About the office

The Administrative and Financial Affairs Office:

The Administrative and Financial Affairs Office is considered one of the most important operating offices within the institute. It is responsible for the administrative and financial workflow and all procedures related to all employees, teaching assistants, and faculty members in terms of promotions, allowances, attendance, leave, and salary disbursement.

The Administrative and Financial Affairs Office is divided into two sections:

First: The Administrative Affairs Section

• The Personnel and Archives Unit:

  Tasks:

  • Implementing decisions related to the affairs of employees working at the institute, attending to their personal files, monitoring absenteeism, and organizing their leaves.

  • Supervising printing, copying, and duplication tasks, and preparing what is necessary to ensure the documentation of documents and the preparation of statistics and data related to employees.

  • Working on introducing modern technical means in processing employee transactions, including electronic systems and databases, in cooperation with the Information and Documentation Office.

  • Preserving all documents and records of the institute and its employees using conventional and electronic archiving systems, according to the recognized standards in this regard.

• The Services and Maintenance Unit:

  Tasks:

  • Supervising the cleaning of facilities, lecture halls, workshops, and laboratories within the institute and its surrounding areas.

  • Supervising the institute's gardens and following up on gardening work to ensure the institute is presented in a suitable and aesthetic manner.

  • Supervising the cleanliness and maintenance of the student housing facilities at the institute.

  • Supervising the maintenance and cleanliness of sports facilities, including playgrounds and halls, at the institute.

  • Supervising all maintenance work at the institute.

• The Security and Supervision Unit:

  Tasks:

  • Securing and guarding the institute's facilities, and participating in developing programs and procedures that ensure the proper execution of facility guarding, in cooperation with security authorities for guarding duties at the institute's facilities.

  • Monitoring and reporting phenomena that breach security and public morals within the institute, and taking legal action by referring them to the competent offices.

  • Implementing security programs for examinations and protecting those assigned to conduct them and their property.

  • Supervising the organization of car parking and monitoring the institute's entrances and exits.

  • Determining the security needs for locations requiring guarding in terms of personnel and material resources, and participating in setting the necessary conditions for selecting and operating the personnel required for security duties at the institute.

  • Organizing awareness and training courses for employees in workshops, laboratories, and all institute offices on the application of occupational safety principles.

Second: The Financial Affairs Section

• The Accounts Unit:

  Tasks:

  • Preparing all documents related to revenue collection according to applicable regulations.

  • Participating in preparing the institute's operational budget and development budget.

  • Participating in preparing the final accounts at the institute.

  • Following up on the revenues and expenditures of the Self-Resource Development Office.

  • Conducting the periodic annual inventory for the institute and its stores, reconciling it with the books, recording the inventory results, and submitting a report accordingly.

• The Treasury Unit:

  Tasks:

  • Responsible for four accounts specific to the institute:

    • First Category Account: Allowances and Salaries

    • Second Category Account: Equipment and Stationery

    • Deposits and Trusts Account

    • Revenues Account

  • The treasury employee is responsible for the movement of these accounts, including bank deposits, withdrawing bank statements, and reviewing disbursement procedures as well.

  • Working with receipts (Form M.H.5) related to the revenues account, issuing salary cheques for employees, and recording in the cash book, the final account at the end of the fiscal year, and the reconciliation memorandum.

  • Accomplishing work according to applicable laws and regulations in the required manner.

  • Developing the unit by using an electronic archiving system for the finance department to record issued and received cheques.

• The Payroll Unit:

  Tasks:

  • Preparing the salaries and entitlements for the institute's employees and completing all related procedures.

  • Participating in preparing the institute's operational budget and development budget.

  • Participating in preparing the final budgets at the institute.

• The Stores and Purchasing Unit:

  Tasks:

  • Supervising the storage of materials requiring storage and their disbursement according to established procedures, prescribed documents, and relevant issued instructions.

  • Endeavoring to preserve store assets and adopting the latest methods for their storage.

  • Inventorying store contents, determining stock levels and shortages for various items, reporting them, and conducting the annual inventory.

  • Providing the institute's needs by studying the market and supplying requirements from the best quality items at the lowest prices.

  • Participating in preparing the institute's budgets.

  • Distributing supplied items to the institute according to applicable instructions.

• The Communication and Media Unit:

  Tasks:

  • Media coverage for all internal and external events related to the institute.

  • Preparing purposeful media campaigns.

  • Holding press conferences and issuing statements clarifying the institute's viewpoint when necessary.

  • Providing media support and advice to departments and offices when implementing programs and projects.

  • Receiving and responding to press inquiries.

  • Monitoring all published reports about the institute.

  • Communicating with all media outlets on the institute's occasions and activities.

  • Supervising ongoing awareness and education processes within the institute.

  • Media publication of studies, research, and scientific articles issued by the institute.