administrative affairs departmental orientation for new employees

KINGDOM OF SAUDI ARABIANATIONAL GUARD HEALTH AFFAIRS

KING ABDULAZIZ MEDICAL CITY - RIYADH

Administrative AffairsDepartmental Orientation

For New Employees

Prepared by: Staff Support Department, 2010

CONTENTMessage from Administrative Affairs …………………………………......… 5

Administrative Affairs Organizational Chart ……………………..............…. 6

Administrative Affairs ………………………………….............................… 7

Office of the Executive Director …………………………………….......….. 7

Office of the Deputy Executive Director ………………………...................... 7

Corporate Manpower Services ………………………………………..........…9

Corporate HR/Payroll Services …………………………………….............. 17

Corporate Printing Press, Archiving & Office Services………..….............… 25

Corporate Admin & Support Recruitment Services ………….........….......... 27

Corporate Medical Recruitment Services ...………………………….......... 29

Corporate Nursing & Clinical Recruitment Services……………….............. 32

Corporate Credentialing & Skills Management Department ……….....….... 35

Government Relations Department ………………….................................... 38

Staf Support Department............................................. ……………............... 40

Employee Relations Department ………………………………................…42

Badging Office ………………………………………....................................44

List of Related APP’s …………………………………………………......…47

4 Administrative Affairs

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Message from Administrative Affairs

EMPLOYEE NAME : ____________________POSITION TITLE : ____________________DEPARTMENT : ____________________ Dear Ms./ Mr._________, We are very pleased to welcome you to King Abdulaziz Medical City for Na-tional Guard Health Affairs.

We are delighted to have you join us at the start of what appears to be a reward-ing career in NGHA. National Guard Health Affairs is one of the largest health institutions in the Kingdom of Saudi Arabia.

To help you get started, enclosed is Administrative Affairs’ Orientation Guide that will familiarize you with the functions and responsibilities of all depart-ments under the umbrella of Administrative Affairs. Our staffs in Administra-tive Affairs will be ready to extend assistance should you need any.

We are confident that you will be an asset to our organization. Now that you are part of our team, we look forward to a pleasant association with you and hope that we can help you achieve your goals.

We wish you a rewarding and enjoyable stay as you work with us.

Respectfully yours,

Mr. Abdulaziz Al Awad Mr. Ahmed Al RukbanDeputy Executive Director Executive DirectorAdministrative Affairs NGHA Administrative Affairs NGHA

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National Guard Health AffairsAdministrative Affairs Departments

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Administrative AffairsExecutive Director, Administrative Affairs, NGHA

First Floor, New Administration Building, Room 108-03-072 Extensions: 43420/43439/43392

Mail Code: 2325Email: [email protected]

Deputy Executive Director, Administrative Affairs, NGHA

First Floor, New Administration Building, Room 108-03-090Extensions: 43837/43143/43129


Mission We exist to provide all National Guard Health Affairs employees with services ranging from staff recruiting, job classification, establishing pay, policy, ap-propriate recognition and reward program, government relation support, and developing strategic initiatives, such as Saudization.

VisionOur vision is to provide a seamless, consistent focus on individual and business needs, and provide superior system of services, products, tools, and programs to ensure a competent, integrated, healthy, and diverse workforce at the Na-tional Guard Health Affairs.

Goals & Objectives1. Provide an innovative and responsive employment system for recruiting,

hiring and retention of talented employees.• Develop and implement innovative recruiting programs and tools to at-

tract diverse applicant pool

• Provide a competitive compensation and reward structure that is com-mensurate with National Guard Health Affairs financial resources and help in recruiting, hiring, and retaining talented employees.

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• Continue to evaluate the cost/benefit of the National Guard Health Af-fairs’ benefits offerings to ensure they are competitive, and that fund-ing is maximized and/or relocated to priority benefit and compensation initiatives.

• Coordinate with training and development department for providing a professional development and training program that helps staff, man-agers, and department chairs acquire the knowledge and competencies needed to achieve performance excellence and maximize productivity.

2. Continue the review and enhancement of Administrative Affairs organiza-tion, systems, processes, and procedures, using the principles of continuous quality improvement that incorporate quality service and excellent perfor-mance standards, increased accountability, and maximize cost-effective-ness.• Implement improved performance evaluation systems

• Improve effectiveness (cost and service levels) of Adminsitrative Af-fairs to support implementation of corporate objective “Establish and maintain cost effective programs to ensure proper utilization of resourc-es”

3. Provide a positive and supportive work environment that increases staff sat-isfaction and expand opportunities for staff to resolve conflicts and address concerns and minimize disruptions and barriers to excellent performance.

4. Develop close loop processes for all Administrative Affairs activities to en-sure efficient capturing for end user/s feedback.• Develop and implement frequent staff satisfaction surveys.

• Establish process measurement reporting system to control the process and ensure the efficiency and cost by reducing the process waste and cycle time.

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Corporate Manpower ServicesFirst Floor, New Administration Building, Room No. 108-08-047-1

Extensions: 43225/43165Mail Code: 2314

Email: [email protected]

In 2003 the department was officially renamed to signify the corporate identity and reflect the spectrum of responsibilities and accountabilities to be re-titled: Corporate Manpower Services Department.

Corporate Services Manpower Department is responsible for the review and recommendations with regard to compensation and benefits, salary establish-ment, and position management within NGHA. It controls the NGHA man-power database and also maintains employees’ transfers and promotions.

