President of University Resolution No. 141 of 2010
On
The Organizational Structure of Al-Azhar University's Branch
(Girls - Assiut - Tanta) and Determination of Organizational Competencies thereof
Version 2012
President of University Resolution No. 141 of 2010
Having reviewed the following:-
§ Law no. 103 of 1961 on reorganization of Al-Azhar and its affiliated bodies and the amended laws,
§ Republican decree no. 250 of 1975 on the executive regulations of the law no. 103 of 1961;
§ Law no. 47 of 1978 on the regulations of the state civilian workers;
§ Resolutions of the president of university no. 126 of 1998 and no. 127 of 1999 on restructuring the organizational structure of the general secretariat of the university, its two branches of Girls and Assiut, and faculties as well as determining the jurisdictions;
§ Resolution of the president of the Central Agency for Organization and Administration (CAOA) no. 356 of 2003 on the accreditation of the staffing structure of the branch of Al-Azhar university in Tanta;
§ Resolutions of the president of the university no. 146 and 195 of 2007 on approval of the staffing structure, formation of the organizational structure, and determination of jurisdictions of Al-Azhar university branch in Tanta;
§ Resolution of the president of the CAOA no. 63 of 2009 on approving the amendment of staffing table of Al-Azhar university branches for (Girls and Assiut) by applying the staffing table of Al-Azhar university, department of education ,Tanta branch;
§ Resolution of the university's president no. 47 of 2009 concerning the resolution of the CAOA president no. 63 of 2009;
The university's president has decided the following:
First Article:
The organizational structure of a branch of Al-Azhar University (Girls/Assiut/Tanta) (hereinafter referred to as the "Branch") shall be as follows:
First: Bodies affiliated with the university vice-president for the Branch affairs:
1- University Vice-President Office (management).
2- Public Relation Division.
3- Statistics Division.
4- Computer Division.
5- Division of Citizen Service Office.
The following departments shall report to the university vice-president for the Branch affairs:
6- General Administration of Post Graduate Studies, Researches and Cultural Relations. It consists of the following departments:
(A) Department of Post Graduate Studies and Researches.
(B) Department of Scientific and Cultural Relations.
7- General Administration of Education and Student Affairs. It consists of the following departments:
(A) Department of Education Affairs.
(B) Department of Youth Care.
8- Department of the Student Dormitory (bis).
9- Department of Student Dormitories.
10- Department of Nutrition.
11- Department of Medical Affairs.
12- Department of Central Library.
Secondly: Bodies report to the university assistant secretary of the Branch.
1- General Administration of Financial and Administrative Affairs. It consists of the following departments:
(A) Department of Financial Affairs. It involves the following:
- Budget Division.
- Accounting Division.
- Special Accounts Division.
- Treasury Division.
(B) Department of Administrative Affairs. It involves the following:
- Personnel Affairs Division.
- Teaching Staff Affairs Division.
- Staff Care Division.
- Headquarters Affairs Division.
- Internal Services Division.
- Documents and Registration Division
2- Department of Procurements and Warehouses, it includes the following:
(A) Procurements Division.
(B) Warehouses Division.
3- Department of Engineering Affairs.
4- Division of Financial and Administrative Guidance.
5 – Assistant Secretary Office (Division).
The following is only dedicated to the Girls Branch:
- Department of the External Housing.
- Housing Division.
- Expatriate Female Students Division
(These bodies report to the university vice-president for girl branch affairs)
Second Article:
The organizational division competencies of the organizational structure of the university branch (girls/Assiut/Tanta) shall be as follows:
Firstly: Bodies report to the university vice-president for the Branch affairs:
1- University vice-president office: It has the following functions:
- Following-up the supervision of office staff and guiding them to ensure the efficient performance.
- Supervising all incoming subjects and following up the outgoing ones.
- Following-up the implementation of all tasks required by the university vice-president.
- Completing all technical and administrative matters referred to the office.
- Following-up the implementation of all instructions, guidance, and recommendations of the university's vice-president.
- Following-up the departments and works related to the university vice-president.
- Developing a periodic statement of the implemented and unimplemented matters and decisions and declaring the justifications for each so that the follow-up researcher can refer to the relative authorities. The statement shall be submitted to the university vice-president.
- Following-up the works of citizen services, examining the filed complaints, and taking the necessary actions thereof.
- Following-up the creation of citizen service records, checking the registration thereof, reporting the emerging obstacles to the relevant departments, and taking the necessary actions to find the appropriate solutions.
- Following-up the supervision of the technical and administrative secretarial tasks in the office.
- Supervising the development of decisions, executive orders and instructions issued by the university vice-president and following-up the enforcement thereof.
- Carrying out the works of incoming and outgoing subjects as well as preservation and reduplication of the office works.
2- Public Relation Section. It shall have the following functions:
- Developing and supervising programs to support the relationships between the Branch and faculties staff.
- Participating in the organization of cultural, recreational, and literary seasons and developing programs of the Branch participation in the national events.
- Supervising the issuance of various publications and bulletins and preparing the means of identification of the Branch and its faculties.
- Organizing various conferences related to the activities of the Branch and its faculties.
- Coordinating between the Branch and its faculties and providing guidance with regard to the media activity.
- Organizing meetings between the Branch, its faculties and other faculties of the university in different local and national events.
- Developing necessary programs to enhance the relationships of the branch with other universities as well as national/international scientific and cultural bodies.
- Examining and following-up the news published in newspapers and magazines or broadcasted in the media about the Branch, and taking the necessary actions in this regard.
