General Management of Administrative Affairs divides to:

1)      Internal Services Management

The specializations of internal services management:

1)      Supervision on employees in the management and review their work.

2)      Supervision on running the workers of assistant services in university management and control their deeds.

3)      Supervision on the workers interior cleaning in university management and the unit subordinate to it as well as assuring the cleanliness of employees’ offices, floors, corridors, walls, ceilings and the various facilities as well as preparing monthly report about the level of internal cleanliness in the management and subordinate units.

4)      Supervision on delivery the tools of hygiene tools for the cleaners in management buildings and assuring its use in their intended purposes and adjusting the rates of consumption and coordination with general management of stores and procurement in providing them

5)      Supervision on organizing custody in university management and preparing instructions and direction for this

6)      Supervision on establishing database of furniture and hardware used in university management and preparing statement about furniture required to be mended and taking the necessary actions for this.

7)        Supervision on housing employees in university management and transfer the furniture from one building to other in the case of rehousing managements or faculties

8)      Follow up the cleaning of canteens, cafeterias and kiosks inside campus

9)      Supervision on the implementation of organized orders and instructions issued for the use of university breaks

10)  Establishing files and records for the proper functioning in the management, renewing, numbering and arranged historically

11)  Supervision on the departure of employees and the workers of services in university management as well as restricting the cases of absences and delays and reporting them for employees affairs

12)  Supervision on switch and receiving telephones and telegraph incoming and outgoing.

13)   Taking the procedures of paying bills of water, electricity, telephone, internet and Newspapers subscription and controlling the use of water, electricity, telephones and internet to ensure the optimal use them and rationalize consumption.

14)  Supervision on the works of taking off publications, periodic books, decisions and orders and distributing them according to instructions

15)  Determining the places of putting bill-boards and commitment to announce only through them and it is not allowed to paste any advertisements on walls or facades of buildings and taking the appropriate procedures against who violate this.

16)    Supervision on the distribution of containers and boxes of garbage and the good distribution as needed.

17)  Supervision on the public hygiene campaigns in the university and providing tools and equipment of cleaning in cooperation with the competent authorities.

18)  Participation in designing guidelines paintings for guidance and facilitate the access to any university units

 

2)      Secretarial and Archives Management

 

·         The specializations of secretary and archives management:

1)      Participation with officials in putting the public policy for the system of recording incoming and outgoing in university management, faculties and branches and taking the necessary measures to implement this policy

2)      Overseeing receiving and distributing the urgent correspondence

3)      Supervising on the preparation of objective indexes and index of all incoming and outgoing correspondence

4)      Receiving checks, money orders and dismissal notices in university management, recording them in notebooks prepared for this and delivered it to accounts

5)      Overseeing the unification of records and books for enrollment and conservation in general management of university, its units and faculties.

6)      Supervising on the follow up of establishing files, cards, public documents, coordinating, revising and archiving them

7)      Overseeing the preparation and establishing cards and catalogs in different files and work on its coordination and renewal

8)      Overseeing the establishment of records for age especially for employees in the university (special cadre and general cadre) noting the date of birth, the date of referral to the pension, with annual comprehensive inventory in December if each year in the names and data of employees referred to retirement during the next year and the employees affairs will be notified in the beginning of every year

9)      Overseeing the extraction of status data and the certificate of experience from the special files of the employees (special cadre- general cadre) in the university

10)   Supervision on entering data of employees (special cadre, general cadre) in the university on the program of every category and the continuous updating of data

11)  Supervision on entering all documents in the files of  employees service in the university (special cadre, general cadre) by scanner and saving it on disk or CD to secure the paper documents and refer to them at any time

12)  Participation with officials in putting the public policy for the system of saving different documents in the university management, faculties and its branches as well as taking the necessary measures to implement this policy

13)  Supervision on the application of archives list and the conservation schedule in conservation rooms in university management, units and faculties

14)  Indexing all incoming and outgoing mail as well as internal memorandums according to the system of used index

15)  Supervision on the movement of files circulation to facilitate to know its place and work on its maintenance of any damage.

16)  Supervision on conserving all records, books, documents, papers and documents of Accountability State Authority on which they ended up working by the ways that ensure their safety with regard to the university management and its different units as well as supervision on the conservation room as well as reviewing what are saved of documents and records to make sure of its safety before saving.

It divides into three departments:

1)      Restriction and conservation department (Archive)

2)      Files Section

3)      Archives Section (Binders)

 

·         Restriction and Conservation Department (Archive)

It specializes for:

1)      Overseeing the receipt and distribution of urgent correspondences

2)      Overseeing the review of incoming mail and directing it to competent authorities and follow up the outgoing

3)      Continuing the preparation of thematic indexes, the names indexes and the indexes of all incoming and outgoing correspondence

4)      The receipt of incoming mail and receiving it.

