1. May 2015
Jeddah, Saudi Arabia
h t t p : / / w w w. i s d b . o r g
The Islamic Development Bank Group
Together We Build A Better Future

3. • 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

4. 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.

5. 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

6. 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

7. PGS Main
Functions
General
Services Team
Procurement
PROCUREMENT & GENERAL SERVICES DIVISION (PGS)
General
Services
Transportation
Procurement
Services
SAP
Implementation
Administrative
& Support
Group

8. 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 :-

9. 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

10. FACILTY MANAGEMENT & OPERATIONS DIVISION (FMO)
FMO
Main
Functions
Space
Management
Electro/
Mechanical
System
Operation
A.M.E.
Services
Maintenance
Engineering
Facilities
Services

11. 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 items
 Elevators and Fire lifts
 Motor Control Centers and Diesel Generator
 Vehicle 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. Engineering
3. A.M.E. Services Maintenance
5. Facilitates Services
Accommodation Services
Janitorial Services.
Transportation Services.
Catering Services.
Landscaping and plants

12. 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:

13.  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

14. RDM
Operation
Manage Mail Center Activities for IDBG
Handling and follow-up all types of
incoming mail including express mail
Collection & Registration
Sorting & 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 CentersMail Processing

15. 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)

16. OUR SERVICES
Government Relations
Coordination 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
Travel
1. 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

18. 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

19. 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 coverage
and 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 Fakeeh
health 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

20. 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.

21. 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