Corporate Manpower Services is split into five (5) sections:1. Compensation & Benefits Services2. Employee Credentialing & Transfer Services3. Manpower Information Center4. Manpower Planning Services5. Talent Management Services

Mission

The department of Corporate Manpower Services, in accordance with the mis-sion defined by the NGHA, will strive to assist in the promotion and transfer of employees on an inter and intra level, support departments with accurate statistical reports on all NGHA positions, and provide an equitable environ-ment of salaries and benefits for all employees. Corporate Manpower Services is committed to providing a high quality service to all prospective, current and past employees and to treating such individuals with respect, good care, and individual attention from their first inquiries about position vacancies, services and programs, through the end of their service. By making this commitment to NGHA, Corporate Manpower Services will be able to maintain its high level of mutual trust and respect. The department of Corporate Manpower Services fosters a work environment that attracts and inspires excellence in people striv-

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ing to the success of the NGHA’s mission.

Goals & Objectives

In line with the goals and objectives of Corporate Manpower Services to ex-pedite all matters related to manpower staffing, promotions and transfers, and an equitable environment of compensation and benefits, whilst maintaining cli-ent satisfaction remains a top priority. Thus as part of Corporate Manpower Services continuous efforts to provide NGHA and its affiliated facilities with the utmost assistance with regard to their requests in a timely and professional manner; taking a proactive attitude in streamlining the processes within the department at all times to provide an optimum high level of service and pro-ductivity.

COMPENSATION & BENEFITS DEPARTMENT

The function of the Compensation & Benefits department is to maintain a sys-tem of remuneration that is both equitable internally and externally; which will enhance productivity and support for both staff retention as well as organiza-tional stability. The Compensation & Benefits Section is centralized at a cor-porate level for controlling and coordinating all related requests covering the Central, Western and Eastern Regions, to ensure an accurate and accountable system and regulation.

The role of the Compensation & Benefits department is to review, analyze and evaluate requests pertaining to employee transfers and promotions, job clas-sification and compensation which would include the following: creating new positions, deleting positions, adding positions, downgrading positions, upgrad-ing positions, reclassifying positions, re-titling positions, trading-off positions and splitting positions. Furthermore, a more scientific and analytical approach has been taken with regards to the following: job descriptions, job analysis, workload measurements, remuneration review/recommendations, establishing salaries, re-assessing and amending benefit groups from various departments within NGHA. Such types of requests after a thorough review and analysis are presented to the Job Classification Committee (JCC) and/or Administrative Credentialing Committee (ACC) for area of concern for committee approval.

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Job Classification Committee (JCC)

JCC is established to evaluate, in a systematic method, issues concerning job classification which would be within the budget and include the following:

• Upgrade Positions• Downgrade Positions• Split Positions• Trade-Off Positions• Reclassify Positions• Re-title Positions• Delete Positions• Recommend Amendments And/Or Create New Job Descriptions

Salary Classification and Review Committee (SC&RC)

SC&RC is established to evaluate, in a systematic method, issues concerning salary classification which would be within the budget and include the follow-ing:

• Salary establishment and re-assignment of hiring rates and employment contract conditions, including assigning Benefit Groups for positions and/or employees.

• Assignment of positions and/or employees on grades and/or steps according to international and/or local markets.

• Review requests to adjust non-medical, non-academic individual salaries.

C&B Transactions on a Corporate/Regional Level:

• Design and maintenance of the NGHA Grading Structure• Review and recommend changes to existing positions based on submitted

requests or directive of the higher management.• Re-assessment of hiring rates/conducting comprehensive salary reviews• Establishment of hiring rates and Benefit Groups

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• Change of Benefit Group assignment• Review existing and proposed new Job Descriptions• Conducting and participating in salary surveys• Upgrade/trade-off/splitting/reclassification/re-titling/deletion of existing

position • Salary re-alignment of the employees

EMPLOYEE CREDENTIALING & TRANSFER SERVICES

The role of Employee Credentialing & Transfer Services is to provide equal employment opportunity to all qualified non-Medical staff who completed one (1) year continuous employment from the initial date of hire and at least six (6) months of continuous employment in their subsequent position in support for employees’ career advancement. It also provides assistance to departments for effective placement of job applicants, and assures department/employee’s compliance with NGHA Policies and Procedures.

Administrative Credentialing Committee (ACC)

The ACC is a standing committee established to serve as a principal mechanism for the selection of qualified program employees to a vacant budgeted position. The committee is responsible to review all transfer (promotional/demotional/lateral) requests of administrative and technical staff except Medical Staff. The committee is also categorized into two types as follows:

Corporate ACC where transfer (promotional/demotional/lateral) cases are submitted and presented into this committee if the department is functioning on a corporate level.

Regional ACC where transfer (promotional/demotional/lateral) cases are sub-mitted and presented into this committee if the department is functioning on a regional level.

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MANPOWER INFORMATION CENTER

The Manpower Information Center is in charge of maintaining the NGHA’s and all its affiliated facilities including King Saud Bin Abdulaziz University for Health Sciences (KSAU-HS) and King Abdullah International Medical Re-search Center (KAIMRC) database inclusive of all positions and employees.The functions and responsibilities of the MIC Office are centralized at a corpo-rate level for controlling and coordinating all manpower transactions covering all NGHA regions, to ensure an accurate and accountable database.

Main Functions on Regional and Corporate Levels:

• Maintain and ensure an up-to-date MSR database for all the NGHA regions.• Generate Manpower statistical and catalog reports as required by the NGHA departments.• Implement major expansions of the department across regions• Implement approved Manpower actions such as tradeoff, splitting, reclassification, upgrade, downgrade, deletion and creation of new positions according to the established NGHA regulations.• Review the creation of restructuring of new organizational units within the organization as approved by the NGHA policies and procedures.• Ensure the maintenance of the approved Manpower database within the approved Manpower Budget Baseline

• Conducts reviews, evaluates, maintains, coordinates and monitors all re-gional manpower transactions under organizations/divisions/departments.