3- Statistics Division. It shall have the following functions:
- Developing systems and programs to ensure the collection and classification of data and statistics on the various activities in the Branch.
- Receiving and classifying all information and data sent by the Branch's faculties as well as registering them in relevant records.
- Following-up and documenting updates of information and data recorded in the Branch.
- Recording statistical data and information of the Branch and its faculties and developing studies and researches in this regard.
- Preparing statistical manual for the Branch and its faculties.
- Developing and submitting periodic information reports to the concerned authorities inside or outside the university.
- Reviewing data and information once received to ensure authenticity and accuracy.
4- Computer Division, it shall have the following functions:
- Designing systems and developing data-flowing diagrams.
- Developing and implementing programs, choosing the required outputs and documenting the system technically and procedurally to ensure implementation.
- Entering and reviewing data and administrating the databases.
- Operating the database and extracting the required information and indicators.
- Securing information stored on computers against tampering or damage, developing procedures and determining the responsibilities of handling information within the division.
- Developing systems and programs used in database to ensure the efficient operation in coordination with the external expertise.
- Developing and implementing programs for hardware and equipment maintenance to ensure their operation.
5- Division of citizen service office, it shall have the following functions:
- Receiving citizens, who need services, and guiding them to the concerned authorities.
- Providing administrative assistance in removing the obstacles of the executive works in order to solve the public problems.
- Receiving inquiries, complaints, and demands of citizens to examine and refer them to the officials concerned as well as follow up replies thereto.
- Working to solve the public problems, following up the methods used to find solutions and notifying citizens with positive or negative results.
- Developing a simplified working guide including the names, addresses, and contacts of different departments.
- Examining and following-up the news published in newspapers and magazines and broadcasted in the media concerning the individual or collective public problems in order to find solutions and remove the root causes.
- Using indicators to the level of public services performance and introducing suggestions for improvement and development of these services.
The following departments shall report to the university's vice-president of the Branch:
6- General administration of postgraduate studies, researches, and cultural relations. It shall have the following functions:
- Supervising the application of rules and regulations prescribed for admission and studying in postgraduate studies at the Branch's faculties and expressing opinions on arising problems.
- Keeping complete data and information about the programs and methods of study, enrollment, and examinations for postgraduate students in the Branch.
- Developing statistical data of postgraduate studies researchers from the Branch's faculties and keeping complete records and information thereof.
- Supervising the organization and development of scientific researches in the Branch and providing the required sources.
- Organizing training courses for instructors and teaching assistants in the Branch's faculties as well as taking the necessary administrative and financial actions.
- Following-up contacts with the graduates and taking the necessary actions to prepare and accredit the graduation certificates.
- Following-up the modern researches and development related to the training of instructors and teaching assistants in order to utilize them in training field.
- Organizing and developing the scientific and cultural communications between the Branch's faculties and other faculties of the university and also between the university and other local and foreign universities, scientific entities and research centers.
- Providing opportunities for studying and training abroad for instructors, teaching assistants, and researchers of the Branch's faculties as well as activating the joint studies and scientific projects as per the applicable rules and regulations.
- Exchanging information, programs, systems, professors, and experts with foreign universities and institutes.
- Coordinating the activities of the Branch's faculties in relation to the scientific activity and cultural exchange and organizing seminars, scientific conferences, cultural seasons, and symposiums.
- Facilitating procedures for the Branch's scientific staff who contribute to teaching and academic research in Arab and foreign universities and contacting them constantly.
General administration of postgraduate studies, researches, and cultural relations consists of the following departments:
(1) Department of postgraduate studies and researches: It has the following duties:
- Supervising the application of rules and regulations prescribed for admission and studying in postgraduate studies in the Branch's faculties and expressing opinions on arising problems.
- Keeping complete data and information about the programs and methods of study, enrollment and examinations for postgraduate students in the Branch.
- Developing statistical data on graduates of postgraduate studies from the Branch's faculties and keeping complete records and information thereof.
- Supervising the organization and development of scientific research in the Branch and providing the required resources thereof.
- Following-up contacts with the graduates and taking the necessary actions to prepare and accredit the graduation certificates.
(B) Department of Scientific and Cultural Relations, it shall be responsible for:
- Organizing and developing scientific and cultural communications between the Branch faculties and other university faculties and other universities, scientific organizations and international and local scientific research centers.
- Organizing training courses for instructors and teaching-assistants in Branch faculties and carrying out the required duties financially and administratively.
- Following up the new researches and developments in the field of training instructors and teaching assistants in order to get benefit from it in training.
- Providing educational missions and training opportunities for instructors, teaching-assistants, and researchers in Branch faculties and activating joint studies and scientific projects in accordance to applicable rules and regulations.
- Exchanging information, programs, and systems. Exchanging professors and experts with foreign universities and institutions.
- Arranging activities of Branch faculties related to scientific research and cultural exchange. Organizing symposiums, scientific conferences, cultural seasons, and seminars.
- Facilitating procedures for scientific members of the Branch, who participate in training and research in Arabic and foreign universities and keeping in touch with them.
7- General administration of education and students affairs whose responsibilities are as follows:
- Implementing study styles, programs, and systems for every educational grade in the Branch faculties.
- Supervising application systems and required regulations for admission, education, and exams of all grades within the Branch faculties.
- Collecting data about students of different grades in the Branch faculties.
- Following the applications of rules related to students registration and re-registration in the Branch faculties.
- Preparing researches and studies related to the exams system in the Branch faculties.
- Examining the suggestions of Branch faculties concerning the educational systems and submitting it to the appropriate administration in the university general secretariat.
