Umm Al-Qura University

Umm Al-Qura University

Director of the Institute


- 2017/12/07

Director of the Institute: Mr. Hassan M. Shaweesh

 

Tasks and subdivisions 
1-    Without prejudice to rules, regulations and instructions, the following units are directly reporting to the Institute's Director:
•    Personnel Affairs Unit 
•    Administrative Communications Unit 
•    Warehouse Unit
•    Public Relations Unit 
•    Follow-up Unit
2-    The Institute’s Director assumes the following tasks:
-    Assisting the Dean in managing the administrative and financial affairs and undertaking tasks assigned to him by the dean or the vice-deans.
-    Overseeing attendance of employees, administrative staff and technicians working at the different administrative and academic departments, without violating confidential regulations and instructions. 
-    Organizing the work of subdivisions placed under his supervision in a manner ensuring a smooth workflow, besides simplifying procedures and ensuring continuous follow-up. 
-    Arranging annual leaves for the employees and technicians in a manner ensuring progress of work.
-    Preparing an annual training plan for the employees and technicians, besides proposing suitable training courses for them with the aim of honing their skills, boosting their performance and ensuring progress of work. These course and plans are approved by the Dean after coordinating with the relevant authorities and overseeing their implementation. 
3-    The Institute’s Director is also delegated to do the following: 
•    Signing the letters sent to the medical department to examine the Institute’s employees.
•    Singing emergency leave requests sent by the Institute’s employees to the university administration, after the approval of the relevant department. 
•    Submitting regular leave requests of the employees and technicians, after the approval of the relevant department within the established regulations on that score. 
•    Coordinating with the different administrative and scientific departments on their needs of administrative and technical vacancies, preparing an annual and integrated study in this regard, besides liaising with the relevant authorities in the university . 
•    Following up transactions assigned by the institute’s deanship and working on handling them with the relevant authorities. 
•    Approving data of the daily attendance via "Hadir" e-system. 
•    Reporting to the Dean about the employee who shows no commitment to working hours and do not perform his job as required.
•    Reporting to the Dean about the employees who returned to work after their regular leaves were over, or those who were transferred from or to other departments. 
•    Making sure that data provided in the disclaimer are true before having them approved by the Dean. 
•    Preparing reports on the evaluation of job performance of the Institute’s administrative staff. 
•    Participating in the preparation of the institute's budget and the annual report. 
•    Allowing the discharge of office supplies form the warehouse and approving the related forms. 

Personnel Affairs Unit: 
-    Organizing and maintaining employees’ files containing documents (such as, decisions, qualifications, copies of correspondences) of each of them, and making use of modern technologies and tools in the maintenance and classification processes as much as possible.
-    Preparing work commencement letters after employment, promotion or returning from vacation for all the employees. 
-    Coordinating and following up with the Department of Faculty Affairs regarding the status of contractors (Non-Saudis). 
-    Submitting requests of annual leaves of the employees, technicians and those of similar status, to the Department of Faculty Affairs after completing the statutory procedures in this regard.
-    Submitting requests of emergency leaves to the Deanship of Faculty Affairs after completing the statutory procedures in this regard, and preparing a log on that score. 
-    Preparing an identification certificate provided that it is not an experience certificate and it should not include any financial or job data.

Administrative Communications Unit: 
-    Creating and organizing logs for transactions, decisions and circulars, and working on automating these processes.
-    Receiving and sending letters and parcels, besides copying the circulars and distributing them to all subdivisions and relevant authorities inside and outside the institute.
-    Organizing achieves, and copies of correspondences, circulars, orders and instructions, besides finalizing and keeping the log entries and checking them regularly.
-    Typing, printing and copying the Institute’s transactions. 

Maintenance and Warehouse Unit: 
-    The Unit is in charge of meeting the Institute’s demands of maintenance and services, and recalling technicians and specialists from the University Service Department, besides coordinating with the relevant authorities in the offices and laboratories to keep equipment safe and provide regular maintenance for them. 
-    Meeting the Institute’s demands and requirements, and receiving interim items such as supplies, office and scientific materials coming from the general warehouse or directly purchased according to the regular procedures. 
-    Following up the work of maintenance, cleaning and operation companies and submitting regular reports in this regard to the Institute’s Director. 

Public Relations Unit:
-    Distributing publications, brochures and leaflets to the deanships, educational and administrative departments and etc.., according to the established instructions on that score. 
-    Coordinating with the relevant authorities regarding lectures, and symposiums organized by the Institute and the issues related to booking and arranging of venues. 
-    Coordinating and organizing celebrations of the Institute.
-    Receiving guests of the Institute and coordinating in this respect with the Public Relations Department.
-    Liaising with different media outlets, arranging media conferences, and publishing news of the Institute via all communication channels with more focus on modern media.

Follow-Up Unit: 
-    Controlling and following up attendance of the employees, administrative staff and technicians in all the administrative departments. 
-    Receiving inquiries from the Follow-Up Unit in the University and sending them back after completing their required data. 
-    Submitting weekly reports to the Institute's Director on the employees’ attendance. 
-    Following up transactions requiring responses with the different departments inside and outside the Institute and preparing reports in this regard. 
 