• Create, amend and update cost codes and organizational unit descriptions in accordance with changes in the organizational charts.• Reviews and coordinate with Budget & Finance on authorized budget allocations.• Amends contract types and recruitment sources when requested with appropriate approvals and budget confirmations.• Review recruitment requests, availability of positions and candidates on the positions prior to any recruitment process related to the current four recruit

• Processes Saudi Career Development Program (SCDP) candidates.

ment offices (Medical, Nursing & Clinical, International and Local Recruit-ment)

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• Provides on request customized reports according to specifications to management officials and authorized requestors.• Communicate and coordinate with departments for review, verification and clarification of issues on manpower transactions prior to action.• Reflect the approved Job Classification Committee (JCC) minutes, by creat-

ing, adding, deleting, upgrading, downgrading, re-classification and trad-ing-off of positions.

• Reflect the approved Administrative Credentialing Committee (ACC) min-utes.

• Reconcile the list of budgeted positions with the current MSR of all departments in all regions on a yearly basis.

MANPOWER PLANNING SERVICES

Manpower Planning Services provides a consultancy service to NGHA with regard to all proposed structural changes to the Manpower.

The unit is primarily responsible for working with various Departments and Projects at the planning/conception stage.

TALENT MANAGEMENT SERVICES

Talent Management Services (TMS) is designed to identify the right needs within NGHA, processes and technologies to create integrated solutions that will help NGHA to get maximum benefit from their staffing function with mini-mum time and effort.

Talent Management is based on a combination of organization and job-focused key leadership competencies, all of which may include knowledge, skills, val-ues, and ethics, and behaviors.

The goal of TMS is to help meet the Program’s staffing needs, promote re-tention and improve employee motivation and satisfaction. NGHA invests tremendous effort into attracting employees from all over the world, and for retention of such valuable staff the mechanisms of performance management,

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incentive compensation, and talent acquisition are utilized to meet the current and future organizational goals. The aim is to provide a comprehensive service with regard to identifying the Talent Management within the departments’ al-located manpower by looking at every major component of the overall effort and striving to provide the departments with streamlined ways to achieve their goals quickly.

The process involves gaining a thorough understanding of each department and their personnel requirements. TMS will closely examine each department’s ob-jectives, service metrics and production cycles, as well as the growth plans and the department’s people assets. TMS will provide solutions through integrated systems to assess, acquire, develop and align business objectives by ultimately reducing the turnover ratio.

Talent Management helps to set manpower talent goals and create scorecard metrics for critical performance appraisal elements, including employee satis-faction index, succession and talent gaps, average experience and skill rating. For more efficient analysis, these goals and metrics can be based on a number of dimensions, such as skill type, job grade level, job type, and division/depart-ment. There is a number of TMS components that can be used throughout a life cycle of the employee occupying a position which are integrated and can be applied at different stages of the Talent Management Balance Scorecard:

• Assessment and Evaluation• Workforce Planning / Goals Management• Talent Analytics / Talent Sourcing• Selection / On-Boarding• Performance Management • Career Planning / Leadership and Succession Planning / Internal Mobility

Below is a brief description of the services provided by Corporate Manpower Services Department:

• Employee Transfer (i.e Promotional/Demotional/Lateral)• Job description Review Process• Manpower Planning Process• Job Classification System• Salary Classification System

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• Manpower statistical and catalog reports on demand• Half Time Positions and Employees• Guidelines on Half Time positions and employees

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Corporate HR/Payroll ServicesFirst Floor, New Administration Building, Room 108-03-042

Extension: 43244Mail Code: 2318


MissionThe mission of HR/Payroll is to conduct efficiently to carryout the duties of Administrative and Financial benefits from hiring stage until the end of service with the highest standard of quality and professionalism in implementing equi-table Administration of policies and procedures and to deliver an accurate pay-ment to employees on a timely manner by accurately calculating gross wages and deductions as well as delivering the payments on payday and when legally required to do so.

Scope of WorkCorporate HR/Payroll Services is composed of Human Resources, Payroll, Fi-nancial Services, and SANG Employee Affairs that operate on Corporate Level service to all National Guard Health Affairs and its affiliated facilities kingdom wide. The department is currently providing Administrative and financial ser-vices to more than 17000 employees with an average of 44000 transactions per month, dispensing 75% of the Manpower Budget. In addition, Corporate HR/Payroll Services is carrying out the responsibility of Administrative and Finan-cial operation for College of Nursing, College of Medicine, Business Center, Research Center, Anti-venom Center and Employee Social Club.

SUMMARY OF SERVICES PROVIDED BY COR-PORATE HR/PAYROLL DEPARTMENT

Help Desk Service Answering queries from NGHA employees regarding benefit information and entitlements.

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New Hires Once applicant is hired, employment package will be forwarded to HR/payroll for updating as employee and employee personnel file mainte-nance.

Transfer and Promotion Processing of employee movement that could be within the department, interdepartmental or regional with or without change in salary.

SCDP Participants Hired under Training & Development Department and receives his/her specialized training in the host department. Processing of salary and allowances based on the targeted position.

Acting Pay Refers to the pecuniary compensation payable to Program Direct Hire or SANG Direct Hire employee for the performance of another job in an act-ing capacity.

Scholarship Processing of employees’ salaries and benefits including tickets while on scholarship.

Merit Increase and Commendation Letters 0-6% increment to the basic salary based on annual evaluation every re-contracting date. Commendation letters for Saudis with evaluation score of 90 and above.

Housing and Transportation Benefits Employees may request for housing and transportation allowance in lieu of accommodation or vice versa.