- Preparing records for scholarships, study rewards and excellence rewards for each study grade in the different Branch faculties.
- Preparing reports related to education and students affairs to present them to the vice president of the relevant Branch affairs.
- Answering the different faculties of the Branch inquiries related to the systems of study and education affairs.
- Discussing the Branch faculties needs of required staff to accomplish tasks related to exams in the Branch faculties.
- Developing sound awareness and concepts among the students of the Branch faculties and deepening the students' good principles.
- Improving the performance in different activities and encouraging adequacies in the Branch faculties.
- Setting up plans and programs that serve the students activity and following up implementation of these plans.
- Instilling competitive spirit in the Branch faculties in religious, cultural, and artistic events.
- Organizing scientific and literary trips for the students of the Branch and publishing their scientific and literary researches.
- Working on enabling students of the Branch different faculties to develop their abilities and skills in all cultural, scientific, and literary fields.
General administration of education and students affairs consists of the following organizational departments:
(A) Department of education affairs whose responsibilities are as follows:
- Organizing the educational systems, programs and methods for every study grade in the Branch faculties.
- Supervising the implementation of the specified regulations and rules for admission, study and exams for every study grade in the Branch faculties.
- Collecting data and information about different educational grades' students in the Branch faculties.
- Following up the implementation of student enrolment rules and the re-registration in the Branch faculties.
- Preparing the researches and studies related to the exams systems in the Branch faculties.
- Considering the suggestions of the Branch faculties about systems of the study and presenting it to the concerned administration in the university general secretariat.
- Preparing records of grants, study rewards, and excellence awards for every study grade in the Branch faculties.
- Preparing reports of education and students affairs to be presented to the university vice president of the Branch.
- Studying the needs of the Branch faculties as regards the required employees for the exams.
- Answering the questions of the Branch faculties about the study regulations and education affairs.
(B) Department of youth care whose responsibilities are as follows:
- Improving students' awareness and concepts, and deepening good principles and morals.
- Improving performance level in different activities and encouraging adequacies in the Branch faculties.
- Developing plans and programs that serve students activity and following up the implementation of these plans.
- Instilling competitive spirits in the Branch faculties in religious, cultural, and artistic events.
- Organizing scientific and literary trips for the students of the Branch and publishing their scientific and literary researches.
- Working on enabling students of the Branch different faculties to develop their abilities and skills in all cultural, scientific, and literary fields.
8- Student Housing Department (bis) whose responsibilities are as follows:
- Taking the procedures of student housing in dormitories.
- Providing facilities, healthy environment, and hygiene in dormitories.
- Monitoring the student's behavior inside the dormitories and investigating their problems.
- Arranging with the department of youth care with regard to different student activities (cultural- artistic-social- sportive , etc.).
- Maintaining student dormitories' buildings and equipment, and actuating and maintenance of its electronic and mechanical devices. In addition, taking over its buildings, monitoring the movement of trusts, and keeping records thereof.
- Preparing records for student's registration, duties and absence periods.
- Receiving the student applications to reside in dormitories; preparing records thereof, giving housing notices and reports to students.
- Filling out the forms and certificates proving the students' annual study.
- Keeping complete records on resident students' information and issuing residency cards for them.
- Doing monthly statistics on the cases of residency and evacuation.
- Checking meal tickets on the basis of the number of the students and deducting them in holidays and informing nutrition department 48 hours earlier.
- Distributing the payment receipts monthly according to the faculties.
- Informing the parents about the irregularities of their students inside the dormitories.
- Evacuation according to students' wishes, administrative purposes, or by the end of the year.
- Making statement on the tenth day every month to know the number of the students who did not pay the fees and informing the accommodation department to evacuate them.
- Receiving the evacuation forms and filing them in the records.
- Preparing the accommodation before the academic year.
- Preparing the required data according to the notices of the student's affairs office.
- Following up the attendance and absence sheets and informing the student's affairs office and the nutrition department.
- Making daily check to know the number of the students (travelling –absent – excluded) and excluding persons or other visitors who have no right to stay in the dormitories.
- Recording the student problems regarding dormitories and nutrition and solving them.
- Organizing visits and areas prepared for visitors as well as reporting any irregularities on the part of students to the concerned dormitory.
- Preparing records for accommodation departments in which all the data required are registered.
- Informing the financial and administrative departments about fines or irregularities that will be deducted for missing custody.
- Presenting the periodical reports about housing and nutrition in dormitories to those concerned.
9- The University Dormitories Department, responsible for:
- Following up the procedures of accommodation of students at the university residence as well as female external housing.
- Following up the conditions of the students in the dormitories; addressing and solving their problems in coordination with the concerned parties.
- Following up the maintenance of buildings, furniture, and equipment of all dormitories.
- Participation in the bids taking-action-committees regarding food or what relates to the requirements of the dormitories.
- Participation in determining the number of student meal tickets in dormitories and branch faculties.
- Participation in the procedures of opening the Admission Coordination Office at dormitories as well as the process of following up and functioning.
- Keeping integrated data about the conditions of dormitories admission and the number and nationalities of students.
- Carrying out the necessary procedures with the concerned entities to provide students with a high standard of comfort, amenities, and health, and ensuring the scientific, cultural, or social propitious atmosphere in the dormitories.
- Following up all different student activities inside the dormitories in coordination with the concerned entities.
10- Department of Nutrition, responsible for:
- Supervising, preparing, furnishing, and equipping the restaurants, etc.
- Preparing and distributing the meal tickets for all the branches of the faculties.
