The administrative structure

Responsibilities of the General Manager of the College

1. Supervising the efficient workflow within departments and organizing tasks under the direction of the Dean and Deputy Dean of the college.
2. Monitoring the implementation of laws, regulations, decisions, and directives issued by the competent authorities and ensuring their compliance.
3. Supervising the collection of funds due to the university within the college’s scope, controlling the college's budget expenditure, and overseeing all financial affairs within the college.
4. Guiding employees, supervising their training, and suggesting solutions to any work-related challenges.
5. Providing the college council, departments, and various committees with the necessary data.
6. Preparing annual reports for college staff after consulting with their direct supervisors.
7. Supervising and following up on all work related to procurement and storage within the college.
8. Maintaining continuous communication with all university departments and colleges, ensuring coordination for efficient and timely work completion.
9. Working on preserving the college’s buildings and assets, implementing systems to ensure their upkeep, and monitoring their execution.
10. Preparing monthly and annual reports on the progress of work within the college and providing suggestions to improve work efficiency.

Responsibilities of the Administrative Affairs Department

First: Key Tasks Related to Faculty Members and Their Assistants

1. Entering data into the Faculty Affairs program and updating it.
2. Managing the procedures for appointing new teaching assistants.
3. Handling procedures for appointing faculty members.
4. Preparing memos for submission to the college council.
5. Managing various types of leave procedures (e.g., secondment, spousal accompaniment, childcare, family care, maternity leave, medical leave).
6. Handling internal and external secondments.
7. Calculating the entitlements of faculty members on leave.
8. Organizing files and preserving documents.
9. Processing monthly salaries for faculty members and their assistants.
10. Implementing court rulings related to leave balances.
11. Recording variable wages for faculty members, assistants, and staff across different groups within the college.
12. Carrying out legal procedures for staff members referred to retirement and managing their pension payments if on special leave.

Second: Tasks Related to Staff Affairs

1. Entering and updating employee data in the Human Resources program.
2. Issuing decisions regarding periodic allowances and adding approved special allowances.
3. Issuing executive decisions related to disciplinary sanctions.
4. Preparing memos for erasing disciplinary sanctions and presenting them to the Staff Affairs Committee.
5. Preparing performance evaluation reports and presenting them to the university’s Staff Affairs Committee.
6. Processing salary grade progressions and other adjustments.
7. Implementing promotion procedures and rules according to the Ministry of Administrative Development's directives.
8. Responding to state regulatory bodies, such as the Central Auditing Organization.
9. Addressing legal claims and preparing necessary documentation.
10. Preparing status data and experience certificates.
11. Maintaining files and document archiving.
12. Completing files and storing related documents.
13. Managing termination procedures.
14. Processing monthly salaries for both permanent and temporary staff within the college.
15. Managing contributions to special funds, such as the Fellowship Fund and the Staff Welfare Fund.
16. Calculating and deducting petty cash holders’ debts.
17. Disbursing examination bonuses for January and May each year.
18. Maintaining records for different types of leave (e.g., casual, regular, medical).
19. Preparing leave memos for various types of special leave (e.g., job search, work, spousal accompaniment, childcare, family care).
20. Calculating regular leave for retirees.
21. Preparing absenteeism memos and implementing legal procedures.
22. Managing rewards for faculty members related to teaching, grading, and examination supervision.
23. Handling rewards for general cadre staff.
24. Disbursing cash rewards for monitoring duties in January and May for regular, directed affiliation, and English section students.
25. Managing contributions to special funds for faculty members and their assistants.

Third: Tasks Related to Temporary Employment Affairs

1. Completing work commencement declarations.
2. Entering their data into the Communication and Information Technology Center.
3. Creating files for temporary staff.
4. Issuing health insurance cards.
5. Tracking their casual, regular, and medical leaves.
6. Implementing all legal procedures related to temporary staff.

Fourth: Archive-Related Tasks

1. Serving all college departments in terms of outbound, inbound, and document preservation.

Responsibilities of Financial Affairs Department

First: Concerning Accounts and Budget

1. Opening ledgers at the start of each fiscal year for the college’s budget under categories such as Chapter 1, 2, 4, and 6, along with special accounts, such as the Educational Services Fund, English Section, and Directed Affiliation. Assigning original amounts for each category and noting carry-over balances in special accounts.
2. Securing financial resources through requests and allocations from the University’s Budget and Accounts Department, managing all financial matters throughout the fiscal year.
3. Reconciling between the Accounts and Budget Department and the accounting unit, and sending internal allocations to the university.
4. Reviewing all private documents, approving them, sending them to the accounting unit, tracking these forms, and issuing checks.
5. Regularly conducting reconciliation with the accounting unit.
6. Disbursing student excellence rewards, telephone bills, and researcher rewards.
7. Reviewing and approving all investments disbursed from special accounts, managing funds with unique characteristics, and issuing checks to beneficiaries through the registration and archiving section.

Second: Concerning the Treasury

1. Collecting tuition fees for regular, directed affiliation, English section, graduate, master’s, and doctoral students.
2. Collecting fees for computer courses and student support groups from the college’s Administrative Training Center, along with all other contributions to special funds and the university’s Fellowship Fund.
3. Processing financial settlements for receipts and submitting them to the accounting unit after depositing collected amounts of various types.
   • Disbursing salaries, incentives, and faculty and staff bonuses monthly.
   • Submitting university book support amounts and preparing financial settlements for submission to the University’s Central Book Support Organization.
   • Conducting surprise treasury audits, monthly inventory, and end-of-academic-year inventory audits.

Responsibilities of Purchasing and Warehousing Department

First: Regarding Purchases

• Meeting all college needs by applying purchasing methods outlined in Law No. 89 of 1998 on procurement management and the warehouse regulations, covering all types of supplies such as equipment, tools, and any college requirements, following necessary approvals.
• Purchasing all supplies for special units like the Training Center, Conferences Center, Banking Studies Center, and Open Learning.
• Managing maintenance contracts with various entities and fostering relations with suppliers, resulting in multiple donations to the college.

Second: Regarding Warehouses

1. Disposing of obsolete stock, completing annual inventory, conducting yearly appraisals, and preparing necessary reports for regulatory bodies.
2. Issuing graduation certificates to graduates after confirming fee payments.
3. Handling all paperwork required to implement college projects.
4. Recording individual and group items issued in personal and aggregate inventory ledgers.
5. Inspecting and returning unusable items and repairing items that can be fixed.