The Administrative and Legal Department

June 15, 2016

The Administrative and Legal Department includes:
1. The Legal Affairs and Human Resources Unit, which is responsible for the following tasks:
• Preparing reports for investigative committees, audit committees, or disciplinary committees concerning internal department students or employees who are subject to legal actions, and following up on legal matters related to the department.
• Providing legal advice regarding internal department matters to make appropriate decisions or give legal cover to decisions made by the department head.
• Managing human resources matters, including:
• Organizing and maintaining employee files for permanent staff, contractors, and daily wage employees.
• Managing and following up on official transactions for department staff and drafting official letters and correspondence.
• Coordinating and following up on responses to official letters in collaboration with other administrative units, adhering to specified timelines.
2. The Database and Electronic Archiving Unit, which is responsible for the following tasks:
• Preparing information databases about all matters related to the internal departments, including staff, employees, assets, buildings, student numbers, and performing regular updates.
• Electronic archiving of official letters and correspondence.
• Designing and implementing systems.
• Developing operational programs for the department.
3. The Maintenance, Technical Workshops, Stores, and Equipment Unit, which is responsible for the following tasks:
• Maintaining and repairing all equipment, furniture, and electrical devices in all internal departments.
• Conducting regular inspections to review faults in all service and health facilities in the internal departments.
• Performing regular maintenance of generators.
• Carrying out ironwork, carpentry, and other crafts inside the workshops designated for this purpose.
• Conducting routine maintenance for cooling devices and refrigerators.
• Preparing materials in engineering lists, such as doors, windows, etc., to reduce purchase costs.
• Managing the movement of vehicles belonging to the internal departments and directing them to support ongoing work.
• Following up on the fuel supply transactions for generators with petroleum product supply companies and overseeing the supply process.
• Ensuring sufficient fuel (liquefied gas and kerosene) is provided for the internal departments and monitoring its delivery to student housing complexes.
• Coordinating with the university’s engineering department regarding maintenance and renovation of internal department buildings and leased buildings, as well as contributing to the preparation of engineering designs.
• Managing all matters related to furniture, devices, and equipment for the internal departments, including proper storage and following the correct storage procedures to facilitate the entry and exit of stored items. Regular, quarterly, or annual inventory checks are conducted, and proper records are maintained for the storage and distribution of materials.
• Supervising the entry and exit of internal department materials to and from the department’s stores.
• Supervising and following up on the distribution of materials received by the storage and issuance unit.
• Supervising and following up on furniture and consumable materials in the internal departments, including how these items are withdrawn and deposited in the designated storage areas, and monitoring the deletion and disposal of such materials.

The Accounting Department

June 15, 2016

The Accounting Department includes the following units:
1. The Fund Resources and Grants Unit, which is responsible for the following tasks:
• Collecting and depositing the revenues of the Internal Department Support Fund in accordance with Law No. (7) of 2012.
• Maintaining the accounting records related to the fund.
2. The Expenses and Financial Appropriation Unit, which is responsible for the following tasks:
• Organizing all documents and checks and following up on their previous settlements.
• Maintaining the accounting records related to expenses.
• Preparing, organizing, and settling all permanent and temporary advances, and other financial matters.
3. The Balance Unit, which is responsible for the following tasks:
• Preparing the monthly trial balance and preparing the expense statement.
• Preparing the trial balance for the closing accounts.
• Sending the balances and closing accounts to internal audit and control.
4. The Closing Accounts Unit, which is responsible for the following tasks:
• Preparing the closing accounts at the end of each financial year.
• Reviewing expenses and financial appropriations.
• Preparing the statements related to revenues and trusts at the end of the financial year, in accordance with the applicable regulations.
• Reviewing the accounts of the Fund Unit.