Umm Al-Qura University

Divisions of the UQU President's Office


- 2018/06/07

1-    UQU President Office Department

  • Editing and Auditing Unit
  • Secretariat Unit
  • Typing Unit 
  • Public Relations and Media Unit
  • Administrative Communications and e-Archiving Unit
  • Telephone Exchange Unit
  • Computer Unit
  • Supportive Services Unit
  • Hospitality Unit
  • Security Unit


2-    Confidential Office Department 

  • Editing and Auditing Unit
  • Secretariat Unit 
  • Typing Unit
  • Administrative Communication and e-Archiving Unit
     

Units Tasks:


o    Editing and Auditing Unit :

Receiving incoming documents, emails, faxes related to the president of university, and processing them to be reviewed by the president, besides preparing referrals, editing the necessary letters, auditing all outgoing letters, and following up on all administrative and financial affairs of the president's office.

o    Secretariat Unit :

- Following up on and managing all work related to the UQU president in line with the directives of the UQU President's Office Manager;

-  Following up on the directives of the president regarding the university work, ensuring the flow of work and forwarding tasks to the relevant bodies to take the necessary actions;

- Preparing and following up on the schedule of all transactions, checking their processing and observing  performance deficiencies to address and fix them;

- Liaison with all bodies in accordance with the directives of the UQU President's Office Manager; 

- Keeping and archiving of all the files pertaining to the work of the office and presenting them upon request;

 - Editing and printing all letters and correspondence related to the work of the president office;

- Receiving and delivering all mailing and incoming correspondence related to the president office; 
-  Receiving, directing and sending e-mails relating to the office;
-  Coordinating with the different bodies in the university each in its relevant sphere of competence. 

o    Typing Unit :

-  Editing of all correspondence and letters required by the president office. 
- Preparing responses to the letters, congratulations, invitations directed to the office;
- Reviewing letters prepared in the office to ensure its structure, linguistic and printing correctness;  
-  Printing, typing and photocopying all the correspondence required by the office, as well as maintaining and classifying them to easily refer to them upon request. 

o    Public relations and Follow up Unit :

-Responding to all verbal and phone communications related to the president office, besides receiving all visitors, fulfilling visitors' requirements, organizing appointments and meetings at the office, following up on the transactions sent to the different departments and accelerating their processing.  

o    Administrative Communications and e-Archiving Unit :

-    Receiving the incoming and outgoing transactions, as well as delivering, registering and archiving them to make use of them in follow-up and documentation processes. 

o    Telephone Exchange Unit :

-    Handling and organizing all incoming and outgoing communications.

o    Computer Unit :

-Directly supervising work flow, equipment performance, and maintenance; securing ink cartridges; supervising display screens, and following up on work process in the office, besides implementing the programs related to the office.  

o    Supportive Services Unit :

-  Organizing delivery of all incoming and outgoing correspondence, besides distributing them in and out the university;
- Directly supervising president office staff, besides providing the operation and maintenance services for the office;
- Supervision of monitoring offices to ensure they are kept clean and free from waste and garbage, besides setting up the signboards in the specified locations and following up on necessary maintenance work and removing any obstacles in coordination with the relevant company.  

o    Hospitality Unit :

-    Providing hospitality service for the president of UQU and his guests; 
-    Providing hospitality and reception services for all visitors of the office;
-    Providing hospitality for all staff of the office as per the directives of the UQU President's Office Manager.

o    Security Unit :

- Maintaining safe environment by adopting all necessary precautions to prevent, reduce or avoid any injuries or risks that might affect staff or properties of the office in order to help employees perform their assigned tasks smoothly;
-  Organizing car parking in front of the office;  
-  Organizing and directing visitors of the president office;
- Verifying validity of alarm devices and fire extinguishers in collaboration with the relevant authorities; 
-    Cooperating with service centers and units regarding the needed requirements.





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