- Handling and solving the complaints regarding meal tickets and the food quality.
- Working on developing the service level offered to the students at external restaurants.
- Supervising the preparation of meal tickets and its compliance with standards in accordance with the established rules and regulations.
- Participation in the taking-action-committees of nutrition bids and making sure all the conditions of supply are fulfilled.
- Supervising the quality and quantity of food rations.
- Working on developing the service level offered at the external restaurants.
- Regular and unannounced inspections on the restaurants to make sure all the appliances, equipment, and utensils are serviceable and usable.
- Taking the necessary action to clean the kitchens, its appliances, equipment, utensils and preparing validity reports to be presented to the concerned parties to take the required procedures.
11- Department of medical affairs, responsible for:
- Carrying out the preventative and curative medical plan and dentistry for the Branch students.
- Examining all the Branch sick students and taking required procedures for their treatment.
- Treating all the positive cases discovered in the periodical medical examination.
- Examining all students applying for medical examination along with the new students.
- Medical Supervision of the Branch students and providing immunization for them against infectious diseases and taking preventive measures with regard to patients and following them up.
- Checking and approving the medical certificates presented by students as legal excuses for exam delay.
- Medical supervision of students in exams, camps, and matches.
- Hygienic supervision of different sections of the Branch dormitories and nutrition to ensure the fulfillment of hygienic conditions in restaurants and kitchens as well as the staff healthy facilities.
- Developing and implementing the medical-record policy for each student upon admission to the university. Issuing the health cards for each student to follow up his/her medical condition during the academic year.
- Preparing the Branch students’ periodical and annual health reports and presenting them to the officials.
12- Department of Central Library whose duties are as follows:
- Taking part in the formulation of public policy of the libraries of the Branch faculties, developing their own executive programs, and following up reports on the implementation thereof.
- Preparation of reading-rooms and provision of books and up-to-date scientific references.
- Receipt and sending of wanted books and references of different Branch faculties.
- Developing the administrative regulations for the proper functioning of work in the Central Library and Branch faculties.
- Drafting the budget for the libraries of Branch faculties in association with the concerned departments and presenting it to the University Libraries-Committee.
- Contacting the universities, institutes and scientific and cultural centers at home and abroad for the purpose of exchanging various publications and scientific references.
- Preparation of an annual periodic report on the Branch Library and libraries of Branch faculties and presenting them to the relevant officials.
- Making financial and administrative inspection and an inventory for the Branch Library and libraries of the Branch faculties in coordination with the concerned bodies at the University.
Second: Offices related to the University Assistant Secretary of the Branch Affairs:
1- General Administration of Financial and Administrative Affairs shall have the following duties:
- Supervising and following up the achievements of the entire organizational divisions of the Financial and Administrative Affairs Department at the Branch according to respective specializations.
- Developing a general policy for ways of spending funds from the account's resources dedicated for the purposes for which they have been obtained at the University's Branch level in implementation of resolutions governing funds and the procedures taken in this regard.
- Determining the financial position of special accounts at the end of each financial year after reviewing their resources and disbursement thereof, with the need for putting annual estimate budgets.
- Following up the accounting systems, which are being developed to the special accounts in such a way as to ensure the safety of revenues and validity of expenses and being in line with regulations of accounting and the applicable laws and regulations.
- Monitoring the preparation of the draft general budget of the Branch, the foreign exchange budget, and the long-and-short-term plan of investment expenses in coordination with other concerned bodies.
- Following up the preparation of a draft law to allocate different appropriation lines of the Branch faculties and units in order to meet their respective needs therein to be presented to the concerned bodies for adoption and further notification.
- Following up the amendments of the budget items during the fiscal year that shall be submitted to the concerned bodies thereof.
- Following up the implementation of the instructions from the Ministry of Finance especially those related to the draft budget, whether revenues or expenses that shall be reported to all units of the Branch, with guidance and instructions about how they should be interpreted.
- Following up the preparation of the draft of final accounting statement that shall, in coordination with the concerned bodies at the University, take, in accordance with the laws and regulations in force, the necessary follow-up action.
- Receiving the observations of Central Auditing Organization (CAO) on the organizational structure of the Directorate-General, which are issued as guidelines to the appropriate divisional body after reviewing and inspection in order to prepare a response therein.
- Expressing an opinion about all matters related to the recruitment, promotion, settlement, assignment, leave, disciplinary penalties, termination, benefits, insurance and pensions of the Branch's personnel, whether for the incumbents of public/private cadres, in coordination with other concerned bodies.
- Following up the implementation of laws, regulations, resolutions, publications, books and periodicals related to the administrative affairs of the faculties and units affiliated with the University's Branch.
- Overseeing the running of the attendance of the employees of faculties and units affiliated with the University's Branch.
- Supervising personnel's medical, social, cultural, recreational, and artistic welfare in conformity with rules and regulations in force.
- Supervising the services of support services, internal services, and affairs of the headquarters inside the Branch.
The General Administration for Financial and Administrative Affairs made up of the following organizational departments:
(A) Department of financial affairs is competent to undertake the following:
- Overseeing of all the organizational structures of the Branch management and monitoring of the achievements thereof, in accordance with respective terms of reference
- Developing a general policy for ways of spending funds of account resources dedicated for the purposes for which they have been obtained at the Branch faculties, in persuasion of the resolutions governing the kinds of expenses and the procedures taken in this regard.
- Managing, in accordance with their legal competence, the entire organizational structure of the Branch Department and to follow up the achievements therein.