Housing allowance based on 25% of basic salary not exceeding 60,000/year for Saudi and 20,000/year for Expatriate non-physician, fixed allow-ances for Expatriate-physicians.

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Final Pay Includes end of service benefits including Saudi Service Award and en-cashment of accrued holidays and annual leaves at the time of departure as well as last payroll pay.

PAYROLL PROCESSING :

Regular Monthly SalariesPayroll closes on the last week of the month. System is down during this time.

Overtime and StandbyCut-off date is every first week of the month.

Business Incentives Submitted to HR/Payroll on or before 20th of each month to be added to regular payroll.

Variable Deductions Non-recurring deductions that are inputted in the system before payroll run.

Loans Includes loans from outside entity through Social Club and Business De-velopment

Early Pay Employees who are on leave during payday are entitled to receive salary in advance 5 days before departure date.

Employee Social Club Loan An employee who is a Social Club member may avail loan from Em-ployee Social Club and being processed through HR/Payroll deductible over 8 months.

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Advance Housing allowanceAn employee who is receiving housing allowance may apply for lump sum amount for 6 months or 12 months provided that it is in accordance to the Guidelines on Advanced Housing Allowance.

Late PaymentIs being processed for new hires whose employment package were re-ceived after payroll closing, employees returning for LWOP and salary release of previously blocked employees.

Salary AdjustmentFor backdated adjustments that need to be paid prior to running of regular salary.

Advance Saudi Service AwardAn employee with length of service for 10 years or more may apply for 50% advance SSA and for employees who were approved on exceptional basis.

Annual Leave EncashmentAn employee may apply for leave encashment for one time only provided that the leave balance is 45 days and above.

Salary AdvanceAn employee may request and may be approved for cash advance of a fixed amount or one or 2 months in accordance to the delegation of signa-tory authority.

FINANCIAL SERVICES TRANSACTIONS:

Professional Leave Allowance An eligible employee may apply for professional leave once per contract year with allowance based on the location of meeting. An employee is required to submit certificate of attendance otherwise the amount will be deducted from his salary.

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Business Leave Allowance/Travel Order An employee may to be assigned to perform duties and activities on behalf of the National Guard Health Affairs outside the employee's working site. Per Diem payment is based on benefit group of the employee.

Dependent School FeesAn eligible employee are entitled to reimburse school fees for his dependent/s upon submission of official receipt and school syllabus.

Midyear/Annual Ticket Encashment An employee may request for encashment of accrued ticket provided that his leave balance is less than 14 days.

Employee Reimbursement Record, Mobilization ticket, Ex-cess Baggage, Visa fees and other expenses An employee may be allowed to reimburse out-of-pocket expenses on a case to case basis as recommended by Recruitment Services Department.

Executive on Duty allowanceOnly applicable for Eastern Region.

Recontracting bonus Nursing staff and allied health professionals are entitled to one-month bonus every recontracting date paid on the following month.

Honorarium for COM and CONPermanent employees under NGHA who are providing teaching services to College of Medicine and College of Nursing are receiving honorarium based on the number of hours rendered.

Self-LocumPermanent physician employee who is approved to render services with NGHA facilities during his/her approved leave are paid with the same salary and al-lowances he/she is currently receiving.

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Physician OvertimeAre processed based on exceptional approval with specific rules.

LEAVES AND TICKETING:Annual Vacation An employee submits TRA form with complete information to HR/Payroll Ser-vice 45 days before departure for out-side kingdom leave and 30 day for in-kingdom leave. Travel OrderIs processed and forwarded to Travel Office for issuance of ticket for employ-ees traveling with paid company ticket such as Annual, midyear, mobilization, repatriation scholarship, etc.

Ticket Issuances and BillingMonitoring of ticket issuance and monthly billing of Travel Agency.

HR/PAYROLL REPORTS:HR/Payroll generates the following reports and forward to the concerned de-partment/employee for compliance.

Recontracting ReportForwarded to concerned department 3 months prior to recontracting date of the listed employee/s due for annual evaluation/s.

Probationary ReportForwarded to concerned department 1 month after hiring date of the listed employee/s due to probationary evaluation/s/

Expatriate Employees Receiving Housing AllowanceForwarded to the concerned employees 3 months prior to recontracting date notifying him/her to submit spouse certificate.

Age-Retirement ReportForwarded to concerned department 3 months prior to recontracting date of the

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listed employee/s due for retirement.

Physicians Salary DeterminationForwarded to concerned department 3 months prior to recontracting date.

DAILY TRANSACTION LOG AND BILLING:

Daily Transaction LogLogging and tracking of payroll and financial services daily payments from the HR/Payroll Processor to the signatories and forwarded to the bank for transfer to employees’ accounts. Billing Gathering all billable daily payments and forward to Finance on a weekly ba-sis.

SANG TRANSACTIONS:

SANG BonusCalculation and Payment of SANG Bonus for SDH employees who are holding permanent MSR line and working full time.

SANG LeavesSDH employee who wishes to go on leave submits TRA to HR/Payroll Services for processing.

Program Promotions for SDH Employees SANG Bonus is calculated and paid based on the new Program position sal-ary.

Merit Increase for SDH EmployeesIs the difference between Program merit increase and SANG merit increase paid upon program recontracting date.

New SANG employees Processing of application for new SANG or Program employees who wish to become SANG.

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PDH to SDH EmployeesProgram employee who had been approved to become SANG will receive all benefits as Program employee and will be rehired as SANG employee. SDH ScholarsWill receive scholarship allowance of the difference between SR11000 and SANG Salary if the SANG salary is less than SR11000.

