations and standards to ensure the modernity, accuracy and integration of information assets in the Fund.
Knowledge:
- Supervise the process of developing the approved systems and procedures for knowledge management in line with the Fund's strategy and as per the needs of the National Labor Observatory.
- Supervise the development of knowledge management budget for approval and implementation in accordance with set guidelines.
- Supervise the establishment and modification of the knowledge management work strategy with the rest of the Fund's departments and the National Observatory’s needs of work.
- Supervise the creation and development of knowledge initiatives that contribute to raising the level of knowledge transfer, sharing and development as one of the pillars of development.
- Supervise the development and management of the National Observatory portal for knowledge work and content.
- Supervise the management of communication and publication plan for the products of the National Observatory of Labor and manage orders related to the products of the National Observatory of Labor.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Department Tasks:
Strategic Affairs:
- Develop and update the approved policies, regulations and procedures for managing the Fund’s data in line with the Fund's strategy and technological development.
- Develop and amend the data management office's strategy of work with the rest of the Fund's departments.
Data Management:
- Supervise the programs and procedures of personal data management and protection at the Fund’s level and ensure compliance with the relevant regulations, policies and standards
- Supervise the development and implementation of personal data protection programs and monitor compliance with relevant policies and regulations
- Supervise the development and implementation of open data programs and manage requests of access to public information in accordance with laws, regulations, and policies related to the freedom of information.
- Supervise the development and implementation of data management programs in accordance with the Fund's data management standards, including compliance with controls and standards related to data handbook and sharing.
- Ensure compliance with the regulations and policies of data management and personal data protection
- Implement the private and common standards and policies approved by the National Data Management Office.
- Implement the Fund's data handbook based on the policies approved by the National Data Management Office.
- Determine and address the requirements and challenges related to data management and personal data protection.
- Develop reports on compliance with the standards and policies approved by the National Data Management Office.
- Raise the level of awareness of data management capabilities with the support of the National Data Management Office or Data Office at the organizing entity.
- Supervise the data life cycle, rights of access to the database and business intelligence system.
- Apply the private and common standards and policies approved by the National Data Management Office.
- Prepare data governance (policies, procedures, processes, methodologies, etc.) related to the National Observatory on Labor and Labor Market to ensure the maintenance of privacy and ensure its application, adherence, and evaluation.
- Prepare business, technical, and operational metadata.
- Digitizing data and information to preserve them and facilitate the process of their obtainment and sharing.
- Determine how data is transmitted through the systems distributed in various departments and external entities for the purpose of data integration, and determine the mechanism for sharing data between departments and agencies and the method of its transfer and delivery
- Continuously communicate with database users and support them to improve databases.
- Design and improve data structure, quality and reliability in line with business requirements.
- Ensure the quality of procedures and methodology of data collection and archiving.
- Model and structure data by describing it, identifying its components, and determining the relationship between the components.
Human Capital
Department Tasks:
Planning and Strategic Affairs:
- Lead the development of the approved systems and procedures of human resources in line with the Fund's strategy.
- Develop, get approval and implement a human capital budget in accordance with established guidelines.
- Lead the establishment, follow-up and modification of the human capital work strategy with the rest of the organizational units.
Management of Human Capital in the Fund:
- Support all departments to attract and employ competent individuals according to the annual manpower and recruitment plans, set an appropriate payroll as per to the approved salary range and ensure that salaries are matched and suitable for the jobs allocated to them, and periodically compare such salaries with those granted by similar institutions.
- Ensure follow-up of all employees’ activities, tasks, and roles, which include financial dues, health care, retirement rights, vacations, and others.
- Ensure that job analysis and design are periodically performed to identify the main activities and tasks for all jobs included in the organizational structure.
- Supervise the evaluation of employees’ performance by following their works and monitoring the progress they made in various functional departments.
- Supervise the development of training and rehabilitation programs with the aim of developing the competencies of individuals, ensuring that they provide the best possible level of performance and preparing future leaders.