- Developing a general policy for ways of spending funds from the account's resources dedicated for the purposes for which they have been obtained at the University’s Branch, in persuasion of the resolutions governing the kind of expenses and the procedures taken in this regard.
- Determining the financial position of special accounts at the end of each financial year after reviewing their resources and expenses thereof, with the need for putting annual estimate budgets.
- Following up the accounting systems are being developed to the special accounts in such a way as to ensure the safety of revenues and validity of expenses to be conducted in line with regulations of accounting therein, without conflict to the applicable laws and regulations.
- Following up the preparation of the draft general budget of the Branch, of the foreign exchange and a long-and-short-term plan of investment expenses; in coordination with other concerned bodies.
- Following up the preparation of a draft law to allocate different appropriation lines of the Branch faculties and units in order to meet their respective needs and to be presented to the concerned bodies for adoption and further notification.
- Following up the amendments of the budget items during the fiscal year that shall be submitted to the concerned bodies thereof.
- Following up the implementation of publications from the Ministry of Finance and all instructions related to the draft budget, whether being for income or expenditure and reporting them to all units of the Branch, with issuing guidance and instructions on interpretation thereof.
- Following up the preparation of the draft of final accounting statement that shall, in coordination with the concerned bodies at the university, take, in accordance with the laws and regulations in force, the necessary follow-up action.
- Receiving the observations of Central Auditing Organization (CAO) on the organizational structure of the Directorate-General, which are issued as guidelines to the appropriate divisional body after reviewing and inspecting in order to prepare a response therein.
The department of financial affairs shall follow the following organizational structures:
1- The budget Division, it shall have the following tasks:-
- Supervising the preparation of the draft budget of the Branch, of the foreign exchange and a long-and-short-term plan of investment expenses; in coordination with other concerned bodies.
- Monitoring the preparation of a draft law to allocate different appropriation lines of the branch colleges and units in order to meet their respective needs therein to be presented to the concerned bodies for adoption and further notification.
- Examining requests for an additional over-budgeting and to submit them to the concerned authority
- Following up the amendments to the budget item and to inform the concerned authorities during the current fiscal year.
- Taking necessary measures on the approval of an item for the investment plan.
- Supervising the processing of the Branch's final statement or other data referred to in Part III.
- Collection of all information and data thereof needed by the Branch for preparation of draft budget for different units and colleges, receiving the proposals of the relevant bodies thereof.
- Receipt of publications of the Ministry of Finance and all instructions related to the draft budget shall, whether income or expenditure, be notified to all units of the Branch, with guidance and instructions about how they should be interpreted.
- Preparing studies and financial research on the budget and to provide all data and information with an up-to-date amendments to the draft budget about the studies and research:
- Notifying the colleges and unites of the Branch on decision of allocating funds to act within its bounds.
2. Accounts Division shall have the following duties:-
- Reviewing all documents, cash receipts, funds obtained from the expenses, in accordance with the provisions of the University laws, regulations, and applicable rules.
- Recording all adjustment entries and take the approval of representative of the Ministry of Finance excepting adjustments made for deductions to be authorized by the Assistant Secretary General of the Branch.
- Writing out and issuing cheques and notifications through the Branch Department of Administrative Affairs.
- Preparing and reviewing of document files on Form 75 and delivering it immediately to the preservation room.
- Following up the adjustments of temporary loan accounts, advance payment, and appropriations paid externally.
- Drawing up disbursement vouchers on tax deductions and limited maintenance.
- Taking part in the committees on the opening of bids, hand in the insurance and supply to the Branch's treasury.
- Receiving the monthly and quarterly statement of account from different Accounting units of the Branch, recording in the books and printing out the total.
- Preparing (monthly and quarterly) periodic accounts to be submitted to the concerned authorities.
- Preparing the final account in partnership with the budget unit at the Branch and taking necessary actions on time as per the rules and regulations of finance department.
- Examining the observations of the Central Auditing Organization and the Ministry of Finance in partnership with the budget unit at the Branch and make a detailed response.
3. Special Accounts Division shall have the following tasks:
- Taking into consideration all resources of special account withheld from the annual student tuition and improvement fees assigned to the Branch, subject to and in accordance with the regulations.
- Developing a general policy for ways of spending funds from the accounts’ resources dedicated for the purposes for which they have been obtained at the University’s Branch, in persuasion of the resolutions governing the kind of disbursement of funds and the procedures shall be taken in this regard.
- Collecting and compiling the resources of special-multi-year accounts.
- Determining the financial position of special accounts after reviewing the resources and disbursement thereof at the end of each fiscal year, with the need for putting annual estimate budgets.
- Following up the accounting systems are being developed to the special accounts in such a way as to ensure the safety of revenues and validity of expenses in line with regulations of accounting therein that is in consistent with the applicable laws and regulations.
- Giving periodically reports about the results by the administrative and financial departments overseeing the account funds herein whether the cash is paid or received.
- Taking the procedures’ of external review of such accounts including all revenues and expenses along with approving special budgets for them and preparing reports concerning business then presenting them to the concerned authorities.
- Presenting and analyzing the expenses on work achievements and proposing appropriate solutions for each account and circumstances under which work is performed.
4 - Treasury Division shall have the following duties:-
- Paying all entitlements to the employees of the Branch Departments.
- Undertaking the responsibility of paying from and retrieval of the imprest fund in accordance with the financial instructions.
- Collecting Cash Payment Voucher pertaining to the Branch and issuing portfolios calculating the receipts and their delivery to the bank on scheduled dates as specified herein in the financial regulations.
