Umm Al-Qura University

Umm Al-Qura University

Administrative Affairs Unit

- 2020/09/07

Tasks of the Administrative Affairs Division

  1. Dividing the workload fairly among the staff.
  2. Receiving all the department’s incoming correspondences, transactions, and cables, and making sure that their number, date, and the number of the support documents match what is mentioned in the Incoming Transaction Statement.
  3. Signing the Incoming Transaction Statement and maintaining a copy of it as a reference, then entering the transaction into the Incoming Transaction Statement and the department’s e-program and taking necessary measures to archive the transaction when sending it.
  4. Presenting all incoming correspondences, transactions, and cables to the supervisor general to refer them to the researchers.
  5. Handing over all correspondences, transactions, and cables to the related persons.
  6. Returning the transaction to the administrative communications center if the transaction’s number or date is not identical to what is mentioned in the Incoming Transaction Statement, or if there is any shortage or reason which necessitates returning the transaction to its source. This should happen only after notifying the Director of the Administrative Affairs pursuant to a notice showing the reason for returning the transaction. The section maintains a copy of the notice of receipt.
  7. Receiving all completed correspondences and transactions, and assorting them according to the issuance party, whether internal or external.
  8. Photocopying attachments of the transaction if a copy thereof has to be maintained. The transaction is indexed and organized, and the receipt notice is to be placed on it. Then the whole transaction is to be delivered to the Administrative Communications Center.
  9. Organizing internal outgoing transactions and maintaining an original and a copy of the action taken, and then referring the transaction to the competent authority using an internal referral form. If the transaction is to be processed or completed by another department inside the university, the original is sent and a copy of it is maintained and included in the department’s e-program. The section will continue to archive the transaction before sending it. 

Tasks of the Typing Division

  1. Listing the typists and distributing tasks amongst them equally, according to the difficulty and size of the task and the time needed for finalizing it.
  2. Typing all the letters, reports, committees' minutes, and schedules using the word-processing device.
  3. The supervisor of the Typing Section will review the typed materials before they are printed, and make sure that they include no linguistic, spelling or punctuation mistakes.
  4. The chief typist distributes tasks among typists and makes sure that their tasks are completed and in line with the drafts, and formatting and layout conditions.
  5. The chief typist delivers the drafts and typed materials to researchers, and writes next to the name of the typist in the list that he has finalized the task assigned to him.

Tasks of the Archiving Division

  1. Receiving all originals and copies of transactions sent by the Administrative Communications Center, and confirming their receipt by signing the internal register designed for such a purpose.
  2. Sorting original documents and copies of transactions, and making copies, if any shortage is noticed.
  3. Providing the incoming section with a copy of the ongoing section to finalize the records.
  4. Receiving all the original documents and copies again, indexing them, numbering their pages, and arranging them to be placed in files.
  5. Placing all the original documents and copies in the subject or relevant file as referred to in the field of copies of outgoing letters, and placing a copy of the outgoing letter in the general outgoing file.
  6. All the files must be indexed, and all the pages must be numbered.
  7. When a researcher asks about an original document or a copy of a subject, he should provide the archive clerk with any keyword to help him find the file easily.
  8. The archive clerk must record every withdrawn file or transaction, as well as the borrowing party in a file. He will be responsible for the exchange of files or a part of their contents pursuant to a notice of receipt and delivery. He must follow up on their restoration and maintenance. He should notify his direct manager of the files in possession of researchers.
  9. The archive clerk–as part of his daily routine program–must supervise maintenance of the files, replace the damaged ones, and repair torn papers. He must also protect the content of the archiving unit against environmental circumstances, such as high temperature, humidity, microorganisms, and any other factor that could lead to damage or corrosion of the files. He must immediately report such cases.
  10.  Liaising with the university’s Centre of Documentation and Archives overall affairs related to documentation and archiving, such as indexing, classification, repair, transportation, damage and means of storage.