The Department of Administrative and Financial Affairs (Office of the Secretary-General)
Welcome to the Department of Administrative and Financial Affairs (Office of the Secretary-General) at Sebha University.
The tasks of the Department of Administrative and Financial Affairs at Sebha University include carrying out all the work related to personnel affairs, such as preparing the organizational structure, handling contracting matters, appointments, promotions, secondments and transfers, service-related issues, and other relevant tasks in accordance with applicable legislations.
This includes opening and maintaining records and personal files of employees, ensuring the confidentiality of their contents, and regulating their circulation among authorized personnel.
The department is responsible for preparing operational and developmental budget projects based on principles and rules set by the competent authority, as well as implementing approved budgets for the university according to their designated purposes, within the limits established for each section or item, all in line with applicable legislations. The department also handles reception and inquiries from visitors to the university administration.
Providing all services to university employees in accordance with the provisions of Law No. (19) of the year 1428 Hijri and its executive regulations.
Ensuring the university’s needs for equipment, office supplies, scientific and housing facilities including furniture, laboratories, medical devices, computers, and other related requirements for the university’s work and activities.
Providing the university with stationery materials, operation supplies including chemicals, analytical materials, and others.
Handling all matters related to opening credits and customs clearance for imported goods by the university.
Inspecting purchases and ensuring compliance with specified purchasing contracts, as well as taking necessary actions regarding any defects or violations.
Implementing current legislation in the field of procurement and storage.
Ensuring compliance with inventory records and registers, making necessary entries promptly, keeping track of item cards, recording supplied and consumed items.
Ensuring the availability of all security and safety procedures and requirements in the warehouses.
Participating in committees and work teams related to the office’s activities.
Preparing periodic and annual monitoring reports on the office’s activities.
Participating in seminars, conferences, and scientific gatherings related to the office’s activities both domestically and internationally.
Preparing periodic and annual financial reports.
Preparing necessary responses and clarifications regarding any observations made by regulatory authorities related to the office’s activities.
اجتماع الكاتب العام مع مديري الإدارات جامعة سبها الادارة العامة
The General Secretary performs the following duties and responsibilities:
- Supervising the preparation of administrative, financial, training plans related to general services, procurement, stores, university security, technical affairs, projects, and supervising the preparation of budgets, timelines, and implementation policies for these plans.
- Supervising the preparation of the university’s annual budget and following up on its discussion with relevant authorities and working on its approval.
- Chairing the University Staff Affairs Committee, presenting its results for accreditation, and monitoring its implementation.
- Supervising the preparation of the university’s annual activity report and other periodic reports within his/her supervisory scope.
- Chairing the Disciplinary Committee for university employees, working on the approval of its results, and monitoring its implementation.
- Supervising the preparation of the final account and submitting it for accreditation.
- Providing proposals for developing work at the university, streamlining procedures, and supervising the preparation of administrative, financial, and technical guidelines.
- Supervising the implementation of the approved organizational structure and the annual staffing plan, in order to submit them for accreditation.
The General Secretary’s office is responsible for monitoring the following offices:
- The office specializes in the following:
- Carrying out all work related to personnel affairs in terms of preparing staffing, contracting, appointment, promotion, delegation, secondment, service, and other related work in accordance with the legislation.
- Opening and maintaining records and personal files of employees, maintaining the confidentiality of their contents, and organizing their circulation among specialists.
- Carrying out incoming and outgoing mail, organizing its documentation, distribution and keeping its records.
- Proposing plans and programs for developing the capabilities and skills of employees and following up on their implementation.
- Carrying out printing, copying, photocopying and photocopied mail.
- Determine the needs of the office tools and equipment, as well as the stationery, in coordination with the relevant organizational divisions, and take measures to provide them.
- Participate in the work of committees and work teams related to the administration’s activity.
- Participation in seminars and scientific forums related to the office’s activity inside and outside.
- Preparing periodic and annual follow-up reports on the office’s activity.
- The office specializes in the following:
- Preparing management and development budget projects, in accordance with the principles and rules determined by the competent authority.
- Executing the approved budgets for the university according to the purposes allocated to it and within the limits of what is approved for each section or item, all in accordance with the legislation.
- Maintaining financial records and the necessary entry procedures for all financial transactions.
- Preparing and disbursing salaries and financial benefits for workers.
- Issuing travel tickets for delegates on official missions, and disbursing the necessary advances at the expense of travel and overnight allowances.
- Making the necessary reconciliations for the university’s bank accounts, and preparing settlement notes related to settling the differences.
- Disburse temporary and sustainable financial covenants, and make the necessary settlements for them on the specified dates.
- Participate in the periodic, sudden and annual inventory.
- Carrying out all actions that ensure the rationalization of spending and the preservation of university funds.
- Participate in the work of committees and work teams related to the office’s activity.
- Participation in seminars and scientific forums related to the office’s activity inside and outside.
- Preparing periodic and annual financial reports.
- Preparing the necessary responses and clarifications to any observations made by the supervisory authorities related to the office’s activity.
- The office specializes in the following:
- Carrying out reception and inquiries for visitors to the university administration.
- Provide all services to university employees in accordance with the provisions of Law No. (19) of 1428 referred to it and its implementing regulations.
- Reserving travel tickets for delegates on official missions.
- Carry out reception services and all other procedures for university guests, and organize and arrange their meetings with people in charge.
- Taking procedures for booking hotels and receiving at the airport for faculty members and employees of the university.
- Organizing the movement of vehicles belonging to the university, keeping its records and files, and taking over the necessary maintenance work on religious and national occasions.
- Holding the necessary ceremonies on religious and national occasions.
- Strengthen the friendship bonds between the university workers. By holding parties, organizing trips and recreational trips, national sports and social activities for workers and their families.
- Organizing the participation of the university and its workers in the afforestation and cleaning campaigns.
- Coordinating and organizing participation in cultural and scientific exhibitions, and highlighting the university’s various coordination activities.
- Participate in work and work teams related to the office.
- Preparing Periodic and annual reports of the office’s activity.
- The office specializes in the following:
- Providing the university’s needs of office, scientific and housing equipment and supplies such as furniture, laboratories, medical laboratories, computers and other needs related to the work and the activities of the university.
- Providing the university’s needs of stationery and operating supplies such as chemicals, analytical materials, and others.
- Carry out all the work related to opening credits and customs clearance for university supplies from abroad.
- Examine the purchases and ensure that they comply with the specifications specified in the purchase contracts, and take the necessary measures regarding any defects or violations.
- Implementation of the applicable legislation in the field of purchases and stores.
- Ensure adherence to keeping records and inventory books, making the necessary entries on a regular basis, keeping item cards, and recording items supplied and disbursed.
- Ensure that all procedures, as well as the security and safety requirements are provided in the warehouses.
- Participate in the work of committees and work teams related to the office’s activity.
- Preparing periodic and annual follow-up reports on the office’s activities.
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