- Enhance the functional engagement of employees and ensure their involvement and keeping pace with the institutional environment during the period of transformation through the development of programs and communication channels that secure this engagement.
- Evaluate the current status of various human capital functions, determine gaps and provide recommendations in accordance with leading practices.
Children's Hospitality Center:
- Manage the affairs of the Children's Hospitality Center and follow the contractual relations with service providers (if any).
- Manage the affairs of registering the employees' children at the Center.
Business Continuity:
- Prepare awareness programs and educate employees on business continuity policies and practices.
- Set the objectives of performance measurement indicators of business continuity for levels N1 / N2.
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Monitoring and Reporting:
- Monitor human capital activities based on pre-defined performance indicators and ensure that these activities follow unified guidelines.
- Develop human capital performance reports, follow them, and make recommendations to the top management.
Institutional Communication
Department Responsibilities:
Strategic Affairs:
- Supervise all the Fund’s internal and external communications to represent it in line with the intended strategic objectives.
- Lead the support of internal communication affairs in coordination with the General Department of Human Capital and the concerned authorities.
Public Relations:
- Develop the public relations and media strategy by setting performance goals and indicators for it.
- Supervise the management of public relations events in terms of planning, implementation, and follow-up.
- Maintain and develop the strategic media relation.
- Supervise the organization of the Fund’s events.
Communication and Media
- Supervise preparing the contents of all traditional and modern marketing and communication channels in line with the applicable regulations and procedures.
- Act according to the Fund's internal communication plan, identify employee segments after analyzing their geographical, behavioral, psychological and demographic aspects and assess the current needs of the Fund's internal communications.
- Coordinate with the General Department of Marketing in order to support the initiatives organized by the Fund and select distribution channels.
- Implement various initiatives and activities to build/promote team spirit and give a social character to such activities with the aim of forming stronger relationships between employees.
- Manage the monitoring of the activities performed by the Department of Partnerships, Marketing, Internal Communication and Initiatives.
Monitoring and Reporting:
- Manage the monitoring of the activities performed by the Department of Partnerships, Marketing, Internal Communication and Initiatives.
- Lead the standardization of impact measurement for media campaigns and activities and develop reports about their results.
- Supervise the development of progress reports that help monitor the progress of works.
Business continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Legal Affairs
Department Responsibilities:
Strategic Affairs:
- Supervise developing the legal affairs department’s activities and unify its direction with the Fund's strategy and government programs.
- Manage the development of the approved regulations and procedures of legal affairs in line with the Fund's strategy.
- Lead the development and modification of the legal affairs department's work strategy with the rest of the Fund's Departments.
Consultancies and Contracts:
- Lead the provision of consultancies and instructions regarding laws and legal affairs to the CEO and all internal entities, and help them make legal decisions.
- Manage and develop the legal studies and principles related to the Fund's activities and programs, and review them for update.
- Manage the drafting of contracts and agreements for the departments and support them to draft them and limit their risks.
- Supervise the procedures of concluding the Fund's contracts, respond to inquiries (internal and external), suggest amendments, and resolve the relevant legal disputes by proposing solutions and recommendations.
- Consider/decide on the requests for contract amendment in coordination with the internal and external departments and parties in relation to the drafting of contracts and amendment annexes, and express a formal opinion on them.
Lawsuits and Inquires:
- Manage the lawsuits in terms of their receipt, evaluating, and following up with the concerned departments, develop case files, and preserve the Fund’s legal rights with the external parties and courts.
- Represent the Fund in lawsuits and before courts, and act to solve the problems arising between the Fund and other parties in the interest of the Fund.
- Implement and follow the judgments that have been rendered in favor of or against the Fund, as stipulated in legal proceedings.
- Follow investigation procedures and express a legal opinion on the internal administrative violations in cooperation with the various departments of the Fund and the concerned authorities.
Monitoring and Reporting:
- Manage the legal activities control at the level of all departments and ensure that the unified guidelines are followed.