1-    Without prejudice to rules, regulations and instructions, the following units are directly reporting to the Institute's Director:
•    Personnel Affairs Unit 
•    Administrative Communications Unit 
•    Warehouse Unit
•    Public Relations Unit 
•    Follow-up Unit
2-    The Institute’s Director assumes the following tasks:
-    Assisting the Dean in managing the administrative and financial affairs and undertaking tasks assigned to him by the dean or the vice-deans.
-    Overseeing attendance of employees, administrative staff and technicians working at the different administrative and academic departments, without violating confidential regulations and instructions. 
-    Organizing the work of subdivisions placed under his supervision in a manner ensuring a smooth workflow, besides simplifying procedures and ensuring continuous follow-up. 
-    Arranging annual leaves for the employees and technicians in a manner ensuring progress of work.
-    Preparing an annual training plan for the employees and technicians, besides proposing suitable training courses for them with the aim of honing their skills, boosting their performance and ensuring progress of work. These course and plans are approved by the Dean after coordinating with the relevant authorities and overseeing their implementation. 
3-    The Institute’s Director is also delegated to do the following: 
•    Signing the letters sent to the medical department to examine the Institute’s employees.
•    Singing emergency leave requests sent by the Institute’s employees to the university administration, after the approval of the relevant department. 
•    Submitting regular leave requests of the employees and technicians, after the approval of the relevant department within the established regulations on that score. 
•    Coordinating with the different administrative and scientific departments on their needs of administrative and technical vacancies, preparing an annual and integrated study in this regard, besides liaising with the relevant authorities in the university . 
•    Following up transactions assigned by the institute’s deanship and working on handling them with the relevant authorities. 
•    Approving data of the daily attendance via "Hadir" e-system. 
•    Reporting to the Dean about the employee who shows no commitment to working hours and do not perform his job as required.
•    Reporting to the Dean about the employees who returned to work after their regular leaves were over, or those who were transferred from or to other departments. 
•    Making sure that data provided in the disclaimer are true before having them approved by the Dean. 
•    Preparing reports on the evaluation of job performance of the Institute’s administrative staff. 
•    Participating in the preparation of the institute's budget and the annual report. 
•    Allowing the discharge of office supplies form the warehouse and approving the related forms. 

Personnel Affairs Unit: 
-    Organizing and maintaining employees’ files containing documents (such as, decisions, qualifications, copies of correspondences) of each of them, and making use of modern technologies and tools in the maintenance and classification processes as much as possible.
-    Preparing work commencement letters after employment, promotion or returning from vacation for all the employees. 
-    Coordinating and following up with the Department of Faculty Affairs regarding the status of contractors (Non-Saudis). 
-    Submitting requests of annual leaves of the employees, technicians and those of similar status, to the Department of Faculty Affairs after completing the statutory procedures in this regard.
-    Submitting requests of emergency leaves to the Deanship of Faculty Affairs after completing the statutory procedures in this regard, and preparing a log on that score. 
-    Preparing an identification certificate provided that it is not an experience certificate and it should not include any financial or job data.

Administrative Communications Unit: 
-    Creating and organizing logs for transactions, decisions and circulars, and working on automating these processes.
-    Receiving and sending letters and parcels, besides copying the circulars and distributing them to all subdivisions and relevant authorities inside and outside the institute.
-    Organizing achieves, and copies of correspondences, circulars, orders and instructions, besides finalizing and keeping the log entries and checking them regularly.
-    Typing, printing and copying the Institute’s transactions. 

Maintenance and Warehouse Unit: 
-    The Unit is in charge of meeting the Institute’s demands of maintenance and services, and recalling technicians and specialists from the University Service Department, besides coordinating with the relevant authorities in the offices and laboratories to keep equipment safe and provide regular maintenance for them. 
-    Meeting the Institute’s demands and requirements, and receiving interim items such as supplies, office and scientific materials coming from the general warehouse or directly purchased according to the regular procedures. 
-    Following up the work of maintenance, cleaning and operation companies and submitting regular reports in this regard to the Institute’s Director. 

Public Relations Unit:
-    Distributing publications, brochures and leaflets to the deanships, educational and administrative departments and etc.., according to the established instructions on that score. 
-    Coordinating with the relevant authorities regarding lectures, and symposiums organized by the Institute and the issues related to booking and arranging of venues. 
-    Coordinating and organizing celebrations of the Institute.
-    Receiving guests of the Institute and coordinating in this respect with the Public Relations Department.
-    Liaising with different media outlets, arranging media conferences, and publishing news of the Institute via all communication channels with more focus on modern media.

Follow-Up Unit: 
-    Controlling and following up attendance of the employees, administrative staff and technicians in all the administrative departments. 
-    Receiving inquiries from the Follow-Up Unit in the University and sending them back after completing their required data. 
-    Submitting weekly reports to the Institute's Director on the employees’ attendance. 
-    Following up transactions requiring responses with the different departments inside and outside the Institute and preparing reports in this regard. 

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