5)      Receiving checks, money orders and dismissal notices in university management, recording them in notebooks prepared for this and delivered it to accounts

6)      Delivering checks, incoming dismissal notices and memorandums from accounts management in the universities in authorities and foreign persons and recording them in records and exporting them.

7)      Indexing all incoming and outgoing mail as well as internal memorandums according to the applicable system.

8)      Unification of books and records of enrollment and conservation in general management of university, its units and faculties

9)      Following up the unification of records and books of enrolment and conservation in general management of university, its units and faculties

 

·         Files Department:

It specializes for:

1)      Supervision on the follow up of creating files, cards for public and personal documents, coordinating, reviewing and conserving them

2)      Indexing the incoming and outgoing mail and personal memorandums of every file according to the applicable system

3)      Preparing and creating cards and indexes of all different files and working on its coordination and renewal

4)      Overseeing the establishment of records for age especially for employees in the university (special cadre and general cadre) noting the date of birth, the date of referral to the pension, with annual comprehensive inventory in December if each year in the names and data of employees referred to retirement during the next year and the employees affairs will be notified in the beginning of every year

5)      Saving all incoming letters and copies of outgoing letters, memorandums and others as well as supervising on the movement of files circulation to facilitate to know its place and work on its maintenance of any damage

6)      Supervising on extracting the data of status and the certificates of experience from the files of employees (special cadre, general cadre) in the university

7)      Supervising on data entry of employees (special cadre, general cadre) on the program of every category and the continuous updating of renewed data.

8)       Entering all documents in the files of employees’ service in the university (special cadre, general cadre) by scanner and saving it on disk or CD to secure the paper documents and refer to them at any time.

 

·         Archives Section (Binders)

       It specializes for:

1)      Supervising on the follow up of enrollment of right archives for conservation rooms after its review, making assure of receiving them, holding special record for archives of conservation rooms and applying the schedules of conservation periods

2)      Participation with officials in putting the public policy for the system of conservation of different documents in university management, faculties and its branches as well as taking the necessary procedures to implement this policy

3)      Following up the enrollment of archives delivered for conservation rooms after its review, making assure of its safety and making special record for archives of conservation rooms

4)      Supervising on the application of schedule of archives and the schedule of conservation in its room in university management, its faculties and units

5)      Following up the application of list of archives and the schedules of conservation in conservation rooms in university management, faculties and units

6)      Indexing all incoming and outgoing mails and internal memorandums according to the system of used index

7)      Saving all incoming letters and the copies of ingoing letters and memorandums on which they ended up working as well as supervising on files movement to facilitate knowing its place and working on its maintenance of any damage.

8)      Reviewing the saved files and marking on them to indicate that they ended up working on them

9)      Fulfillment of conservation for all records, notebooks, documents, papers and documents of Accountability State Authority on which they ended up working by the ways that ensure their safety with regard to the university management and its different units as well as supervision on the conservation room as well as reviewing what are saved of documents and records to make sure of its safety before saving.

10)  Overseeing the save of documents after determining the periods of conservation and sealing every document according to the determined period of conservation according to the law of conservation in the university

3) Headquarters Affairs management

       It specializes for:

1)      Supervising on the external appearance of university buildings to appear on decent face

2)      The proposal of means and appropriate means and designs for the preparation and beautify the building facades, its entrances and parks as well as supervision on the implementation of landscaping, planting the ornamentals pools and coordinating it with the technical style

3)      Supervising on the works of external cleanliness in streets, squares, plazas, parking and the road side in campus as well as writing monthly report that indicates the aspects of franchise and shortfalls in general cleaning.

4)      The proposal of organizing and renewal of building entrances, walkways and the places of entry of individuals and vehicles and supervising on these entries

5)      Designing and choosing the appropriate colors for painting colors from inside and outside in line with the requirements and conditions of work and with good decorum as well as supervising on the implementation of these designs

6)      Exploiting the spaces in front of and around the buildings in order to achieve business needs as well as design paintings to identify workers and students about the country landmarks and the aspects of development

7)      The proposal of proper planning for the patterns of furniture and furnishings of various levels to take it into account when the university supplied with

8)      Designing the system of distributing lighting inside university buildings and overseeing its implementation

9)      The proposal of appropriate art forms for the facades of buildings in national events, national holidays and overseeing its implementation

10)  Supervising on determining the basics and special needs in the university when designing its modern buildings

11)     The proposal of internal distribution for places and managements in cooperation with the general management of organization and management

12)  Verification of cleanliness of buildings, roads, facilities, floor and furnishings and other used equipment

13)  Verification of the optimal use of water and electricity and putting plans of consumption for it.