- Supervise the development of periodic reports on the works of the Legal Affairs Department and submit them to the top management or the competent entity.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Governance, Risks and Compliance
Department Responsibilities:
Strategic Affairs:
- Develop the Fund’s plans for regulatory affairs and governance and coordinate with all concerned departments.
- Verify the economic aspect, efficiency, and effectiveness of all control procedures related to regulatory affairs and governance.
Risk Management:
- Supervise the design of risk management works in accordance with international standards and regulations and relevant laws.
- Manage the development of risk management policies and methodologies and tools to ensure a structured approach and set controls to address all types of risks, including operational risks, market risks, and information security.
- Supervise the identification of the Fund's risk sources, areas of influence, and potential events
- Supervise the setting of criteria for identifying priority risks in order to identify the risks that require immediate treatment and propose improvements, recommendations, and new mitigation plans as needed.
Compliance Department:
- Set approved regulations and procedures for the compliance department in line with the Fund's strategy.
- Develop the compliance department’s budget, get approval and implement it according to set guidelines.
- Develop and amend the compliance department's work strategy with the rest of the Fund's departments.
- Supervise the review of the international best practices in order to assess and approve the Fund's compliance strategy, including the detailed business plan.
- Ensure the implementation of preventive measures to solve compliance problems, provide general instructions on how to avoid non-compliance issues in the future and ensure compliance with the regulatory authorities’ requirements.
Governance Department:
- Develop the approved regulations and procedures for the governance department in line with the Fund's strategy.
- Develop, obtain approval and implement the corporate governance department’s budget according to set guidelines.
- Supervise the design of the Fund's governance in accordance with international standards, regulations and relevant laws.
- Establish and amend the corporate governance department's work strategy with the rest of the Fund's departments.
Business Continuity Department:
- Evaluate the business continuity risks for all departments of the Fund.
- Follow the business continuity tasks and activities and issue the relevant reports.
- Review the business continuity plan and submit recommendations concerning such plan and its approval.
- Supervise the experience of the plan and make the relevant scenarios.
- Supervise the plan activation, implement procedures, and continue performing the business in the event of accidents.
Operations Department
Department Responsibilities:
Planning and Strategic Affairs:
- Lead the development of operations strategy and its governance, policies, standards, and key performance indicators in line with the Fund's strategy.
- Information Technology:
- Supervise the development of information technology strategy in line with the Fund's general strategy
- Ensure that the information technology strategy is in line with the general strategy of the Human Resources Development Fund, to ensure the appropriate management, supervision and provision of information technology services, including end-user support.
Public Services:
- Supervise the administrative operations and provide public services and communication activities.
- Ensure the appropriate supervision of construction project works and the maintenance of the Fund's facilities and apply health and safety standards inside them.
Procurements and Contracts:
- Supervise the development of the procurement plan and highlight the volume, nature and timing of the products and services required.
- Supervise the development of guidelines, processes and procedures related to procurements and bids
- Supervise relationships with suppliers and external entities.
Information Governance and Cyber Security:
- Supervise the development of governance and cyber security strategy to ensure compliance with the Fund's strategy.
- Ensure the development and implementation of a periodic plan for checking the cybersecurity and information security in order to ensure the implementation of the technical security controls in accordance with set policies.
- Supervise the design of operations governance according to the international standards and regulations and the relevant laws.
Documents and Archives Department:
- Supervise the development and update of the approved policies, regulations and procedures for the documents and archives department in line with the Fund's strategy and technological development.
- Lead the transition from paper system to a modern electronic system for documents and archives.
- Supervise the replacement of the paper system by electronic exchange and ensure the implementation of electronic and digital archiving.
Institutional Structure:
- Lead the determination of information and procedures structure in the Fund to ensure interoperability and manageability.
- Supervise the identification and maintenance of data, applications and technology structure.
