The Office Affairs Department consists of several divisions and an administrative unit. It operates under the direct supervision of the division head and in coordination with the Assistant President for Administrative Affairs. The department’s organizational structure includes the following:
Administrative Unit
- Organizes the department’s internal administrative work.
- Prepares official correspondence: Drafts administrative correspondence according to official procedures, prints it, and documents it before sending it.
- Manages official mail (incoming and outgoing) and distributes it to relevant departments.
- Monitors official correspondence and archives it in both paper and electronic formats.
- Monitors employee attendance within the department and organizes attendance records.
- Stores documents and transactions according to the approved archiving system.
- Coordinates between the department and other divisions and units within the University Presidency.
Mechanisms Division
- Organizes the movement of university vehicles and determines daily work schedules for drivers.
- Maintains vehicle maintenance and monitors periodic vehicle inspections in coordination with technical authorities.
- Organizes a vehicle movement log and monitors fuel consumption.
- Provides internal and external transportation services for university staff as needed.
- Supporting service and logistical campaigns that require the use of vehicles.
Agriculture Division
- Maintains gardens and green spaces on campus.
- Implementing seasonal afforestation plans in cooperation with relevant units.
- Organizing environmental and health campaigns to enhance the university’s aesthetics.
- Continuously monitors the maintenance of irrigation systems and provides appropriate seedlings and plants.
Communications Division
- Manages the university’s internal communications network, including wired and wireless telephones.
- Repairs technical faults and develops communication systems when needed.
- Documents official contact numbers and updates them periodically.
- Provides technical support to departments requiring direct and regular communication.
Civil Defense Division
- Supervises the implementation of occupational safety and civil defense instructions within the university.
- Monitors the readiness of firefighting and emergency systems.
- Organizes awareness and training courses for university employees on prevention and safety.
- Prepares periodic reports on the status of safety in university buildings in coordination with relevant authorities.
Services and Maintenance Division
- Provides daily cleaning services for university buildings and facilities.
- Performs preventive and remedial maintenance work on electricity, water, and cooling systems. Providing cleaning materials and general services for facilities.
- Coordinating with university colleges to meet their service and technical needs.
Technical Workshops Division
- Maintenance and rehabilitation of university and office furniture.
- Implementing small projects related to wood and metal equipment.
- Cooperating with maintenance divisions to implement work requiring precise technical skills.
Final Remarks:
This organizational structure is flexible and can be updated according to the university’s expansion and future needs. It takes into account the principles of specialization and division of labor to achieve high performance efficiency.
For more information, contact us at the official email of the Diwan Affairs Department:
Diwan.affairs@kus.edu.iq