Umm Al-Qura University

Umm Al-Qura University

Administrative Affairs Unit


- 2016/06/08

Administrative Affairs Unit - Tasks:

  • To provide supportive and administrative services for the units of the legal department.
  • To determine, in coordination with heads of other units, the department' needs of manpower, and assess the employees’ training needs.
  • To estimate, in coordination with heads of other units and relevant bodies in the university, the department’s needs of tools and equipment.
  • To extract statistics and reports related to the activities of the unit from the department’s program.
  • To respond to inquiries about the unit's activities.
  • To participate in the committees assigned to discuss issues related to the unit's activities.
  • To prepare annual reports about the activities and achievements of the unit and submit them to the supervisor general.
  • To assume any other tasks assigned by the supervisor general.

 

Mechanism of the work team:

  • The unit’s tasks are distributed amongst its head, and sections of secretariat, administrative communications, typing and archiving.
  • The head of the unit undertakes the following tasks:
    • To manage affairs of the supervisor general's office.
    • To follow up tasks of the human resources department (employee’s attendance, relations with his counterparts and services).
    • To oversee tasks of receiving or sending correspondence, besides typing, archiving and distributing tasks amongst the employees of the unit and managing their affairs.
    • To receive confidential correspondences and open them, in personal or by a representative, except for envelops with the massage “To Be Personally Opened by the Head of the Unit” typed on them, and then submit such correspondences to the supervisor general.
    • To brief the supervisor general on urgent and confidential correspondences, receive directives in this regard and follow up ending of their procedures.
    • To monitor all transactions sent to the department, receive codes of researchers and coordinate with them to easily finalize procedures of the completed transactions, such as typing, archiving, photocopying, exporting, finalizing and saving them.
    • The office’s director prepares a list of researchers and tasks assigned to each one of them periodically, then submit this list to the unit’s head to follow up such tasks, and urge employees to finish them as fast and accurately as possible.
    • To respond to inquiries of the supervisor general regarding the unfinished incoming and outgoing transactions.
    • To request for equipment, devices and other stationery to help the department to perform the assigned tasks as needed.

 

  • The secretariat section is composed of a secretary and a correspondent, who are directly reporting to the unit’s head. The tasks of the section include:
    • Receiving the visitors.
    • Answering phone calls and faxes.
    • Managing affairs of the office of the supervisor general and arranging his appointments.
    • Scheduling the supervisor general’s visits and meetings.

 

  • The Administrative Communications Section is composed of the head of the section and two liaison officers. The tasks of the section include:
    • Distributing tasks amongst the staff of the section equally. The head of the section is responsible for approving absence and leave requests of the employees of the administrative communications section. In the ordinary cases, he undertakes tasks of administrative communications like any other staff of the section.
    • Receiving all the department’s incoming correspondences, transactions and cables, and making sure that their number, date and the number of the support documents are matching what is mentioned in the Incoming Transaction Statement.
    • Signing the Incoming Transaction Statement and maintain 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.
    • Presenting all incoming correspondences, transactions and cables to the supervisor general to refer them to researchers, after writing researchers’ codes on them.
    • Handing over all correspondences, transactions and cables to researchers and writing the researcher’s code on the Incoming Transactions Statement.
    • In case the transaction’s number or date is not identical to what is mentioned their counterparts in the Incoming Transaction Statement or there is any shortage or reason that necessitates returning the transaction to the source (communication centre), the section’s head should explains such a point in the copy of the Incoming Transaction Statement.
    • Returning the transaction to the administrative communications centre 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 could 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.
    • Receiving all completed correspondences and transactions, and assorting them according to the issuance party, whether internal or external.
    • Photocopying attachments of the transaction if it's necessary to maintain a copy thereof. The transaction is indexed and organized and the receipt notice is to be put on it, and then the whole transaction is to be delivered to the administrative communications center.
    • 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.

 

  • The Typing Section is composed of two typists, who directly report to the head of the section. The tasks of the section include:

 

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

 

  • The Archiving Unit is composed of an employee, who directly reports to the head of the unit.The tasks of the section include:
    • Receiving all originals and copies of transactions sent by the Administrative Communications Centre and confirming their receipt by signing the internal register designed for such a purpose.
    • Sorting original documents and copies of transactions, and completing the copies if any shortage is noticed.
    • Providing the incoming section with a copy of the ongoing section to finalize the records.
    • Receiving all the original documents and copies again, indexing them, numbering their pages and arranging them to be placed in files.
    • Placing all the original documents and copies in the subject or relevant file as referred to in the field of outgoing letter copies and placing a copy of the outgoing letter in the general outgoing file.
    • All the files must be indexed and all the pages must be numbered.
    • 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..
  • The archive clerk must record every withdrawn file or transaction and the borrowing party in a file. He will be responsible for exchange of files or a part of their contents pursuant to a notice of receipt and delivery. He must follow up their restoration and maintenance. He should notify his direct manager of the files in possession of researchers.
  • The archive clerk –as part of his daily routine program- must supervise maintenance of the files, replace the damaged ones and repair the torn papers. He must also protect the content of the archiving unit against the 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.
  • Liaising with the university’s Centre of Documentation and Archives over all affairs related to documentation and archiving, such as indexing, classification, repair, transportation, damage and means of storage.
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