- Ensure that the solutions' structures are consistent with the Fund's main IT structure.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Finance Department
Department Responsibilities:
Investment and Treasury:
- Supervise the management of developing the Fund’s investment strategies and plans, identify their fields, and methods of financing and manage them, and submit investment recommendations to the top management and the Fund's Investment Committee for approval.
- Supervise the management of developing the Fund’s investment portfolio to gain the highest level of returns on the Fund's investments, taking into account the relevant risks.
- Supervise the management of analyzing the financial statements of the subsidiaries and submit them to the top management and Investment Committee.
- Supervise the management of collection and ensure the availability of all items.
- Follow the monthly, quarterly and annual reports on the amounts collected and the ratios of payments through the system.
Financial Affairs:
- Managing the follow-up of the Fund's budgets and comparing them to the actual results, with the aim of identifying and analyzing the deviations.
- Provide the top management with all data and information that assist them in the process of making the appropriate financial decisions, including the periodic reports (on weekly / monthly / quarterly / annual basis) and final accounts or the reports developed at the request of the management.
- Ensure that accounting business comply with IFRS standards.
- Manage the distribution of tasks, responsibilities and authorities as part of accounts department to apply the principle of separation of duties and achieve the highest level of efficiency and effectiveness in business performance.
- Supervise the closing of the fiscal year/period.
- Supervise the implementation of guidelines and methodologies of financial analysis and auditing throughout the fund.
- Managing the development of key performance indicators of the financial performance and submit them for approval.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Business Department
Department Responsibilities:
Strategic Affairs:
- Lead the development of the business department’s strategy, plans, and procedures, and their governance, policies, standards, and key performance indicators in line with the Fund's strategy and in coordination with all the concerned authorities.
- Lead the development of a strategy to increase the number of those who benefit from the Fund's services and programs and raise the level of their satisfaction.
- Lead the development of medium and long-term plans to enhance the efficiency of the Fund's programs and communication channels and build relationships with the concerned authorities.
Department of Fund’s Support Programs:
- Ensure the effectiveness, transparency and fairness of the programs and services provided by the Fund and verify their ability to achieve the general objectives for which they were set.
- Supervise the operations of support programs for individuals and entrepreneurs and the services of professional training, development, guidance, and counseling on an ongoing basis to ensure their. effectiveness and achieve the optimal return on investment.
- Supervise the operations of employer support programs and on-the-job training on an ongoing basis to ensure their effectiveness and achieve the optimal return on investment.
- Review and approve periodic performance and completion reports related to the Fund's support programs.
Business Continuity:
- Develop a business continuity plan and update it when needed.
- Try out the business continuity plan and make the relevant scenarios.
- Activate the plan, implement the procedures, and continue performing the business in the event of accidents.
Business Development Department:
- Lead the of formation of relationships and partnerships with organizations in the labor market in accordance with the frameworks of evaluating and determining the priorities of work with the business sectors approved in the Fund's strategy.
- Lead the customer experience and business efficiency strategy related to the Fund's programs and services
- Lead the development of new programs and services and all related policies and procedures, and ensure their compatibility with the labor market needs.
- Review reports of studies and analyses about the processes of reviewing and evaluating the initiatives, projects and programs and ensuring their quality and sustainability within the quality standards for which they are set.
Customer Excellence Department:
- Lead the development of mechanisms, systems, and procedures to save the data of those who benefit from training and employment services and communicate with them, and ensure that such mechanisms, systems, and procedures are used in a systematic and orderly manner.
- Lead the supervision of all administrative and operational aspects for the work of the branches and employment centers, and ensure that their works are consistent with the Fund's priorities and strategy, and review their performance on an ongoing basis.
- Monitor the performance of all communication channels, branches and digital channels, and make decisions to ensure the improvement of services and the level of customer and beneficiary satisfaction
- Review and approve the periodic performance and achievement reports related to branches, employment centers and communication channels
- Form relationships with employers to create on-the-job training opportunities and help them develop their skills for planning, hiring and employees training.
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