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Muharram 1441
15 September 2019

Functions and Duties of Follow-up Administration Sections

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

1 – Administration's Director: The director is responsible for managing the administration, distributing functions and delegating authorities pertaining to the follow-up administration according to the administration's vision and goals.

2 - Assistant Director of Administration:  The assistant is responsible for the administration within the limit of delegated authorities provided that he will supervise and follow workflow and transactions in all the administration sections by himself. In addition to that, identifying weaknesses in order to improve all the aspects is one of the assistant's duties. This could be done in line with all the goals and objectives that the administration is willing to attain.   

 

3 - Audit Department: The Audit Department is responsible for creating special files for all the documents, and classifying these files under special categories based on which subordinate unit they belong to; this classification should be made manually and electronically. In addition to that, the department is responsible for giving out assignments to the staff to the advantage of the department according to the functions of the unit.  This department is responsible for inserting all the monthly staff data in terms of attendance and leaves with or without excuses (if the clerk is on a mission or off duty for a training course). To verify the data, there will be a co-examiner to check the data inserted; then it will be reviewed in the department before having it signed by the examiners and department chair. After approving the data, the administration manager has to approve it. Once it is approved, the department will communicate the data to investigation section in order to complete the procedures needed for making some deductions from those who have absences. Once everything is verified, the data will be sent to personnel administration to issue the deductions provided that the audit department will be provided with a copy of the decision. These data cannot be modified without any approval from the administration.   

4 - Investigation Section: The Investigation Department is responsible for creating special files for all the documents, and classifying these files under special categories based on which subordinate unit they belong to; this classification should be done manually and electronically. In addition to that, the department is responsible for giving out assignments to the staff to the advantage of the department according to the functions of the unit. This department is responsible for the regularity of all transactions and operations in the audit department and control department. Aside from that, this department takes responsibility for investigating any unit or individual in the even a violation occurs and creating a special file for investigation cases. Such investigation cases should be kept with the secretary of the administration in the secretive archive, and periodical reports should be made upon and sent to the director of the department. Another duty of this department is communicate whatever received to personnel management to issue any deductions based on the data sent by the audit department. Also, control department should be informed to follow and investigate any delinquency.  

5 – The Control Department is responsible for creating special files for all the documents, and classifying these files under special categories based on which subordinate unit they belong to; this classification should be mad manually and electronically. In addition to that, the department is responsible for giving out assignments to the staff to the advantage of the department according to the functions of the unit.  One of the most important duties of this department is checking the attendance of all staff with emphasis on closing punch-in system at eight o'clock in the morning. The department is in charge of communicating any violation of the regulations to the investigation department to follow and treat the problem according to the rules, and informing the department's director about what has been decided upon. In relation to that, the control department has responsibility for following workflow in all administrative departments in the university after taking directions from the department's director. Moreover, following workflow of all contracting parties according to the contracts signed with the university such as security, transportation contractor for female students and maintenance contractors.

• Note:  Any letter must not be sent directly to any unit outside the management unless it carries the name and signature of the Director of Follow-up Administration.