Head of Division: Murtada Hassan Omran
The Human Resources Division is affiliated with the Assistant Dean for Administrative and Financial Affairs and consists of the following units:
1. Human Resources Unit
2. Staffing and Retirement Unit
3. Documentation Unit
4. Services and Maintenance Unit
Duties and Responsibilities of the Head of the Human Resources Division:
1. Supervise the performance of the division’s staff, monitor their activities, and assign tasks according to each unit to improve work performance and efficiency.
2. Formulate plans and programs for the division’s work and ensure their implementation.
3. Review incoming mail and forward it to the relevant unit.
4. Respond to inquiries from the institute regarding the application of administrative systems and regulations.
5. Identify areas of administrative performance weaknesses and determine the performance gaps.
6. Communicate with the university to define the necessary frameworks for processing administrative transactions.
7. Evaluate the performance of division employees and report it to the relevant authorities after discussing performance with the staff.
8. Prepare necessary reports and provide information to the Middle Technical University in various fields.
9. Maintain an updated database for teaching staff, technicians, administrative staff, and the institute’s infrastructure.
10. Participate in relevant committees within the institute.
11. Organize training and development courses for administrative staff.
12. Represent the division at conferences, scientific, administrative, and technical seminars within the division’s scope of responsibility.
13. Recommend organizing further training sessions.
Duties of the Services and Maintenance Unit:
1. Managing the operations of vehicle drivers at the institute, including providing fuel and oils for all vehicles assigned to drivers or staff members.
2. Monitoring vehicle repairs by committees and ensuring the availability of necessary spare parts.
3. Following up on assigned duties.
4. Overseeing the cleaning of the institute’s building by temporary workers and managing the required funds for their services.
5. Maintaining the institute’s building.
6. Maintaining cooling devices (installation, repair).
7. Maintaining the internal building, including furniture repair and electrical systems (installation, setup, lighting).
8. Maintaining the institute’s environment, including the upkeep of gardens.
9. Maintaining the institute’s generator and providing fuel.
10. Forming internal and external committees to carry out various tasks such as inspections and repairs, as well as establishing a procurement committee.
11. Ensuring the maintenance of sanitary facilities across the institute, including plumbing and pipe repairs.
Duties of the Documentation Unit:
1. Archiving administrative orders issued for faculty members, technicians, and administrative staff.
2. Organizing files for faculty members, technicians, and administrative staff.
3. Providing technicians with information related to staff members.
4. Daily archiving of mail related to staff members.
5. Organizing and cataloging identification records for files.
6. Cataloging files for the institute’s staff members.
7. Providing the Personnel and Pension Unit with information related to faculty members, technicians, and administrative staff.
8. Organizing outgoing mail records.
9. Organizing incoming mail records.
10. Distributing mail to all departments, units, and sections within the institute.
11. Distributing mail to external recipients outside the institute.
12. Distributing incoming mail from the Middle Technical University and other departments.
13. Organizing mail distribution records.
14. Archiving official administrative orders.
15. Archiving outgoing correspondence and circular files.
16. Creating digital records for documents related to appointments, resignations, reemployment, age confirmation, last salary, and unpaid leave for all institute staff, and storing them in the system.
17. Overseeing the electronic fingerprint system and generating the required reports.
Duties of the Staffing and Retirement Unit:
1. Preparing monthly statistical reports for all institute staff.
2. Preparing statistical reports on changes every three months.
3. Recording information in the institute’s plan registry.
4. Responding to correspondence received from the university.
5. Monitoring staff members assigned both inside and outside the institute.
6. Monitoring the dropout record.
7. Monitoring integrity forms and the information bank form annually.
8. Monitoring the issuance of identification cards for staff members in coordination with the university.
9. Issuing university orders for retirement based on the employee’s request, except for those who have reached the legal retirement age or for health reasons.
10. Extending the employment service of non-faculty employees after obtaining the necessary approvals.
11. Reviewing requests for service additions, presenting them to the designated committee, obtaining official approval on their minutes, then issuing the necessary administrative order and sending it to the university.
12. Sending the retirement applications of institute staff to the National Pension Authority through an authorized person to ensure the granting of pension rights.
13. Reviewing the eligibility of employees being retired for accumulated leave salaries, pension bonuses, end-of-service bonuses, and other entitlements, according to the unified pension law and relevant provisions of the university service law.
14. Monitoring the payment of pension contributions deducted from the institute staff to the National Pension Authority, in coordination with the financial affairs department at the institute.
15. Referring staff requests to the Middle Technical University Authority for all types of orders (requests for regular leave with or without pay, transfers, assignments, retirement, resignations, etc.).
Duties of the Human Resources Unit:
1. Issuing administrative orders for staff members, including faculty, technicians, and administrative personnel (such as transfers, assignments, allowances, leave requests, sick and regular leaves, title changes, and official correspondence).
2. Preparing and updating service records.
3. Preparing information related to staff assignments in coordination with the university.
4. Responding to correspondence received from the university and other departments.
5. Monitoring academic documents and verifying their authenticity.
6. Processing hiring transactions and preparing service books.
7. Implementing an integrated program for technicians that includes the necessary data for managing their tasks correctly in the system (identification data).
8. Preparing annual allowance forms, consolidating the required information, sending them to the academic departments for evaluation, then forwarding them to the dean for approval, and subsequently issuing the administrative order for the allowance.
9. Issuing orders for official absence (unpaid leave) and monitoring employees’ return to work after such absence.
10. Issuing resignation orders based on the staff member’s request or considering an employee as resigned if they have been absent from official duties for ten consecutive days.
11. Issuing orders for regular and sick leaves and verifying the authenticity of medical reports.
12. Preparing well-organized records for long-term leaves, transfers to and from the institute, study leaves, and all related changes.
13. Attending meetings of the Assignment Committee at the Middle Technical University and handling the annual assignment process for technicians, with some meetings held monthly.
14. Preparing and monitoring staff changes for each technician and sending copies to the university’s Assignment Committee.
15. Issuing orders of thanks and appreciation, as well as financial rewards, as recommended by the dean.