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Human Resources Division

The Human Resources Division serves as the cornerstone for managing the administrative and professional trajectories of all staff, operating under the direct supervision of the Assistant Dean for Administrative and Financial Affairs. Through its specialized units, Personnel, Staffing & Retirement, Documentation, and Services, the division oversees the comprehensive management of faculty and staff records, ranging from recruitment and salary increments to retirement processing. It is also responsible for maintaining digital databases, verifying academic credentials, and ensuring the meticulous archiving of personnel files. Beyond clerical duties, the division plays a strategic role in performance evaluation, identifying operational gaps, and enhancing workforce productivity through professional development programs. Furthermore, it supervises the Service and Maintenance Unit to ensure an optimal work environment by sustaining the institution’s infrastructure. Ultimately, it acts as the vital liaison between the college and the University in executing administrative and legal frameworks with precision and professionalism.

مسؤول الشعبة

Head of Division : Asst. Lect. Murtadha Hassan Omran

Division Structure

Staff Affairs Unit

Faculty Affairs Unit

Staffing and Recruitment Unit

Retirement Unit

Files and Electronic Documentation Unit


  1. Supervising the workflow of division staff, monitoring their activities, and distributing tasks across units to enhance and develop overall performance.

  2. Formulating strategic plans and programs for the division’s operations and overseeing their implementation.

  3. Reviewing incoming correspondence and redirecting it to the specialized units for appropriate action.

  4. Responding to inquiries from the college regarding the application of administrative regulations and instructions.

  5. Identifying administrative deficiencies within the institution and assessing performance gaps.

  6. Communicating with the University to define the operational frameworks required to complete administrative transactions.

  7. Evaluating staff performance within the division and submitting reports to relevant authorities after discussing results with the employees.

  8. Preparing necessary formal memos and briefings to provide the University with information across various sectors.

  9. Overseeing the maintenance of updated databases for faculty members, technicians, administrators, and the college’s infrastructure.

  10. Serving as a member of relevant committees within the college.

  11. Organizing training and development workshops for employees within the administrative division.

  12. Representing the division in scientific, administrative, and technical conferences and seminars within its field of expertise.

  13. Recommending the establishment of specialized training courses.


  1. Overseeing the operations of college vehicle drivers and ensuring the provision of fuel and lubricants for all vehicles assigned to drivers or staff.

  2. Monitoring vehicle repairs through specialized committees and securing the necessary spare parts.

  3. Managing the cleaning of the college buildings via temporary staff and allocating the required budgets for their wages.

  4. Overseeing the general upkeep and structural maintenance of the college facilities.

  5. Handling the installation and repair of cooling and air conditioning systems.

  6. Maintaining furniture and managing electrical works, including wiring, installation, and lighting systems.

  7. Caring for the college grounds, including the maintenance and landscaping of gardens.

  8. Maintaining the college generator and ensuring a steady supply of fuel (petrol).

  9. Forming internal and external committees for various inspections, repairs, and procurement activities.

  10. Managing the maintenance of all sanitary facilities and addressing plumbing issues or pipe repairs throughout the college.


  1. Archiving Administrative Orders issued by the personnel departments for faculty, technical, and administrative staff.

  2. Organizing Personnel Files for all college employees, including academic, technical, and administrative cadres.

  3. Providing Data Support to the technical personnel department regarding employee information.

  4. Daily Correspondence Filing specifically related to staff members to ensure up-to-date records.

  5. Index and Registry Management for personnel files to ensure easy identification and retrieval.

  6. Categorizing and Cataloging all files for college personnel.

  7. Information Sharing with the Staffing and Retirement Unit regarding employee data across all categories.

  8. Managing Outgoing Registries to track all correspondence leaving the unit.

  9. Managing Incoming Registries to document all received official mail.

  10. Internal Mail Distribution across all college departments, units, and divisions.

  11. External Mail Distribution to entities outside the college.

  12. Processing Incoming Mail from the University and other official government departments.

  13. Documenting Mail Distribution through organized delivery logs and registries.

  14. Official Records Preservation for all formal administrative orders and decrees.

  15. Filing Outgoing Correspondence and managing "circulating files" (follow-up files).

  16. Digital Archiving (Scanning) of essential documents including commencement of service, resignations, reinstatements, age verifications, final salary statements, and unpaid leave for all employees.


  1. Preparing comprehensive monthly statistical reports for all college personnel.

  2. Compiling statistical data on personnel changes and variables every three months.

  3. Recording personnel data in the college’s overall staffing plan registry.

  4. Responding to official inquiries and letters received from the University.

  5. Monitoring staff members seconded (assigned) to work both inside and outside the college.

  6. Maintaining and following up on the "attrition and turnover" registry.

  7. Managing the annual submission of integrity disclosure forms and information bank surveys.

  8. Coordinating with the University to facilitate the issuance of official identification cards for employees.

  9. Issuing university orders for retirement based on employee requests (for those who have not reached the legal age limit or for health reasons).

  10. Managing the extension of service for non-teaching staff after obtaining the necessary official approvals.

  11. Auditing requests for "addition of previous service," presenting them to the specialized committee, obtaining official approval on minutes, and issuing the required administrative orders to be sent to the University.

  12. Forwarding retirement files of college staff to the National Retirement Pension Board via an authorized representative to secure pension rights.

  13. Auditing the entitlements of retiring employees, including accumulated leave pay, retirement bonuses, and end-of-service gratuities, in accordance with the Unified Retirement Law and University Service Law.

  14. Monitoring the payment of pension deductions from staff salaries to the National Retirement Pension Board in coordination with the college’s Financial Affairs Department.

  15. Forwarding employee requests to the University presidency for various administrative actions (e.g., paid/unpaid leave, transfers, secondments, retirements, and resignations).


  1. Drafting official orders for faculty, technical, and administrative staff regarding transfers, secondments, salary increments, annual/sick leaves, job title changes, and official correspondence.

  2. Preparing and continuously updating personnel service records and employment logs.

  3. Preparing data related to job "tasking" or reclassification in coordination with the University.

  4. Responding to incoming letters and inquiries from the University and other official departments.

  5. Monitoring the verification of academic degrees and ensuring the authenticity of graduation documents (Validity of Issuance).

  6. Completing all appointment-related transactions and preparing official service booklets.

  7. Maintaining an integrated computer database for technical staff containing all necessary professional and identifying information.

  8. Preparing annual increment forms, submitting them to scientific departments for evaluation and then to the Dean for final approval and issuance of administrative orders.

  9. Issuing administrative orders for unauthorized absences (unpaid leave) and monitoring the formal resumption of duties.

  10. Issuing resignation orders based on employee requests or declaring an employee resigned following ten consecutive days of unauthorized absence.

  11. Issuing orders for annual and sick leaves and verifying the authenticity of submitted medical reports.

  12. Maintaining organized records for long-term leaves, seconded staff (to and from the college), study leaves, and all personnel variables.

  13. Representing the college in job reclassification (Tasking) committee meetings at the University to finalize technical staff status.

  14. Preparing and monitoring professional changes for technical staff and forwarding copies to the University’s reclassification committee.

  15. Issuing administrative orders for letters of appreciation, commendations, and financial bonuses as recommended by the Dean.