- Receiving stamps from Warehouse Department (WD), selling them and delivering their value as well as notifying the WD with coupons carrying their value numbers.
- Keeping the book of original entry of the treasury and confirming their transactions and other concerned activities therein.
(B) Administrative Affairs Department – is responsible for:
- Expressing opinions on all matters related to personnel affairs at the Branch, including appointments, promotions, settlements, assignments, leaves, sanctions, entitlements, terminations, insurance, and pensions in coordination with the university's concerned entities for holders of both public and private cadres.
- Following up the implementation of rules, laws, regulations, resolutions, publications and circulars related to the administrative affairs at the Branch, its faculties, and units.
- Supervising the implementation of employee attendance system at the Branch's faculties and units.
- Supervising health, social, cultural, artistic, and welfare care for the employees at the Branch according to applicable rules, regulations and resolutions.
- Supervising the work of support services, internal services and headquarters affairs at the Branch.
Administrative Affairs Department includes the following organizational subdivisions:
1- Personnel Section – is responsible for:
- Implementing laws, regulations and resolutions related to personnel at the Branch administration.
- Fulfilling all documents, records, books, forms, files and papers related to personnel at the Branch
- Preparing entitlement and remuneration statements related to salaries and additional wages of the employees at the Branch.
- Coordinating with the personnel affairs department of the secretariat-General of the university regarding all matters related to personnel at the Branch.
- Compiling and gazetting all regulations, advisory opinions, publications and resolutions related to the personnel at the Branch.
2- Faculty Staff Members Affairs Section – is responsible for:
- Implementing laws, regulations, resolutions and instructions related to staff members, teaching assistants, and assistant lectures affairs in different faculties of the Branch.
- Fulfilling all documents, records, books, forms, papers and files related to staff members and their assistants' affairs in all faculties of the Branch.
- Adjusting pensions and remunerations of staff members and their assistants, in coordination with the personnel affairs department of the secretariat-general of the university.
- Taking the necessary actions regarding requests of restoration for staff members at faculties of the Branch.
3- Employees’ Welfare Section – is responsible for:
- Instilling the spirit of cooperation among all employees of the Branch and fostering closer relations among them.
- Preparing studies and researches to determine all problems facing employees in different faculties and units of the Branch and find the appropriate solutions.
- Implementing programs for providing membership to the employees of the Branch in sports and cultural clubs and professional societies, in coordination with the concerned entities inside or outside the University.
- Supervising the establishment of consumer cooperative society for the employees of the Branch, in cooperation with the concerned entities inside or outside the University.
- Encouraging employees' participation in housing cooperative societies or establishing a cooperative society for employees of the Branch, its faculties and units, and helping them in the establishment and registration stages, and facilitating the society’s ways of communication and receiving services from different relative government agencies.
- Establishing a nursery for the Branch employees’ children and providing it with all necessary equipment, tools and devices.
4- Headquarters Affairs Section – is responsible for:
- Improving plans and programs for preparing and decorating buildings of the Branch faculties and units, internally and externally, through redesigning building entrances so that they may look beautiful and glamorous.
- Cleaning buildings, mattresses, furniture and other tools and equipment at the Branch.
- Suggesting designs of lighting-distribution at the Branch premises to make them look beautiful and taking into consideration the technical rules of proper lighting in public places.
- Supervising the infrastructure of water and electricity, and controlling and conservation of their usage.
- Supervising the installations and connections of electricity and facilities at all Branch premises.
5- Internal Services Section – is responsible for:
- Supervising and following up the work of support service employees at the Branch department.
- Supervising the employees’ attendance at the Branch department, counting absences and delays and reporting them to the Personnel Section in order to take the necessary action, in addition to answering all inquiries received by the section from different faculties and units of the Branch.
- Taking actions to pay the invoices of water, electricity, and phone fees of the Branch.
- Supervising the operation of phone boards of the Branch, receiving phone calls and reporting them to various units.
- Supervising sanitation and services in the Branch.
6- Registry and Documentation Section – is responsible for:
- Taking, revising, and receiving incoming mails to the department of the Branch in addition to recording them in the respective books and delivering them to the relative entities.
- Receiving mails from different units of the Branch as well as revising and resending them.
- Preparing and creating files, records, cards and indexes, and supervising the handling of files needed by the relative units of the Branch.
- Saving books, copies of letters, documents, and keeping records thereof.
- Managing employees of recording and documentation in different faculties and units of the Branch and preparing the necessary replies.
(C) Purchasing and Stores Department is responsible for:
- Supervising all organizational subdivisions that constitute the department and following up their achievements according to their respective competencies.
- Following up the preparation of plans and programs that meet the needs of the Branch, its faculties and units in due course and at the lowest prices with the finest quality and best specifications, through local purchase or import.
- Following up all procedures of contracting and purchase, through public tenders, direct purchase or by practice according to applicable rules in this regard.
- Following up the cooperation between Purchasing Section and Budget Section in preparing the draft budget for domestic and foreign currency necessary all year round in the light of the needs of the Branch, its faculties and units and according to the Branch general budget, in addition to taking actions of allocating and distributing the share of the Branch, its faculties and units according to the their respective needs and within the applicable financial regulations.
- Following up the provision of the practical faculties needs i.e. scientific tools and devices and laboratory equipment through import depending upon the cash share, and receiving assistance, grants or other foreign currency resources.
- Following up the presentation of work to the higher purchasing committee and following up its implementation until getting the required approval from the importer.
- Following up the procedures of import until the letters of credit are opened, and submitting import requests directly to the banks regarding the transactions to be imported, outside export procedures of external suppliers, and issuing supply orders regarding proposals from public or private sector listed in the commercial agents record.
