Vice-Chancellor

Introduction:

Article (18) Section (1) states that the Vice-Chancellor shall be appointed by the Chairman of the Council on the recommendation of the Chancellor from among the members of the teaching staff or senior administrators in accordance with the provisions of the regulations.

Several departments are under its umbrella including:

  1. Financial Department.
  2. Human Resources Department.
  3. Service Department.
  4. Investment Department.
  5. Engineering Department.
  6. Department of Security and Safety.

The office of the Vice-Chancellor consists of the following units:

  1. The Executive Office.
  2. Implementation and follow-up unit ( will be activated in case of extension of the university and its expansion in the future).
  3. Secret Office.
  4. The Photocopying Unit.

Current Vice-Chancellor: Yousif Omer Alhaj.

Tasks of the Vice-Chancellor:

  1. The Vice-Chancellor shall be responsible before the Chancellor for the administrative and financial performance of the University in accordance with the provisions of the statutes and regulations.
  2. Supervises the development and restructuring of the various departments’ plans and strategies and their implementation.
  3. Sets the organizational structure of the different departments of the university and determines their powers and functions.
  4. Follow-up and evaluation of the administrative and financial performance of the departments which are under his umbrella.
  5. The Vice-chancellor shall keep the General University seal and a special register for all the University’s properties and submit an annual report to the University Chancellor.
  6. Supervises the preparation of the university budget and sets the general budget of the university..
  7. To present budget of the University to the Executive Committee and Finance for discussion and then be submitted to the University Council for its approval.
  8. Rapporteur of the University Council and records the proceedings of the meetings and the decisions of the Council.
  9. Follows up the implementation of the decisions and notifies the Council of the results.
  10. Provides financial and administrative reports to the Board and the Executive Committee and the Finance.
  11. Keeps the register of posts and the names of its occupants including the teaching staff members, their assistants, technical and technological lecturers, employees, workers, and guards.
  12. Keeps University funds in banks and informs the Council of thereabouts.
  13. Maintains the register of contracts concluded with external parties and informs the Council thereof.
  14. Chairs the appointments and promotions committee for employees, workers and university guards or delegates the person who does so on his behalf.
  15. Chairs the tenders committee.
  16. Chairs the Investment Committee.
  17. Signs the checks issued by the university as the first signature.
  18. Signs the contracts concluded and the other parties as the representative of the university and has the right to delegate a signatory on his behalf.
  19. Approves the disbursement of funds and the collection of revenues specified in the budget of the University.
  20. Supervises department directors evaluate their performance and approve their annual leaves.
  21. Approves the disbursement of additional incentives for employees according to their performance, achievements and social contributions of workers according to the urgent need.
  22. Approves the appointments of employees, workers and university guards according to the rules and regulations.
  23. Approves the promotions of employees, workers and university guards as recommended by the Promotions Committee.
  24. Approves the recommendations of the accounting committees for employees, workers and university guards.
  25. Certifies monthly and yearly accounts reports of the actual performance.
  26. Follows up the reports of the internal auditor on the progress of financial performance and directs correcting of violations and errors.
  27. Approves the performance reports of employees, workers and university guards and delegates his or her representative to the adoption of reports.
  28. Any other tasks assigned to him by the Chancellor.

Executive Director of the Vice Chancellor’s Office:

The University Vice-Chancellor shall have an executive director who is experienced and shall be responsible before the Vice-Chancellor when performing his tasks.

Tasks:

  1. Supervises the administrative performance of the Office of the Vice-Chancellor.
  2. Assistant to the Vice-Chancellor in the performance of his administrative, financial and organizational tasks.
  3. Performs some of the functions delegated by the Vice-Chancellor.
  4. Rapporteur of all committees in the Office of the Vice-Chancellor.
  5. Supervises all incoming and outgoing correspondence and follows up their transfer to the competent authorities or responding to them in accordance with the directives of the Vice-Chancellor.
  6. Follows up the implementation of decisions and directives issued by the Vice Chancellor through the follow-up and implementation unit.
  7. Preparation of memoranda and reports assigned by the Vice Chancellor.
  8. Supervises the work of the secret office.
  9. Signs the entitlements of the office and contacts the university’s Vice-Chancellor thereon.
  10. Programming the leaves of the employee and workers of the Vice-Chancellor’s Office.
  11. Invitation to meetings of the Vice Chancellor’s office.
  12. Supervises documents and archives of the Vice Chancellor’s office.
  13. Evaluation of the performance of employees and workers of the Vice Chancellor’s office.
  14. Follows up attendance and departure of employees and workers belonging to the Vice Chancellor’s office.
  15. Any other tasks assigned to him by the Vice-Chancellor.

