16

Rabi Al-Awaal 1441
13 November 2019

Tasks & Functions of the Follow-Up Department Sections

Last Modified Sat, 2017/07/01 - 09:51

1- The Director: performs the management of the department, distributes work and delegates powers allocated to the Follow-Up Department according to the interest of work.

2- He will follow up the implementation and study the shortcomings and weakness points and submit to the Director about all that would achieve the desired objectives of Follow-Up Department.

3- Assistant Director: Manages administrative affairs in accordance to powers granted to him he will be the one who process and follow up the work of all departments in accordance to the powers granted to them by the Director.

4- Auditing Section: Currently, the section chief is performing the task of archiving the section files. There should be a system to save all files and documents classified according to its affiliates in the university in paper and electronically. The Section Chief distributes work on his employees as it deems appropriate and consistent with business interest in the section purview. The section shall enter of all staff monthly data in order to follow up cases of absences with & without excuse, to verify the existence of grounds of order for the absence is excused or out of the workplace with the task or training session...etc. Then the data should be reviewed and checking in the same department and signed by the person who entered the data, the auditor and the section chief as he is the one who appointed both the person who entered the data, the auditor. After that, data to be referred to the Director for approval then to the investigation section in order to complete the official procedures in this regard for those who deserve deduction. After that, data is sent to personnel office to issue deduction decisions. Auditing Section should be provided with a copy of the decision. No amendment can be entered to this data without approval of the Director.

5- Investigation Section: The section head is currently creating the section files. All files & documents are to be saved and classified according to its related party in the university in paper and electronically. He is to distribute the section work on the staff as deems appropriate and consistent with business interest within the purview of section. This section is performing variety of legal tasks referred to them from auditing and control sections. Then, this section becomes responsible for preparing letters of accountability for all staff who did not specify their status accountable to certain regulations of their own, and investigate with the violating employee or party, noting the creation of a special file for each employee that was questioned or investigated, as well as the party. The reference to save these files is the section secretary of at the Confidential Archive Section. Such works will be logged in routine reports and provide the Director with copy of them. Personnel department should also be addressed take decisions regarding deduction in accordance to the data submitted from the Audit Section accompanied with a request to be notified about implementation of the resolution noting the necessity to inform the Control Section to follow up the implementation in case of delayed implementation of the resolution.

6- Control Section: The section head is currently creating the section files. All files & documents are to be saved and classified according to its related party in the university in paper and electronically. He is to distribute the section work on the staff as deems appropriate and consistent with business interest within the purview of section. The section will follow-up the attendance data on a daily basis to ensure that there is no shortage in all employees’ attendance on time at work and that the time sheets are being closed at 8.00am. The department should be corresponded officially to report remarks. In case of repeating the delay for more than three times, the Investigation Section will become responsible to deal with the case, in accordance to the related rules and regulations, and inform. the Director about the action taken. The section will also follow up the progress of work in all the university administrative parties after directly guided by Director. The Section shall also follow up works of parties contracting with the University in accordance with the contracts signed with the University, such as security guards, students transport contractor, operation and maintenance contractors, etc...

• noting not to direct any letter directly to any destination outside the scope of the section except if it is under the name of the Follow-Up Director and signed by him.