Administrative Affairs Division
الشؤون الادارية
L. A. Issa Hamad Mohammed
الشؤون الادارية
The Administrative Affairs Division is one of the core divisions of the college. It is responsible for organizing administrative work and ensuring that internal procedures are carried out in accordance with approved instructions and regulations, in addition to coordinating with the university administration and relevant departments.
Tasks and Duties
1. Correspondence Management: • Receiving and registering official correspondence in the incoming and outgoing mail logs. • Presenting correspondence to the Dean of the College for guidance and distributing it to the relevant divisions and departments. • Archiving documents both in hard copy and electronically.
2. Staff and Faculty Affairs: • Following up on appointment, promotion, and academic advancement procedures. • Processing leave requests, secondments, transfers, and service additions. • Updating staff data in the human resources system.
Division Objectives:
• Expediting the completion of administrative transactions.
• Improving the quality of services provided to staff and students.
• Enhancing the level of digitization and electronic archiving.
• Ensuring compliance with approved administrative regulations and instructions.
Files Unit |
Export and Import Unit |
Bonus and Promotion Unit |
Database unit |
Retirement Unit |
وحدة العلاوات والترفيعات
Abdul Rahman Ali Jassim
• Processing annual bonus transactions for faculty and staff.
• Following up on promotion applications and preparing the necessary documentation.
• Reviewing service and salary records.
• Submitting applications to the relevant authorities for issuance of university orders.
• Maintaining and archiving records and issued decisions.
وحدة االاضابير
1. Organize and maintain the personal files of all staff members (faculty and employees) in both hard copy and electronic formats.
2. Regularly maintain and update the contents of the files (university orders, commencement of work, holidays, leaves, contracts, certificates, disciplinary actions, letters of appreciation, promotions, etc.).
3. Prepare tables or statistics related to staff based on the information in the files.
4. Provide departments and units with the required official data from the files as needed.
5. Track appointment, transfer, termination, and commencement of work orders and file them in each employee's individual file.
6. Ensure the confidentiality of information and documents and restrict access to authorized personnel only.
7. Implement modern archiving systems to facilitate rapid data retrieval.
8. Verify the authenticity of documents and certificates in the files.
9. Prepare retirement or pension files upon termination of employee service.
وحدة الصادر والوارد
1. Receiving incoming mail to the college from the university, ministries, or other institutions and recording it in the incoming mail log.
2. Distributing incoming official correspondence to the relevant departments, divisions, and units after noting the signature of the Dean or the concerned parties.
3. Following up on the processing of incoming correspondence and ensuring responses within the specified timeframe.
4. Preparing outgoing correspondence from the college and recording it in the outgoing mail log.
5. Delivering outgoing correspondence to the relevant authority (university administration, ministry, government institution, other entities).
6. Organizing paper and electronic archiving of incoming and outgoing correspondence for safekeeping and future retrieval.
7. Preparing periodic statistics and reports on the number of incoming and outgoing correspondence.
8. Coordinating with the university mail system for sending and receiving official correspondence.
9. Applying the official administrative procedures adopted by the university to ensure accuracy and confidentiality.
وحدة قاعدة البيانات
1. Develop and design a comprehensive database for all college members (faculty, staff, and students).
2. Enter and update data continuously to ensure its accuracy and timeliness.
3. Organize and archive data electronically to facilitate quick search and retrieval.
4. Prepare periodic reports and statistics on (members, students, departments, divisions, and units) to provide to the university administration and relevant parties.
5. Monitor data integrity and security through backup and protection procedures.
6. Organize student ID numbers for new students and update graduation data.
7. Provide departments and units with requested information from the database upon request.
8. Contribute to decision-making by providing accurate data to senior management.
9. Develop and update electronic archiving systems to meet operational requirements.
10. Coordinate with the Information Technology Unit for technical support and maintenance of the software used.
وحدة التقاعد
1. Preparing retirement paperwork for staff (faculty and employees) upon reaching the legal retirement age or upon request.
2. Organizing retirement files and maintaining all official documents and records related to employee service.
3. Verifying the validity of university and ministerial orders related to service, transfers, promotions, allowances, leaves, and other matters.
4. Calculating actual and added service for staff in accordance with applicable laws and regulations.
5. Preparing official correspondence with the National Retirement Department and other relevant departments.
6. Providing retirees or their heirs with the necessary documents to complete their paperwork.
7. Processing end-of-service bonus applications and disbursing retirement benefits.
8. Maintaining a paper and electronic archive of retirement transactions for future reference.
9. Providing consultations to staff regarding their retirement rights and required procedures.