14)  Participation in determining in bases and special needs of the university and designing its modern buildings

15)  Supervision on the cleanliness, maintenance and safety of water tanks in the general management of university, its facilities and buildings

16)  Supervision on the preparation, furnishings and cleanliness of the places of celebrations and central courses

 

 

 

 

·         The following departments are subordinate to this management

 

1)      Occupational Safety and Health Department

It specializes for:

1)      Coordination with the competent authorities for holding training courses in the field of means of occupational safety and health and training the largest possible number of employees and workers on these means

2)      Supervision on examining the fire extinguishers on regular basis by the Directorate of Civil Protection management and on inspection of fire hydrants on a regular basis and make sure of their validity and the presence of complete accessories.

3)      Ensuring the presence of water tanks with a capacity of not less than 20 m3 water always connected to an outlet of fire hydrants

4)      Coordination with university guards in the implementation of occupational safety and health in university management and the subordinate units

5)       Supervision on designing and printing posters and brochures for educating employees by occupational safety and health

 

 

2)      Gardens and Green Spaces Department

It specializes for:

1)      Participation in establishing, organizing and painting forms of green spaces and flowerbeds to conform with public sense

2)      Breeding ornamental plants to provide gardens and university spaces with its need

3)      Supervising on the operations of supply and plant the trees and ornamental plants in university management and its units of tenders, bids and price offers and others

4)      The department takes the responsibility of care and maintenance of gardens and spaces in university management and its units

5)      Supervising on afforestation streets, entrances and squares of university by the appropriate types of trees

6)      Supervising on cultivation of flowers basins in spaces and entrance of university management as well as putting previous preview by determining the types of required plants and flowers colors to correspond with decor of buildings and the places of agriculture

7)      Contribution to providing the ways of care for all gardens and spaces of university such as tools, machines, seeds, fertilizers and pesticides from the accounts of every unit and it is consumed under the supervision of manager of headquarter affairs management and the head department of green spaces

8)      Participating in designing and establishing arboretum especial for university gardens and spaces when requested

9)      Follow-up the daily business in gardens and spaces of university management and all its units

10)  The department take the responsibility of renewal of green spaces every two years and determine the appointment of renewal of every flat

11)  Supervision on employees of green spaces in all university units

12)  The department takes the responsibility of testing the applicant employees for the position of gardener to ensure their suitability in university management in university management and subordinate units  

 

3)      Professional maintenance and follow-up department:

It specializes for:

1)      Supervising on the works of craft professions in university management and the subordinate units

2)      Keeping all maps on the distribution of facilities of buildings and constructions

3)      Supervising on the annual and periodic passage on the facilities of buildings as well as preparing a report about its condition and suggesting the programs of  required maintenance

4)      Follow up the works of maintenance of buildings, networks of water, electricity, telephones, internet, maintenance of furniture, equipment, tools and machineries in university management and supervising on the subordinate units

5)      Daily follow up for all university facilities and working on repairing the damage quickly

6)      The proposal of necessary modification and amendments for all facilities to prevent breakdowns and provide the university funds

7)      Supervision on the works of painting and providing recommendations and guidance to raise the productive efficiency to them

8)      Making assure of using the industrial safety when connecting the electricity networks and all facilities

9)      Submitting monthly report about the performance of department and the level of work of facilities in university management and the subordinate units.

 

4)      Coordination and decoration department

     It specializes for:

1)      Supervising on the overall appearance and the exterior and interior decorations of the university buildings and units.

2)      The proposal of appropriate means and designs to beautify the buildings and entrances and attached gardens

3)      Designing and choosing the appropriate colors for painting the buildings from inside and outside in line with public taste

4)      Designing and distributing the system of lighting inside and outside the university and its outer wall

5)      The proposal of patterns of furniture inside buildings, tours and seats of students near the spaces and in the shady places to provide comfort for them

6)      Participating in designing signboards and distributing them on appropriate places to do its job

7)      Reviewing the studies of determining the colors of maps, the types of curtains and its colors as well as determining the type of furnishings and carpets as well as determining the degree of lighting and make sure that they are consistent with technical assets and taking into account the public taste

8)      Preparing timetable program to implement all stages of decorations and making sure of matching all stages of implementations for required technical specifications.

 

5)      Emergency Department and crisis management:

It specializes for:

1)      Overseeing the coordination of the deeds of crisis management room

2)      Making field studies about issues that could give rise to crises

3)      Receiving any warning signals and the suggestion of appropriate solutions and presented them to decision-makers in a timely manner.

4)      Creating databases and detailed plans indicating that the paths of facilities of electricity, water, telephones, extinguishers, fire hydrants and others

5)      Coordination of communication  among the members of crisis management room that helps to ease the crisis such as fire station, ambulance and rescue and others

6)      Keeping backup copies of keys of all building keys to be used in the case of emergency

7)      Simulating crisis and training employees on how to act in the case of its occurrence