May 2015Jeddah, Saudi Arabia

h t t p : / / w w w. i s d b . o r g

The Islamic Development Bank GroupTogether We Build A Better Future

• High Quality Services and Products Delivered to Achieve the Bank Group’s Vision and MissionVision

• Provide outstanding Administrative and Support Services that Enhances the Workplace Effectiveness

Mission

• To reach the satisfaction of all Clients in IDB Group more efficiently and effectively

• To provide high standard of services and continuously improve all services processes and performance to inline the Bank Group’s Vision and Mission

Objectives

Strategy

Implementing fast responses and avoiding the bureaucracy.

The importance of the continuous improvement in introducing new services or products by adding the personal touch.

Enhancing “PARTNERSHIPS” relationship between IDB Group (ASD) and contractors.

The President of IDB Group

Vice President

(Corporate Services)

Director

of Administrative

Services Department

Procurement & General Services

Division

Facilities Management &

Operations Division

Records & Documents

Management Division

Government Relations,

Protocol & Travel Services Division

Health Services Division

Safety and Security

PROCUREMENT & GENERAL SERVICES DIVISION (PGS)

Introduction

Ensuring that the procurement of goods and services for the

Group is done in a transparent, fair, and efficient manner, and fall

within the guidelines of the regional regulatory authorities

PGS Main Functions

General Services Team

Procurement

PROCUREMENT & GENERAL SERVICES DIVISION (PGS)

General Services

Transportation

ProcurementServices

SAP Implementation

Administrative & Support

Group

Main Functions

Procurement Services Group :- Received requisitions from various departments and

ensure budget availability for the requested fixed assets- Acquire and evaluate offers from vendors - Issuance of Purchase Order and monitor the delivery of

the goods / materials.

Administrative & Support Group :- Received invoices, store receipts, verify with issued P.O.

for payment.- Registered received fixed assets to the Fixed Assets

System.- Prepare insurance budget, analyze offers and maintain

appropriate policies and procedures to cover all areas activities.

- Lodging any claim to insurance company for compensation on behalf of IDB in case of death, property lost and auto-vehicle accidents.

SAP Implementation Program :- Have trained all staffs to implement the SAP-MM

systems (starting from 1.1.1432H) in conducting daily procurement activities in addition to the coordination with Financial Control Department related to payments.

- Assist other departments on how to create Purchase Requisitions.

General services Group :- Arrange and supervise IDB Group Meeting Rooms, with all related services required during the events.Supervise all contracted staff (e.g. Riadaa Company) and ensure smooth operation of the provided services.- Preparation for issuance of payments to contractors and contracted staff members.

Transportation Group - Establish rooster for driver for effective operational requirements.- Ensure that drivers take appropriate care of vehicles under his care.- Ensure appropriate procedures, including safety are met.- Recruit, train, develop and motivate transportation team in the group and encourage them in maximizing their capabilities and contributions.

GENERAL SERVICES TEAM :PROCUREMENT TEAM :-

FACILTY MANAGEMENT & OPERATIONS DIVISION (FMO)

Introduction

FMO Division encompasses multiple disciplines to ensure

functionality of IDB Group environment by integrating people, place,

process and technology in order to achieve maximum comfort and

safety

FACILTY MANAGEMENT & OPERATIONS DIVISION (FMO)

FMO Main

Functions

Space Management

Electro/

Mechanical System

Operation

A.M.E. Services

MaintenanceEngineering

Facilities Services

Main Functions

Heating Ventilation & Air Conditioning System (H.V.A.C)

Building Management (Automation) System (B.M.S)

Fire Alarm / Fighting and Fire Suppression System.

Closed Circuit T.V. System (C.C.T.V)Audio / Video and S.I.S (Simulations

interpretation System) Office Equipments & Printing Unit. Civil and Architectural itemsElevators and Fire liftsMotor Control Centers and Diesel GeneratorVehicle Maintenance

1. Space Management:

Staff Relocation

Modification / Renovation

Space Solutions

Visualizing future Space Requirements

2. Electro/Mechanical System Operation

Electrical / Electronic Systems

Telecommunication

Board and Executive Meeting Rooms

Environment Control

Fire Protection System

Digital Signage System.

Vertical Circulation System

Developing Innovative Solutions to upgrade facilities.

Designing New Systems.

Coordination & Support at Group level

Contract Documentation, Specification & Tendering.

Applying Green Building Concepts .

Value Engineering Principles

4. Engineering3. A.M.E. Services Maintenance

5. Facilitates Services

Accommodation Services

Janitorial Services.

Transportation Services.

Catering Services.

Landscaping and plants

RDM Division

RDM Control

RDM Operation

Introduction:

RDM Division provides effective and efficient management of recorded information to support the continuing conduct of business.

Main Services & Activities:

The RDM Division manage two

main functions / activities:

RDM Control:- Business

Establish and ensure the implementation and maintaining of the IDB records management program which include:

RDM Policies and procedures

Fileplan; classification

Records Retention & Disposal schedules

Conduct records audits for all departments

Solve filing problems and reorganize files/ directories structure

Simplify access management and controls all document types throughout the IDBG

Provide training on records management policies and practices

RDM Control:- Systems

Implement Enterprise Content Management Solution (ECM)

Introduce Advanced on-line Electronic Services

Administrate all records management systems and update departmental e-archive and common documents site.