Assistant Executive Director of the Vice Chancellor’s Office:

The executive director of the Vice Chancellor’s office shall be experienced and shall be responsible before the executive director of the Vice-Chancellor in performing his duties.

Tasks:

Assistant Executive Director in the performance of his tasks and shall have the following duties:

  1. Prepares for the meetings of the Vice Chancellor and any other committees assigned in coordination with the secretarial office.
  2. Follows up the decisions issued by the Vice Chancellor’s meetings or any committees or meetings under the responsibility of the secretary of the executive office of the Vice Chancellor’s office.
  3. Prepares the notes and reports assigned to him by the Executive Director of the Vice Chancellor’s Office.
  4. Receives the incoming correspondences from the follow-up department and delivers them to the director of the executive office after their classification.
  5. Any other tasks assigned to him by the Executive Director of the Vice Chancellor’s Office.

Head of Follow-up and Implementation Unit :

An employee shall be appointed to be the head of the follow-up and be responsible before the Assistant Executive Director of the Vice Chancellor’s office when performing the following tasks:

  1. Supervising the printing of all correspondence issued by the Vice Chancellor’s office.
  2. Responsible for receipt of the incoming correspondences and their delivery to the Assistant Executive Director and follow-up the outgoing ones from the office.
  3. Commitment to attendance and departure according to official hours.
  4. Any other tasks assigned to him by the Assistant Executive Director of the Vice Chancellor’s Office.

Head of Secret Office :

Be responsible before the executive director of the Vice Chancellor’s office:

Tasks:

  1. Opens secret files for employees, workers, drivers and university guards.
  2. Keeps the documents and correspondence received from the competent authorities.
  3. Computing and archiving of secret files.
  4. Maintains the confidentiality of the information and not to give any information except through its direct supervisor.
  5. Receives the performance reports approved by the Vice Chancellor, saves them to the file and issues a statement to the Department of Human Resources to grant the annual bonus and promotions.
  6. Provides the promotion committees with the completed files and follows them back.
  7. Receives and keeps minutes of investigation and accounting committees.
  8. Supervises employees in the department control their attendance and supervise their performance.
  9. Carries out the programming of employees leaves in the department.
  10. Commitment to attendance and departure according to official hours.
  11. Any other work assigned to him by the Director of the Executive Office of the Vice-Chancellor.

Secretariat of  Vice Chancellor’s Office:

The office of the Vice-Chancellor shall have an experienced secretary.

Tasks:

  1. Manages, organizes and saves files according to proper scientific principles.
  2. Prints on the computer according to document type and photocopying.
  3. Manages the Office works including receipt of incoming correspondence received by e-mail, fax or mailbox and distributes the same the concerned authorities in a timely manner in coordination with the Department of follow-up and implementation as well as sending of outgoing letters issued to the concerned parties outside the University through the means mentioned above.
  4. Carries out the tasks of public relations officer in the reception of guests and scheduling appointments to meet the Vice-Chancellor via the executive office director and answers the phone.
  5. Organizes the meeting schedule of the Vice Chancellor and serves notices of the dates of meetings and preparation of these meetings with all the necessary documents, facts, and equipment.
  6. Writes Office needs for stationery, hospitality items, and others.
  7. Maintains business secrets.
  8. Commitment to attendance and departure according to official hours.
  9. Any other tasks assigned to him by his senior superior.

Photocopying & Equipment Maintenance Unit:

Unit Tasks:

  1. Works on the early preparation and designing the exam answer book for all university faculties.
  2. Prints the registration forms and the references to some faculties and the results of the examinations.
  3. Maintenance of photocopying machines and printers according to the required technical and technological specifications, provision of all the maintenance requirements including operating materials and spare parts, taking into consideration the quality of the choice.
  4. Checks all photocopiers, printers, copiers and what is needed to meet the exam period.
  5. Lists printers, copiers, and scanners at the university.

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