Agency Management Officer

Sub Department: Logistics/Supply Chain - Demand & Supply Planning

Number of Openings: 1

Role Purpose

Manage overseas recruitment agencies' relationship with the company by ensuring day to day handling of visa management, quality, performance, conflict management, and financial accounts.

Job Accountabilities & Activities

• Source new agencies across the globe as per forecasted sales plan.
• Sign agreements with shortlisted agencies and the company with low deployment fees and appropriate security deposits.
• Design an agency agreement as approved by the legal team, ensuring company profitability in financial, operational, and production aspects.
• Ensure the agreement contains all current and future needs and complies with local and foreign laws.
• Maintain agency relationships to deploy workers on time. The agency should support issues with embassies, job orders, and complete their country's procedures for smooth deployment.
• Send debit notes to the agency weekly if any conflict occurs and report to the overseas manager and finance manager.
• Maintain a positive account with all deploying agencies; the deposit amount should not reduce our cutoff limit.
• Upload all new agency invoices in the CRM system with proper supporting documents.
• Check agency dues to the company before requesting new invoice payment to finance.
• Follow up with finance internal & SSC to settle agency invoices on time, within less than 3 business days.
• Calculate each agency's performance based on workers' status, financial statements, time to delivery, and quality of workers.
• Design criteria for agency performance based on deployment, quality, embassy support, and other aspects.
• Report weekly to the internal department meeting.
• Handle conflicts between the agency and company through the agreed agreement in an international forum.
• Resolve conflicts by visiting countries, ministries, the Saudi consulate, international legal departments, and any required forums.
• Ensure all agency related documents are up to date in the CRM system.
• Update & maintain agency related files in CRM and hard files.
• Maintain each agency's e Wakala issues, including stamped, arrived, non arrivals, and expiry of e Wakala.
• Coordinate with the core recruitment team about cancellation of used e Wakala before expiry in case of any non arrivals.
• Provide weekly and monthly reports such as agency management report, agency performance report, legal issues, new sourcing, agreement signing, and new initiatives.

Education & Certifications

Bachelor's degree in business management HR International business.

Required Years of Experience

6+ years of experience in Overseas Recruitment.