๐ About the Department
The department provides high-quality services to university faculty and staff that fully comply with their legal requirements and works to implement them in accordance with the regulations and laws of the Ministry of Higher Education and Scientific Research.
The department was established since the university’s founding in 2014 and is linked to the Director of Administrative and Financial Affairs. It plays a fundamental role in implementing administrative and financial systems and regulations. The department aims to support the university’s administrative journey and achieve excellence in administrative services, in addition to ensuring the rights and obligations of affiliates.
๐๏ธ Vision
Working to accomplish administrative affairs tasks, implement electronic governance, keep pace with technological development to build a suitable and effective work environment, provide administrative and financial services that meet employee needs, employ programs and technology in all work, and develop capabilities and performance to the highest possible levels.
The vision seeks to:
- Achieve excellence in administrative services
- Apply electronic governance in administrative work
- Build an effective and suitable work environment
- Develop the capabilities of administrative staff
- Employ technology in administrative services
๐ฏ Mission
Developing and supporting all our university affiliates to work on mastering administrative skills to accomplish the tasks assigned to them and securing all university departments’ needs in a timely manner with efficiency and quality to achieve the university’s goals.
๐ฏ Main Objectives
1. Preparing a comprehensive database
Preparing a comprehensive database for all university employees that aligns with the job description.
2. Ensuring compliance with laws and regulations
Working to ensure compliance with applicable laws and regulations to continuously improve administrative work and elevate it professionally and technically.
3. Developing administrative staff
Developing administrative staff through participation in training courses and contributing to the development of developmental plans to maximize their potential.
4. Automating administrative procedures
Automating administrative procedures to keep pace with technological developments in all administrative fields related to the department.
โ๏ธ Services Provided
Basic services provided by the department:
- ๐ Granting functional entitlements (legal promotion / annual increment)
- ๐ฅ Supplying university formations with required functional staff
- ๐๏ธ Forming various committees (certificate calculation and title changes)
- ๐ Granting legal entitlements for advanced degree seniority
Additional services:
- ๐ Preparing regulations and controls related to public service
- ๐จ Issuing university orders for service extensions
- ๐ Monitoring university staff movements (retirement/resignation)
- ๐ด Granting five-year leaves according to regulations
๐๏ธ Department Structure and Subdivisions
Faculty Affairs Division
Seeks to unify efforts by processing university faculty members’ transactions
Main Tasks:
- Issuing university orders for exemption and assignment after obtaining necessary approvals
- Issuing appreciation and thanks letters for faculty members
- Issuing orders for termination of faculty service according to law
- Receiving requests from faculty members wishing to obtain various types of leave
- Issuing university orders to implement audit committee recommendations
- Issuing circulars containing ministerial and university directives
- Granting required allowances according to applicable laws
- Providing Employment and Staffing Division with faculty detachment and assumption dates
- Preparing assumption and detachment letters for faculty inside and outside Iraq
- Issuing orders for registration cancellation for deceased during service
- Issuing orders for full-time dedication outside official working hours
- Issuing orders for partial dedication and study leaves
- Granting Distinguished Professor title to retired university professors
- Seconding faculty services to work in private colleges and universities
- Monitoring duration of occupying branch and department head positions
- Monitoring issuance of exemption and assignment orders for assistant deans
- Monitoring duration of occupying department or branch head positions
- Issuing university orders for granting scientific titles (Assistant Lecturer / Lecturer)
Staff Affairs Division
Managing administrative affairs for administrative staff and developing their performance
Main Tasks:
- Reviewing employee performance to assess their ability to perform assigned tasks
- Issuing university orders for exemption and assignment after obtaining necessary approvals
- Identifying employee weaknesses for treatment through training and development
- Preparing a standard evaluation system based on competence
- Issuing appreciation and thanks letters
- Issuing orders for termination of employee service according to law
- Issuing circulars containing ministerial and university directives
- Receiving requests from employees wishing to obtain various types of leave
- Granting employee required allowances according to applicable laws
- Providing Employment and Staffing Division with employee detachment and assumption dates
- Preparing assumption and detachment letters for employees inside and outside Iraq
- Issuing university orders for full-time dedication outside official working hours
Employment and Staffing Division
Managing employment processes and functional staffing in the university
Main Tasks:
- Issuing university orders arranging consequences of appreciation and thanks letters
- Issuing university orders for transferring services of university affiliates
- Issuing university orders for appointing university affiliates
- Corresponding with all colleges regarding appointment and service transfer
- Corresponding with Ministry of Higher Education regarding appointment and service transfer
- Corresponding with all universities regarding service transfer and appointment
- Preparing statistics for service transfer and appointment for all previous years
- Monitoring Ministry of Higher Education circulars to all colleges
- Preparing submissions to the University President and Administrative Assistant
- Issuing university orders for appointment and reappointment in our university
- Completing appointment and reappointment statistics for all previous years
- Responding to Ministry of Higher Education circulars
- Preparing appointment and reappointment submissions
- Providing Ministry of Higher Education with top graduates statistics
- Issuing university orders related to contracts according to Council of Ministers decisions
- Working on electronic systems (Top Graduates Appointment System / Leave System / Activities System)
- Monitoring and approving university staffing (University Presidency and all colleges/institutes)
- Monitoring and auditing all staffing changes (transfer/promotion/political dismissal)
- Issuing university orders for staffing
- Issuing university orders for changing job titles according to law
- Working on electronic staffing system and top graduates information system
- Issuing university orders for promotions of university affiliates
- Preparing minutes of Central Promotion Committee for approval
- Auditing employee eligibility for increment and promotion
- Issuing university orders for increments according to university network increment system
- Working on electronic promotions system
Documentation and Electronic Files Division
Managing electronic archive and official documents
Main Tasks:
- Providing all university departments and divisions with needed data and information
- Paper archiving and electronic archiving of all letters and orders
- Issuing endorsement letters for all employees to all government departments
- Issuing service summaries for university presidency affiliates and mission orders
- Completing and following up appointment procedures between university presidency and all ministries
- Printing all university orders and official letters for staffing employees
- Calculating and balancing leaves
- Preparing and printing service summaries
- Archiving all orders and official letters received by mail
- Storing and indexing all orders and official letters for all staffing employees
- Opening files for affiliates transferred from formations to university presidency
Retirement Division
Following up retirement and pension affairs for affiliates
Main Tasks:
- Receiving requests and correspondence related to retirement
- Preparing comprehensive statistics on university staff reaching legal retirement age
- Following up procedures for extending service of Professor and Assistant Professor according to law
- Submitting submissions to University President regarding those reaching legal retirement age
- Referring those reaching legal retirement age to retirement according to law
- Referring affiliates wishing to retire according to their requests
- Referring affiliates to retirement for health reasons according to medical committee decisions
- Referring politically dismissed to retirement upon reaching age 65
- Granting retirement rights and other rights to those referred to retirement
- Following up procedures for modifying birth dates for faculty and staff
- Contracting with retirees according to applicable decisions
- Contracting with non-retirees according to applicable decisions
- Granting affiliates accumulated leave salaries upon retirement
- Granting faculty summer vacation salaries in addition to accumulated salaries
- Extending service of politically dismissed employees or martyrs’ families
- Completing political dismissal tasks and receiving ministerial mail
- Implementing inclusion decisions under Political Dismissal Law
- Auditing dual political dismissal decisions with political dismissal period
- Implementing suspension decisions and following up responses to ministry