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Corporate Printing Press, Archiving and Office Services

Basement, New Administration Building, Room No. 108-01-041Extension: 43341Mail Code: 2416

Email: Officesvcs1@ ngha.med.sa

OFFICE SERVICES DEPARTMENT is under the division of Administrative Affairs dedicated to serve and render mails services to all KAMC departments and other hospital affiliates to the highest standard of services which expanded its good services to other services such as, Distribution Categories (ABC), is-suance of official stationery/envelopes supplies, issuance of HA official/official with logo stamps, distribution and maintenance of copier machines, photocopy-ing needs and archiving/storing of KAMC record files.

It is a central service department that provides mail services from receiving, logging, sorting and distribution of all official and personal incoming/outgoing mails.

Primarily recognized as the central area to serve all the departments’ needs equipped with staffs that are equally important to fulfill its mission. The de-partment has to achieve and maintain the best standard quality of services to meet the requirement needs of all KAMC departments and its employees.

Its goal is to maintain smooth flow of good and reliable services rendered to all KAMC/HA departments/employees and other hospital affiliates’ need through accurate, reliable and quick mail services and other services

Goals and Objectives• To systematize the best way of collecting/receiving, sorting, logging and

distributing of official and personal incoming and outgoing mails.• To facilitate means to transport document materials to its destination accu-

rately in a timely manner.• To organize time schedule in the distribution of incoming and outgoing mails

inside the hospital through mail rounds and outside Riyadh.

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• To monitor mail rounds with rigid supervision in the collection and distribu-tion of mails in accordance to the time schedule.

• To maintain a systematic update of employees record into the system for easier identification of mails.

• To issue Mail Code to requesting departments and maintain Mail Code List-ing System to ensure good mail services in the distribution of mails.

• To provide urgent call services as requested and needed.• To control in the issuance of official stationery supplies and Health Affairs

Official Stamps.• To monitor copier machines activities, its maintenance and monthly con-

sumption.• To provide a system for easy retrieval of document files kept in the ar-

chives.• To safeguard all record files of all KAMC departments in a safe location

area.

Services Provided• Receives, sorts out and distributes incoming (business and personal mails

for Central Post Office i.e. ordinary, registered, printed matters and parcels.• Handles all King Abdulaziz Medical City outgoing mails (business and per-

sonal) i.e. ordinary and registered mails/printed matters, mails through the Franking Machine.

• Handles all King Abdulaziz Medical City and other regions (Western and Eastern and Primary Health Centers)

• Receives/registers (logs) and distributes correspondence from sources out-side King Abdulaziz Medical City and outgoing addressed to agencies out-side King Abdulaziz Medical City.

• Receives, registers and distributes incoming/outgoing fax to the concerned parties.

• Controls requisition and distribution of official stationery supplies.• Handles and control issuance of HA official stamps.• Take charge of organizing and supervising all related matters to archiving

for KAMC document files.

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Corporate Admin & Support Recruitment Services

Corporate Planning & Process Improvement ControlRoom 108-03-073

First Floor, New Admin BuildingExtebsions: 43529 / 43017

Email: [email protected] Recruitment Section

First Floor, New Administration Building, Room 108-03-073Extensions: 43024/43427


Local Recruitment SectionNear Gate 2 (outside)


Email: [email protected] Manpower Recruitment Information Services

Extensions: 12384 / 12300

Corporate Admin & Support Recruitment Services, is handling recruitment of admin, support, academic, and research positions.

MissionTo implement equality and fairness with high accuracy in the recruitment of competent, professional and highly motivated personnel who shall render the highest quality services to our stakeholders and to advance and support the NGHA mission by creating and implementing solutions on human resources issues in the area of recruitment.

VisionTo be the model recruitment department, not only in the hospital but also in the Middle East region, by providing superior services and continuously improving it by using scientific recruitment methods, teamwork, and seek the most effi-

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cient, effective and technologically sound business best practices.

Sections:Local Recruitment (Male) Section Local Recruitment (Female) Section Corporate Manpower Recruitment Information services International Recruitment section Academic & Research Recruitment Section Corporate Planning and Process Improvement Control

Positions Being Recruited through our Section• Administrative Positions• Support Positions • Academic Positions• Research Positions

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Corporate Medical Recruitment Services

Ground Floor, New Administration Building, Room 108-02-003DExtension: 43455Mail Code: 2357


VisionOur ultimate goal is to become more focused on the financial results versus quality of output. A more strategic focus on building the headhunting function within the department is of paramount importance, and there is huge scope for building an in-house self-financing recruitment agency, which primarily ser-vices NGHA but also outside vendors. If this was correctly established with experienced headhunting personnel, we could easily cover the costs of all re-cruitment activity for NGHA with projected profits also anticipated. At a later point, I would envisage this in-house agency diversifying into sectors outside the medical arena, to ensure a more balanced portfolio of clients covering the recruitment of the following areas: Financial, Technical, Information Technol-ogy, Sales & Customer Services.

MissionOur recruitment philosophy is to provide a high quality of service to each NGHA facility, by sourcing the best applicants whilst keeping in line with the overall strategy of the organization. Our aim is to independently source the best possible applicants at the lowest rates of pay, within a reasonable timescale, without compromising our standards or disrupting the salary structures within the respective departments.

Main Responsibility:Corporate Medical Recruitment Services with the support of the Regional Em-ployment Coordinators are responsible for the recruitment, mobilization and orientation of all new Program Direct (PDH) and Program Referred (PRH) Physicians to the Program.