- Preparing periodic reports on purchasing work and presenting them to the concerned authority for approval.
- Following up the implementation of what is provided in the regulations of stores and financial instructions.
- Following up the situation of imports regularly in terms of inspections, operations and storing procedures.
- Following up the establishment of independent stores for each kind of stores (standing materials store - consumed materials store - exam papers and publications store- sanitation tools store, etc.).
- Following up and revising the keeping of necessary books and records as stipulated in the regulations of stores and financial instructions to ensure proper and accurate functioning according to regulations and instructions issued in this regard.
- Following up all assets owned by the Branch and providing Ministry of Finance, General Authority for Government Services, Central Auditing Organization, and Accounting Section of the Branch with all of its facilities, in addition to reporting them to the concerned accounting entities in order to perform the necessary settlement according to the financial instructions issued in this regard.
- Following up the compilation of annual inventory statements across the Branch, as well as following up the count for all assets of the stores belonging to the Branch and listing them in the respective record, in addition to notifying the concerned entities on time.
Purchasing and Stores Department includes the following organizational subdivisions:
1- Purchasing Section – is responsible for:
- Preparing plans and programs that meet the needs of the Branch, its faculties and various units, such as different tools, equipment, instruments, devices and requirements in due course and at the lowest prices with the finest quality and best specifications, through local purchase or import.
- Following up the implementation of all procedures of contracting and purchase, through public tenders, or by making a direct purchase according to the rules in this regard.
- Cooperating with Purchasing Department in preparing the draft budget for domestic and foreign currency necessary all year round in the light of the needs of the Branch, its faculties and units and according to the University general budget, in addition to taking actions of allocating and distributing the share of the Branch among its faculties and units according to the their respective needs and within the applicable financial regulations.
- Making bids to rent the coffee shops and kiosks of the Branch.
- Taking actions of providing items which are to be provided across the Branch in pursuant to the resolution issued in this regard.
- Keeping the necessary records which prove the enrollments, involvements and names of local traders.
- Taking actions of connecting with suppliers to accomplish supply operations on time, ensuring that the supply will be completed according to the specifications and supply orders issued in this regard.
- Taking all procedures of contracting and purchase through public tenders, local tenders, restricted tenders, direct purchase or purchase by practice.
- Keeping records of following up supply and dispensing the receivables of suppliers and companies (supply orders - invoices - contracts - book 25 G. A.- book 44 G. A).
- Making bids to sell the discarded items.
- Fulfilling purchase documents and sending them to the concerned entities so as to take the necessary actions.
- Providing the needs of the practical faculties and university housing complexes, such as scientific tools, devices, and laboratory equipment through import depending upon the cash share, and receiving assistance, grants or other foreign currency resources.
- Receiving and preparing requests to be presented to businesses and commercial agents according to the governing laws and regulations, through public tender, restricted tender, by practice, or by direct order purchase.
- Organizing the acceptance of offers and the opening of the envelopes.
- Implementing the import processes and connection with the importing companies, commercial banks and Central Bank, and following up such implementation at all stages.
- Presenting the work to the higher purchasing committee and following up its implementation until getting the required approval from the importer.
- Taking the procedures of import until the letters of credit are opened, and submitting import requests directly to the banks so that the transactions to be imported, communicating with external suppliers, and issuing supply orders regarding proposals from public or private sector listed in the commercial agents record.
- Adjusting the accounts of imported devices after being received, and taking actions of paying receivables of importing companies.
- Keeping records of approvals of foreign currency included in the budget and following up its implementation.
- Cooperation with the accounting units to direct balances stated in central monitoring statements of open credits that are related to the work of purchasing committee secretariat at the Branch.
- Preparing statistical data for transactions to which sustainable letters of credit are opened, and following up their implementation with the companies right away.
1- Stores Section – is responsible for:
- Implementing what is provided in the regulations of stores and financial instructions.
- Following up the situation of imports right away in terms of inspections, operations, and storing procedures.
- Establishing stand-alone stores for each kind (standing materials store - consumed materials store - exam papers and publications store - valuable papers stores - sanitation tools stores - normal books and forms stores - returned and old things stores - apparatuses and tools stores, etc.)
- Allowing the dispose of items from the store, according to the needs, to all faculties and units of the Branch.
- Organizing the recording, addition and disposing of items purchased from loans.
- Storing items appropriately to be handled easily in stores without being damaged or lost.
- Saving papers and books of (financial - financial returned) value.
- Organizing the receipt of used and old items and waste papers as well as implementing the instructions issued in this regard.
- Revising records, books and cards that are necessary to proper functioning in the stores according to the regulations and instructions issued in this regard.
- Revising personal trusts and sub-trusts procedures in addition to the procedures of transferring them without any change.
- Keeping the account statements of workers and allowing the dispose of clothes.
- Taking measures of inspection for items that are brought to the branch.
- Informing Ministry of Finance, General Authority for Government Services, Central Auditing Organization, and Accounting Section of the Branch about all assets owned by the Branch, and reporting them to the concerned accounting entities in order to perform the settlement according to the financial instructions issued in this regard.
- Compiling annual inventory statements across the Branch with all its faculties and units. In addition to performing count for all assets of the stores belonging to the Branch and listing them in the respective record, as well as notifying the relative entities on time and according to the applicable rules and regulations.
- Counting excess and discarded items and waste papers, and taking necessary actions to sell them according to the applicable rules.