Implement Backlogs Migration

Upgrade Capacity of the Scanning Center and evaluate the scanner requirements

RDM Operation

Manage Mail Center Activities for IDBGHandling and follow-up all types of

incoming mail including express mailCollection & RegistrationSorting & Delivery

Provide Outgoing Mail services (Registered, Normal, Express)

Official Mail delivery (inside Jeddah)Manage mail courier contracts and services

Telecommunication

Switch board incoming and outgoing calls

Telecom Service s Implementation &

Monitoring

Follow-up with providers (STC, Bravo, ..)

Incoming and out going fax and telegram

Invoices & Accounting

Scanning Services

Document handling & preparations

Imaging capture & scanning

Manual/Electronic indexing

Document search and/or retrieval

Quality control/assurance

Document release and publishing

Safe keeping IDB Records & Documents

Manage IDBG Record storage Centers

Facilitate Organizing and storing documents within departmental archives

Provide lending Services

Carry out necessary action for disposal of expired documents in accordance with IDBG rules and procedures

Record Centers Mail Processing

Introduction:

GRTP Division plays vital role in ASD by providing various type of services

to entire IDB group members, higher management, and its VIP guest

Our Services are very essential to IDB staff members and its guest

Our objective is to have smooth functionality of the entire IDB Group by

serving not only the staff members but also to the IDB Management,

Board members and the VIP Guests visiting the IDB Headquarters.

GOVERNMENT RELATIONS, TRAVEL

AND PROTOCOL SERVICES (GRTP)

OUR SERVICESGovernment RelationsCoordination with the Kingdom Government entities and with other countries diplomats such as:

•Ministry of interior •Ministry of foreign affairs •Embassies •Customs department •Seaport & airport •Courts

Travel1. Serving the higher management, Executive Directors, VIP guests.2. Design and implement travel policy and procedures for staff travelling on official business and home

leave related travel with due respect for rules and laws of relevant countries;3. Price and Route Control on Business Travel and Annual Tickets for IDB staff members.4. Prepare the annual meeting Budget.5. Arrange group Booking and Negotiate Special Fare.6. ASD – GRTP Appointed three Dedicated travel agent to provide all travel related services.

Protocol

Provide protocol services to IDB group management, board of governors and board of executive directors as

well as IDB group guests

1. Airport Reception (three offices in the north and south terminal with VIP lounge)

2. Hotel Reservation

3. Transportation

4. Catering

Health Services Division (HSD)

Introduction:

Provide medical services to staff & dependents in all IDB Group including IRTI,ICEIC, ICD and ITFC.

Main Services & Activities:

HSD Main

Services

Treatment Program

Preventive and Staff well being

Program

Medical Insurance and

Administration

OUR MAIN SERVICES

1- Treatment Program

Bank Clinic: Three clinics, Reception, Medical records, Filing system, Emergency and dressing room, Observation beds, ECG, Crash cart, Sterilization, Laboratory, Pharmacy, Stock room Ambulance service.

Compound Clinic: One Clinic, Medical records, Filing system, Emergency and dressing room, Observation beds & Sterilization.

Remote Clinics: ADAHI Clinics, annual meeting medical coverageand during Bank & social events.

Daily Clinic Activities:

- Medical Consultation & Examination

- Medical Emergencies

- Medical Auditing

- Medical Approvals

2- Preventive and Staff well being Program

a) Health Awareness Program:

- Medical lectures and campaigns

- Brochures

- Lotus Note health information program

(b) Preventive program:

- Periodic medical checkup (every two years).

- Vaccination program: Regular and Seasonal for adults and pediatric.

(c) Sports for all programs:

Outdoor Gym:- Fitness Time, Gold’s Gym, Olympia at Dr. Solaman Fakeehhealth club and King Fahd Coastal City, ...etc.

(d) Other Programs:

- In-patient visit team & flower bouquet service

- Medical counseling and enquiries

- Medical Committee

3- Medical Insurance and Administration

- Medical insurance approval system

- Medical insurance contract process

- Medical providers price list update

- Issue and renew medical cards

- Staff reimbursement for medical expenses (inside and outside HQ)

- Data entry for medical bills and staff contribution process

- Staff reimbursement for health clubs subscriptions.

- Analytic report and evaluation

Safety and Security (SSO)

Introduction

The Safety and Security main role in IDB Group is to Provide a safe &

secure environment for all IDB Group, employees, visitors and any

authorized person to be within IDB Group buildings or housing, we are

also obliged to protect IDB Group property from any unauthorized

removal or abuse.

Safety Unit

- Rapid Response Services for emergencies,

- Safety of Public and work areas,

- Safety Installations and Equipment

- Continuous Effective Training Services including Awareness Campaigns

Security Unit

Security Services

- Security against unauthorized access, damage or interference to business facilities

- Contractors and trainees ID cards issuance.

- Car parking permits.

- After Hours Work Permit Request especially during Official Holidays

- Property gate pass and lost and found items control.

- Security coordination of events and VIP escort.

- Key control

Security Operations

- Security Guards.

- Internal Security Monitors.

- Reception.

- Security Control Room

OUR BUSINESS STRUCTURE