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Basic Duties and Responsibilities:• File and keep track of all incoming and outgoing memos.• Double check all mail codes, addresses and spelling of all outgoing memo

before sending it out.• Keep a copy of all Chairmen or College of Medicine’s CV in Pending in

appropriate file.• Prioritize work in the order of importance:

• Any request coming from the Director comes first.• Incoming Executive Memo’s should immediately be dealt with.• Log CV’s in Hr Access.• Bank and File CV’s when Recruitment Specialist I gives feedback.• Assist Information Specialist with any duties as required.• Share work load if not busy.• Answering general queries by phone from candidates and departments

as required.• Bi-monthly feedback reports are to be sent to agents via “Candidate Status

Reports”. Agents send report and we send back with CV number and re-marks.

• Update remarks on Agent status forms from HR Access.• Email to Recruitment Specialist I before sending the ACSR to Agent. Once

this has been checked, make sure to keep a copy in the Shared Folder.• Keep copy on “Response to Agencies” in Intrecmed1 folder, by dragging

from sent items to responses to agencies box.• Print out copy sent to each agent and File in Agent emails/responses bind-

er.

Positions being Recruited through this Section• Consultants• Staff Physicians

Areas Covered by Medical Recruitment• Anesthesia• Cardiac Sciences• Dental Services• Emergency Medicine• Family Medicine• Hepatobiliary Sciences• Infection Prevention & Control

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• Intensive Care Units• Medical Imaging• Medicine• Oncology• Pathology• OB/GYN• Pediatrics• Surgery

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Corporate Nursing and Clinical Recruitment Services

Basement, New Administration Building, Room No. 108-01-093Extension: 42649Mail Code: 2357


The Corporate Nursing & Clinical Services Department (CNCRS) main goal is to source fine caliber nurses and clinical positions, from all corners of the globe, as well as from within the Kingdom of Saudi Arabia. The hospital has always maintained a high level standard of practice and this has been provided by existing nursing staff at King Abdulaziz Medical City.

This presented a challenging task to the CNCRS, particularly given the ongoing world-wide shortage of nurses and the competition presented by other countries around the world. The CNCRS prides itself on successfully accomplishing this task, juggling the quantity of nursing positions to be filled without sacrificing quality.

The team of professionals in the CNCRS; have between them some 20 years experience in recruitment, nursing, management, marketing and finance. It is the responsibility of the department to successfully recruit knowledge-able, experienced healthcare professionals who are dedicated to an excellence in care; and to source, select and recruit respective candidates in the shortest possible time. Also, it’s our goal to collaborate with respective departments regarding their staffing requirements and to ensure a culturally sensitive aware-ness and practice while within KAMC.

MissionOur recruitment philosophy is to provide a high quality of service to National Guard hospitals and facilities, by sourcing and recruiting the highest caliber of suitably qualified healthcare professionals whilst keeping in line with the overall strategy of the organization. Our aim is to select the finest possible ap-plicants within a reasonable timescale.

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VisionIt is our vision to meet the increasing demands of King Abdulaziz Medical Cit-ies for duly competent staff, in a time when there is a global shortage of health-care professionals, without sacrificing quality.

Strategic Goals and Objectives:• To successfully recruit knowledgeable experienced healthcare professionals

who are dedicated to an excellence in care.• Amplify the presence of Corporate Nursing & Clinical Recruitment Ser-

vices through Various promotional materials such as CD, Video, booklet, and advertising campaigns

• Collaborate with all respective departments regarding their staffing require-ments

• Liaise with all respective departments in aiming for greater staff retention• Advocate and support promotion and transfer from within National Guard

hospitals• To ensure a culturally sensitive awareness and practice• Source, select and recruit candidates in the shortest timeframe possible,

which automatically builds a better relationship with external vendors• Implement the Oracle system efficiently within a 12-18 month time frame,

ensuring all departmental requirements are covered to include staff training, and generation of high-level management reports

• Continue the staff development of in-house recruitment personnel by ensur-ing they are trained in all aspects of the recruitment process, encouraging in-terchangeable job sharing in order to promote flexibility and a multi-skilled workforce.

• Create and deliver a training Program for Department Heads on their role and responsibilities in relation to the Nursing & Clinical Recruitment Pro-cess for NGHA

Positions being Recruited through Nursing Section

Nursing Positions• Staff Nurse I, II, CL, Ward• Clinical Resource Nurse• Nurse Manager (CL, A, B, C, D, WD)• Quality Management (Q.M)

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• Patient Care Technician• CSSD Tech I, II• Assistant Nurse Manager CL, WD, Specialty (A, B, C, D)• Assistant Nursing Supervisor (CL, SPECIALITY A, B)• Clinical Resource Nurse (CL, SPECIALITY A,B,C,D, WD)• Nursing Supervisor (Specialty A, B)• Nurse Educator• Nursing Coordinator• Nurse Coordinator• Director Clinical Nursing

Clinical Positions• Medical Technologist I, II, III• Radiology Tech I, II, III• Phlebotomist• Dental Assistant I, II, II• Respiratory Therapist I, II, III• Respiratory Therapy Assistant • Dental Lab Tech I, II, III• Anesthesia Tech I, II, III• Echocardiographic Tech I, II, III• Transplant Coordinator• Urotherapist• Infections Control Practitioner• Paramedic• Occupational Therapist I, II, III• Health Educator• Quality Management Specialist I, II, III• Medical Physicist• Dark Room Technician• Clinical Dietitian I, II, III• ECG Technician• Perfusionist• Neurophysiologist Tech I, II, III

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Corporate Credentialing and Skills Management

First Floor, New Administration Building, Room 108-03-074Extension: 41025Mail Code: 2323


In accordance with the mission defined by the NGHA, the department of Cre-dentialing and Skills Management will strive to assist in the promotion and support of unique contribution to the employment of competent, skilled staff, and superior talent for all disciplines, through Credentialing, Saudization and the best utilization of personnel in areas most suitable to their expertise.