- Keeping records of warranties of trustees to subtract the necessary warranty, and reporting any changes.
- Taking actions of annual inventory for main stores of Assistant Secretariat General of the Branch, as well as participating in the committees specialized in this regard.
2- (B) Engineering Affairs Department – is responsible for:
- Studying the Branch’s needs, such as construction, replacement and renovation projects addition and completion projects, and reporting them to the concerned entity of the University.
- Supervising the implementation of engineering projects and maintenance works at the Branch.
- Devising a plan for periodic and annual general maintenance for all equipment and devices at the Branch.
- Following up the instructions and regulations of using transport vehicles and all other transportation means.
- Supervising the books of drivers' routes and transportation routes, records of daily duties and records of various vehicle accidents as well as the accounts of those engaged.
- Following up all needs of vehicles and other available means of transportation and equipment of fuel, petrol, etc.
- Following up and supervising the issuance of drivers’ licenses and transportation routes.
- Creating, organizing, and maintaining gardens and afforestation in the Assistant Secretariat General of the University Branch, its various faculties, and units, especially the main roads and those leading to it.
- Cultivating more plants to provide the gardens of the Assistant Secretariat General of the University Branch with necessary needs and greenhouses.
3- Assistant Secretary-General Office (Section) – is responsible for:
- Studying and presenting all topics received by the office and following up what the office issues.
- Preparing studies, data, and information and following up topics requested by the Assistant Secretary-General.
- Performing special secretarial work and organizing related meetings, committees, interviews and phone calls.
- Performing sending and receiving , saving and copying work of the office.
4- Financial and Administrative Managing Section – is responsible for:
- Preparing a system for practical optimization of performance in all financial and administrative aspects.
- Investigating financial and administrative irregularities referred from the Branch's concerned authorities, and expressing an opinion in handling any deficiencies in practicing such acts.
- Preparing monthly plans to inspect all financial and administrative work in the Branch, such as stores, financial and personal trusts, safe boxes, all kinds of registration fees, all kinds of revenues and money dues; including remunerations, salaries, etc. This plan also to include: personnel affairs work such as adjustments, files, sanctions, leaves, etc., as well as teaching staff affairs and student affairs at all faculties and Education and Student Affairs Department of the Branch.
- Receiving tenders from Central Auditing Organization, referring them to the concerned entity, following them up until they are finished by informing the Organization with what is reached regarding implementing laws, regulations, instructions, resolutions and financial publications issued in this regard. In addition to presenting financial irregularities to the Branch officials to be monitored by the concerned employee, and providing the inspectors’ findings monthly to the Branch officials so that they can take any necessary actions regarding the irregularities to be avoided in the future.
- Receiving tenders and correspondences from Central Organization for Management and Administration and referring them to the concerned entity. Then, follow-up of actions taken regarding them and displaying and presenting a comprehensive report of the inspection findings to the Branch officials take place. As such, they take any necessary actions regarding the irregularities to be avoided in the future.
Girls Branch is noted for its distinctive organizational subdivisions, working as agencies affiliated to the Vice Chancellor for Girl Branch Affairs– such agencies include:
1- (B) External Housing Department – is responsible for:
- Preparing the draft regulation of organizing external housing for female students and taking the necessary actions to approve it.
- Supervising external houses (dormitories) and following up the implementation of the University regulations and rules on female residents.
- Preparing and providing data and reports about external housing affairs.
- Equipping accommodations with amenities, sanitary conditions and cleaning.
- Preparing records for female students in which enrollment data, fees paid and absences are written down.
- Fulfilling forms submitted to get housing and making a file for each female student.
- Keeping the records of data and issuing the cards of residence.
- Taking the necessary actions regarding any irregularities committed by female students during the residence period.
- Identifying the female students’ accommodation and nutrition
- problems and taking the necessary actions to solve them.
- Taking all necessary financial and administrative actions regarding the female students’ residence, like keeping records of attendance, evacuations, nutrition and monthly payment notifications, insurance settlements, and counting and identifying any lack in trusts.
2- Housing Section whose responsibilities are as follows:
- Supervising cleanliness of female students' residential buildings and rooms.
- Keeping records of attendance for female students and reporting them to the concerned administration of the dormitories.
- Performing daily counting to know female students movement (traveled - absent - excluded) and making sure that there is no visitors or any strangers that have no right to residence.
- Supervising the organization of visits and the use of residences.
- Timely reporting of any mistakes committed by any female student that may damage the furniture of the department or section.
- Notifying housing administration of all residential section's needs.
- Notifying housing administration of any deduction from female students' insurance due to any lack in their trusts.
3- Expatriate Female Students’ Section – is responsible for:
- Following up the female students’ residence procedures, whether being accommodated in University or external housing complexes, in coordination with the concerned entities.
- Following up expatriate female students’ conditions, whether being accommodated in University or external housing complexes, in coordination with the concerned entities.
- Investigating and studying the problems that expatriate female students may suffer from, whether being accommodated in University or external housing complexes and solving them in coordination with the concerned entities.
- Supervising the preparation of records for expatriate female students, whether being accommodated in University or external housing complexes, in coordination with the concerned entities of housing complexes in various university housing complexes and with external housing department.
- Preparing periodic reports about expatriate female students' conditions whether being accommodated in University or external housing complexes, and reporting them to the concerned entities to take the necessary actions.
Article 3:
All concerned entities shall execute this decision, each within its area of competence.
Signed
University President
Released on Dhul-Qi‘dah 7, 1431 A.H.
April 17, 2010 CE.
(Prof. Abdullah Al-Husseini Hilal)