Responsibilities of Personnel Affairs Administration

 

Based on the regulation and systems of  civil service, the Administration of Personnel Affairs takes over  all procedures of the  employees, including workers and the ones  who occupy health jobs, since date of their appointment till retirement.    

First: Responsibilities of the Manager of Personnel Affairs Administration

Responsibilities

Application of  the employees' systems, regulations and procedures according to systems, regulations and rules of the Ministry of Civil Service. Such application involves supervising the administration' s sub-units based on their work and specialization.

·         Identifying  and advertising vacant jobs, their classification and terms in collaboration with various departments and administrations.

·         Coordinating matters of such vacant jobs with the Ministry of Civil Service which should take the substantial actions.

·         Supervising the procedures essential for the employees' accrual and rewards.

·         Follow-up preparing reports of job performance evaluation.

·         Supervising collection of the information  relevant to the employees' actual needs in collaboration with administrative development unit.

·         Participating in organizing and keeping the employees' files and records and verifying that they involve the essential data.

·         Participating in the preparation of the first section budget project in collaboration with the administration of budget and other relevant administrations.

·         Identifying workers' problems concerning personnel affairs' work and providing the competent authorities effective counsel after conducting  relevant discussions.

·         Keeping, classifying and analyzing all accessible data on the personnel's' conditions.

·         Providing administrations and departments technical consultation concerning personnel affairs.

·         Coordinating  job classification with the Ministry of Civil Service.

·         Observing work process in the administration's sub-units.

·         Preparing periodic reports on the administration's activities and accomplishments and suggestions concerning work development. Then, such reports are submitted to  the general manager of faculty members and employees affairs. 

Second: Recruitment Unit

Application of  systems  regulations and procedures according to systems, regulations and rules of the civil rules and its executive rules, labor and laborers, Public Pension Agency and social insurance and relevant regulations and circulars.

·         Preparing administrative decisions, concerning  appointment, deputation, supervision, retirement, mandate and performance evaluation,  after checking the availability of  procedures and rational essential for their issue.

·         Estimating the number of retired employees, preparing relevant reports and notifying competent authorities.

·         Replying various correspondences.

·         Preparing service data.

·         Preparing decrees of disbursing  In-kind benefits, infection allowance and mail carriers' rewards.

·         Completing procedures of the end of confinement.

·         Participation with the teamwork of the jobs provided in the competition in preparing a plan concerning welcoming the applicants, checking files, preparing lists of the accepted and  denied candidates, initial admission and the applicants' exams.

·         Preparing correspondences and answering all questions concerning the unit's work.

·         Receiving and classifying applications.

·         Conducting any tasks relevant to the area of specialization.   

 

Third: Contracting Unit

·         Conducting  all tasks and procedures relevant to contracting according to the sections irrelevant to the budget and preparing and issuing the contractees' contracts based on this section after medical examination and the competent body's approval.

·         Reporting the competent body the authorities demanding employees according to such sections.

·         Conducting all procedures concerning the employees occupying jobs of  such sections, such as decrees of  appointment and contracts renewal and termination, follow-up their implementation after being saved on the computer and notifying the competent authorities.

·         Preparing the contractees job performance evaluation by  the termination of the contract to take the actions relevant to the contracts renewal  and notifying the competent body.  

·         Preparing a reply to the contractees' requests and questions and suggestions for solving their problems.

·         Preparing data of the sections' employees and their leaves.

 

·         Preparing contracting procedures concerning the obligatory training year.

 

·         Conducting any tasks relevant to the area of specialization.   

 

·         Fourth: Transference and Promotion Unit

·         Preparing the administrative decrees, concerning promotion and transference,  after checking the completion of all reasons and procedures.

·         Completing procedures of spatial and occupational transference.

·         Preparing reply to transference requests.

·         Preparing decrees of disbursing deportation allowance.

·         Preparing, update and follow-up data of the employees deserving promotion twice in the financial year.

·         Preparing circulars relevant to the unit's work.

·         Investigating promotion requests reported to the administration of personnel affairs.

·         Completing and update  promotion documents for the qualified ones, preparing essential correspondences and checking data according to files and records.

 

Fifth: Positions Unit

·         Follow-up vacant jobs prepared for occupational competitions, promotions, transference, classification, deduction and raise.

·         Conducting tasks and procedures of filling in classification and jobs upgrade forms.

·         Preparing and estimating vacant jobs and the contractees's jobs that can be promoted.

·         Investigating and defining technical and administrative jobs that has to be classified based on the budget in coordination with the administration of planning and budget before preparing and submitting the budget to the Ministry of Finance.

·         Checking job titles involved in the budget of the University.

·         Registering jobs in the Ministry of Civil Service.

·         Reserving posts  for competitions, appointment, promotion, transference, and the contractees among faculty members.

·         Registering  and following pay section employees  in social insurance.

·         Preparing  Ministry of Higher Education reports of vacant and occupied jobs.

·         Conducting any tasks relevant to the area of specialization.   

 

Sixth: Accrual Unit

·         Follow-up vacant jobs prepared for occupational competitions, promotions, transference, classification, deduction and raise.

·         Application of  systems  regulations and procedures according to systems, regulations and rules of the civil service and its executive rules and the relevant circulars.

·         Preparing administrative decisions after checking the availability of  procedures and rational essential for their issue. They involve the following aspects:

- overtime reward

- internal and external delegation

-Final decrees concerning absence without an excuse, delay, field tours and punishment.

  Boarding issue for the administrative and technical employees.

·         Registering the following statements:

- Statements of overtime reward.

- Statements of delegation termination.

·         Conducting any tasks relevant to the area of specialization.   

Seventh: Leaves Unit

Application of  regulations and procedures according to leaves  rules of the Ministry of Civil Service and relevant circulars.

·         Preparing administrative decisions after checking the availability of  procedures and rational essential for their issue. Such decrees involve the following leaves:

·         Normal Leave

·         Urgent leave

·         Sick leave

·         A leave to accompany a sick person

·         Unpaid Exceptional leave

·         Maternity leave

·         Child care leave

·         Sabbatical leave

·         Providing the employees data on their leaves based on their statements.

·         Preparing statements of work continuity after leaves.

·         Estimating leaves of the retired or the transferred ones.

·         Checking leaves data issued from administrations and faculties.

·         Preparing  letters of sick reports approved by the Medical Authority.

 

·         Estimating leaves of  technical and administrative employees ( permanent ones and the contractees).

Eighth: Computer Science Unit

1-Designing and adjusting forms of the employees' affairs on the program:

·         Appointment Decrees

·         Promotion Decrees

·         Leaves Decrees

·         Delegation Decrees

·         Overtime Decrees

·         Final Decrees

·         Allowances Disbursement Decrees

·         Service termination Decrees

·         Preparing contracts forms

·         Preparing forms of various contracts

·         Preparing forms of service data

·         Rewards Data

·         Decrees of contracting with  the internship year students.

2. Any adjustment or addition to the personnel affairs program.

3 .Conducting other tasks assigned to the unit.