Credentialing and Skills Management (CSM) is divided in three (3) main sec-tions/programs:

1. Credentialing. The department has a standing member in Health Specialty Boards (HSB) and participates in the review process and recommends ap-propriate changes/modifications to the HSB’s content, membership and re-lated functions. The following are the role of CSM as they relate to HSB:

• Ensure that all Board meetings are conducted as needed and that the Min-utes of meetings are submitted in a timely manner to the CSM.

• Maintain an up-to-date and effective electronic registry system of all ac-tivities carried out by each credentialing board for record and follow up purposes.

• Oversee the activities and monitor the duties of each Specialty Board to ensure that the approved and established Goals & Objectives are carried out as required.

• Responsible for the administrative implementation and administrative follow up.

• Responsible for preparing and maintaining up-to-date data of all related

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Committee Formation Orders (CFOs).2. Optimum Manpower Appraisal and Redeployment Program. This is a

program established to re-evaluate the skills and qualification of NGHA staff that are required for their position through Corporate and Regional committees.

The department participates in Corporate and Regional Committees and provides advisory support to both committees.

Specifically the program aims to:

• Establish a constructive plan for best utilization of concerned staff that is found to be not suitable to carry out their required responsibilities.

• Resolve all obstacles that might affect the implementation of the appraisal and reredeployment program.

• Monitor the Regional NGHA Optimum Manpower Appraisal and Redeploy-ment Program Committee’s implementation of the expected charges and en-sure objectives are achieved.

• Review the proposed training program recommended by the Regional NGHA Optimum Manpower Appraisal and Redeployment Program Com-mittee for possible approval.

• Endorse the resources to the concerned area for the required training pro-gram.

Saudization is the process of educating, training and preparing Saudi nationals for specialized jobs that require high levels of qualification.

CSM role in Saudization:

• Promote Saudization in the NGHA and ensure its implementation in coor-dination with effected departments in all positions that are suitable to be Saudized.

• Liaise with departments in developing and promoting the Saudization plan, as well as with Training and Development Department regarding special

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training sessions for new Saudi nationals (on-the-job-training, English lan-guage courses, etc.).

• Assist in developing guidelines for implementing the Saudization Pro-gram.

• Assist in the approval of hiring and recontracting of non-Saudis in non-medical/clinical and administrative positions, as well as in the approval of changing recruitment source from Saudi Arabia to other source/s.

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Government Relations DepartmentFirst Floor, New Administration Building, Room 108-03-076



Government Relations department facilitate NGHA staffs relations with other Government offices such as ministry of foreign affairs and immigration office. Its services included:

1. Issuance of New Iqama/Renewal

2. Single and Multiple Exit/Re-entry Visas

3. Inclusion of Dependents in Iqama

4. Update/Transfer of Passport Information

5. Third Country Visas

6. Visit Visa

7. Visit Visa Extension

8. Other Services

• Iqama for Drivers and Domestic Helpers

• Saudi Physicians Passport Renewal

• Issuance & Renewal of Driver’s License

• Issuance of Private Driver/Domestic Helpers Importation Visas

Residence Visas (Iqama) The Government Relations department provides all newly-hired employees of

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NGHA temporary Residence Permits valid for two months. Permanent Resi-dence Permits will be issued within one month of employee's initial arrival.

Exit Re-Entry Visas & Final Exit VisasThe Government Relations department obtains Exit/Re-Entry visas for em-ployees wishing to avail leaves abroad. Government Relations department also obtains Final Exit visas for all separating expatriate employees.

Emergency Exit Re-Entry VisasRegular Exit/Re-entry visas regulations do not apply to Emergency Exit/Re-entry visas which can be obtained immediately, provided that the employee has an approved TRA and an airline ticket with confirmed flight reservation.

Dependent Visas & Visit Visas The Government Relations department obtains Dependent Visas for employees on family status contracts, Visit Visas to eligible employees.

Driving LicensesDriving Licenses for physicians and to incumbents of medical/ technical posi-tions is one of provided service.

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Staff Support DepartmentFirst Floor, New Administration Building, Room 108-03-068

Extensions: 43423 /43431Mail Code: 2316

Email: [email protected]; [email protected][email protected]

Staff Support mission is to provide services that are rendered through direct contact with the employees.

This department is divided into two sections and its main goal is to provide the highest standard of service to all KAMC departments as well as to all existing and upcoming employees into two different approaches.

TRANSLATION SECTION

MissionProvide administrative translation services to all Departments of KAMC from Arabic to English and vice versa and authenticates translated documents that are in need for authentication. It aims to provide a high quality of translation services to all KAMC Departments.

Documents that are usually translated are the followings:• Correspondences • Applications • Certificates• Policies & Procedures • Memoranda • National Guard Health Affairs Annual Achievement Report • Formats• SDH’s Leaves and Promotions• Employee o f the Month/Employee of the Year Winners• Warning Letters• Booklets• Education Programs• Confidential Reports

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• Financial Reports• Chief Executive Officer’s Translation Requests • LONOs, Visit Visa requests and Powers of Attorney• Labor Office Cases • ERM (Employee Relations Manual) • Conjoined Siamese Twins Report• Benefit Groups of Employees • Patients Information

ORIENTATION SECTION

MissionProvides induction and orientation services that would assists new staff with their transition to KAMC by providing services and programs which outline the organization’s policies, cultural, and social climate. In addition, it obtains paperwork for placing new staff in KAMC HR and Medical systems in process to ease their transition and integration into workplace.

The section aims to provide the following:• Make all new staff feel welcome• Familiarize new staff with the organization environment and facilities.• Excite new staff about being a member of KAMC-Riyadh.• Inform new staff about various resources and services. • Provide a solid foundation for a successful organization experience.

Orientation Strategic Plan:• Develop and implement goal-based program expansion and improvement.• Continuous Quality Improvement.• Explore new staff needs and develop services to meet these needs.• Offer consultation and advisory services to new staff to help them adapt to

new work environment.• Support planning for orientation development.• Collaborate with other departments related orientation projects.• Explore other services we might provide to new staff.

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Employee Relations DepartmentFirst Floor, New Administration Building, Room 108-03-064



Employee Relations is responsible for promoting, maintaining and developing good employee relations within the National Guard Health Affairs. It deals with the employees' needs, concerns and requirements. It is responsible for coordinating all issues listed in the Employee Relations Manual (ERM) and in recommending the most appropriate action based on fairness and equity.

Principal Duties and Responsibilities:

1. Employee Relations Manual • Maintenance of the Employee Relations Manual (ERM).

2. Special Programs Of NGHA • Conducts search and selection of the Employee-of-the-Month/Year as

per APP# 915-05. • New Ideas Steering Committee.• Staff Retention Program.• Staff Grievance Committee.

3. Grievance And Disciplinary Actions • Staff Grievance Review Committee (Member as per CFO No. NG

274).• Reviews warning letters, recommendations for termination, non-recon-

tracting requests and other disciplinary actions as per APP# 915-06.• Provides guidance/advice on current Program policies and interpreta-

tion of the Saudi • Labor & Workman Law.• Conducts counseling of employees with work-related or performance

problems.

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4. Performance Management Provides assistance in handling employees’ performance problems and devel-oping guidelines to correct and improve the performance of delinquent employ-ees.

5. Certificates• Employment Certificates/ Service Letters.• Employment Verifications / References.• Travel Visa request.• Letter of No Objection/ Release Letters.• Transfer of Sponsorship Letter.

6. Limousine Services • Coordinates Hospital limousine services for female employees.

7. Employment Verification/ Inquiries• Respond for employment verifications and references requests.• Respond for various governmental agencies inquire.• Certify Marriage certificates, Educational certificates, signature of em-

ployee.

8. Other Duties & Responsibilities: • Maintenance of the Departure Clearance Form. • Prepares case studies and reviews on Employee Relations issues.• Answers counseling questions via: e-mail, phone, counseling meet-

ings.• Prepare the Turn Over report and the Exit Interview report.

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Badging OfficeFirst Floor, New Administration Building, Room 108-03-053,


Our department is responsible for issuing badges for all NGHA employees, dependents and other designated personnel entering into the program site. This serves as the principal means of identification for all transactions within the hospital. It is directed that all employees must wear their respective ID badges whilst within the program’s premises or using the program’s transport services and must strictly adhere to all policies made by the hospital with regard to NGHA identification system. Violation of any of the policies may be subject to investigation by Internal Audit and will be dealt accordingly.

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Administrative Policy and Procedures (APP’s) List

For further information, the following manual and related APPS are available in the Intranet:

Employee Relations Manual

Guidelines for Advance Housing AllowanceAPP 1418-012 Acting Pay for Program and SANG Direct HireAPP-1422-002 Bonus Payment for SANG Direct Hire EmployeesAPP 915-13 Business Leave PolicyAPP 1429-16 Rotation and Job Exchange ProgramAPP 1414-005 Professional Leave PolicyAPP 1426-10 Compensation for Physicians/Dentists Providing Special Services APP 1427-02 Employee Personnel FileAPP 1427-03 Employee EvaluationAPP 1426-13 Recontracting and Merit IncreaseAPP 915-08 Separation ClearanceAPP 915-06 Disciplinary Actions and TerminationsAPP 1422-007 Employee Social Club (ESC) Loan ProgramAPP 915-18 Employee Sick leaveAPP 1428-24 Leave Without PayAPP1428-12 Maternity LeaveAPP 1418-20 Ramadan Working Hours Schedule and Eid Holidays PolicyAPP 915-09 Program Paid TicketAPP 915-07 Employee’s Status while incarceratedAPP 1426-20 Exit/Reentry visaAPP 915-11 Saudi Career Development ProgramAPP 1418-006 Guidelines for Part Time Positions and EmployeesAPP 1418-007 Inter-regional TransferAPP 915-10 Transfer and PromotionAPP 1420-004 Scholarship Training SupportAPP 1427-18 International Recruitment ProcessAPP 1422-008 Local Recruitment ProcessAPP 411-001 Chain of Command

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APP 912-09 Dating of DocumentsAPP 1424-01 Extramural VisitAPP 1427-01 Patient Registration SystemAPP 1426-22 TranslationAPP 1427-17 Staff RetentionAPP 1425-05 Staff Grievance ReviewAPP 915-01 Conflict of InterestAPP 1418-013 Standby/On-Call OvertimeAPP 1421-003 Rehire of Former EmployeesAPP 915-09 Program Air Paid TicketAPP 1426-21 Processing of Iqamas APP 1427-15 Manpower Planning ProcessAPP 1425-01 Central Archiving of Document FilesAPP 1428-05 Copier MachinesAPP 1429-09 Employee Achievement AwardAPP 1427-14 Employee Orientation GuideAPP 1427-10 Express Mail ServiceAPP 915-05 Employee of the MonthAPP 1418-006 Guidelines for Half Time Positions & EmployeesAPP 1423-01 Handling Official Correspondences & Confidential MattersAPP 1423-001 Health Affairs StampsAPP 1417-009 Job Classification SystemAPP 1426-24 Job Description ProcessAPP 915-02 Letter of No Objection/ReleaseAPP 915-11 Locums

Note: The above-listed references are originated from Administrative Affairs depart-ments’ and it’s relevant to their functions and job responsibilities.