Administrative and Financial Affairs Department
And it shall assume the powers assigned to it according to Cabinet Resolution No. (101) for the year 2012 AD referred to, through the following sections: –
First: The budgets section, it is concerned with the following:
Responsible for preparing the management budget for the sector and its affiliated bodies in coordination with the divisions and related bodies.
Providing and collecting all the data necessary to finalize the sector’s operating budget.
Create a general database for the necessary data in accordance with the requirements set by the Ministry of Finance.
Collecting the monthly expenses and revenues reports of the Bureau and the entities affiliated with the sector, and submitting them in a comprehensive report (periodically and annually).
Prepare departmental mandates related to the running budget and follow up on their spending according to the expense report submitted by the authority authorized to spend and calculate the remaining liquidity, provided that they are approved by the competent authorities.
Participate in preparing the necessary transfers to employ the remaining amounts of items to meet the needs of the sector.
Closing the final accounts of the Diwan and its affiliated entities, and which are granted authorizations of interest.
Preparing periodic reports in the field of the department’s work.
Second: The Financial Affairs Department, which consists of the following units:
1. The Accounts Unit is specialized in the following:
Opening the financial records necessary to organize the work.
Follow up the settlement of all amounts spent off-budget and settle them according to the offers approved for them.
Keeping financial documents and organizing them in a way that can be consulted when needed.
Preparing a bank account settlement note.
Performing exchange activities, collecting revenues, preparing financial documents and opening documentary credits in accordance with the legislation in force.
Regulating the disbursement of the covenant and advances and working to close or replace it in accordance with the controls and procedures followed in that, and within the established dates stipulated by the law.
Preparing revenue and expense reports and referring them to the competent authorities.
Carry out warehouse and treasury organization activities and keep the necessary records stipulated by law.
Preparing periodic reports on the unit’s field of work.
2. The Payroll Unit, which specializes in the following:
Preparing the salaries and special gifts for the employees of the Ministry and its affiliated bodies, whose salaries are spent centrally, according to the attendance and departure statements received from the authorities.
Enter the mechanization of this according to the legislation and regulations in force in this regard.
Work to create a database for all employees whose salaries are disbursed in terms of their job and social data according to the form prepared by the budget department.
Work on activating the electronic archiving system for salaries to refer to it when needed.
Coordination with all sectors affiliated with the sector regarding updating the job database for all their employees.
Preparing the forms related to the security contributions of the employees, the share of the employer and the share of the treasury.
Work to pay the security contributions in a timely manner in the law to avoid late fines.
Follow up on all entities affiliated with the Ministry regarding the payment of security contributions in a timely manner.
Follow up on all other security measures related to employees.
Preparing periodic reports in the unit’s field of work.
3. The Treasury Unit is specialized in the following:
Collect the revenue generated by the sector according to the laws regulating this.
Keeping instruments and any valuable documents.
Maintaining letters of guarantee, monitoring their validity, and taking necessary measures to determine their validity.
Handing out the Sukuk issued by the financial department to those who are entitled to them.
Receive the sukuk from the financial department.
Keeping the fuel books and prepaid cards for the phone and the devices of value and distributing them according to the specified controls.
Receipt of receipts (PM 5) and follow-up on collection of their receipts according to the deposit slips and receipt.
Preparing periodic reports on the unit’s field of work.
4. The Contracts and Documentary Credits Follow-up Unit:
Register all contracts to which the ministry is a party or contracts for the entities affiliated with the ministry and that are signed by the minister or the agent.
Opening a record for each contract in which the value, the completed works and the balance are determined, and following up all the conditions of the contract.
Maintaining all documents related to contracts separately, starting from the awarding decision, the scale of assessment, technical specifications, specifications issued in respect thereof, extracts, payment certificates and related technical reports … etc.
Follow up the approval of the ready extracts for payment with the Audit Bureau.
Coordination with the audit office on letters of guarantee regarding contracts in terms of renewal.
Carry out customs clearance procedures.
Prepare special documents regarding opening and documentary credits and following their movement.
Preparing periodic reports in the unit’s field of work.
5. The warehousing unit:
Supervising the stores and stockpiles, directing the storekeeper regarding the stockpiling and storage party, and alerting the administration of any deficiencies in particular.
Determine the book balances of the items.
Follow up the exchange process from the stores.
Submit the balances of the inventory committees to be matched with the actual balances.
Activating the warehouse monitoring system and developing it to ensure tight control of the warehouses.
Preparing periodic reports in the unit’s field of work.
Third: The Administrative Affairs Department, which consists of the following units:
1. Personnel Affairs Unit, with the following powers:
Implementing legislation and regulations related to personnel affairs.
Preparing and following-up procedures for appointment, promotion, delegation, secondment, and conclusion of job contracts, bonuses and licenses in coordination with the competent authorities.
Working to introduce modern mechanization in the field of personnel affairs.
Keeping employees personal files and keeping confidential documents and reports.
Organizing and monitoring the daily attendance and departure of the employees in the Ministry’s office, and preparing the monthly report accordingly and referring to the salary unit.
2. The Staffing and Organizing Unit, which specializes in:
Create a job database for all employees of the ministry and its affiliated bodies, and supervise their follow-up and update whenever necessary.
Preparing the staffing record for the Ministry’s office in cooperation with the Personnel Affairs Unit.
Evaluating the proposals for angel records submitted by the agencies affiliated with the Ministry before referring them for approval by the competent authorities.
Follow-up of personnel affairs in the agencies affiliated with the Ministry related to the termination of service, appointment, contracting, promotion, delegation and secondment from the reality of the job owners.
Preparing periodic reports on the unit’s field of work.
3. The Archives and Archives Unit, with the following competencies:
Organize archives affairs from receiving, recording, indexing and collecting incoming and outgoing mail and delivering it to departments, offices and agencies affiliated with the Ministry.
Tabing and saving incoming and outgoing correspondence with objective files in a way that guarantees easy access to them.
Working to introduce modern mechanization in the field of archives and electronic archiving.
Archive documents and correspondence of incoming and outgoing mail and supervise their preservation in a manner that ensures their preservation and accessibility when needed.
Coordination with the administration in the area of raising the efficiency of employees.
Preparing periodic reports on the unit’s field of work.
Fourth: The Public Relations and Services Department, which consists of the following units:
1. The Public Relations Unit, which specializes in:
Implementing legislation and regulations related to providing services to employees.
Providing services to employees in the Ministry in accordance with the legislation in force.
Complete and follow-up procedures for the guests, including reception, residence, transportation and all matters related to relations, in coordination with the competent authorities.
Oversee the cleaning work to provide the best services and ensure its proper performance.
Preparing periodic reports in the unit’s field of work.
2. The Movement and Maintenance Unit, which specializes in:
To organize the movement of machinery, equipment and cars owned by the Ministry in a manner that ensures their preservation.
Follow up the machinery, equipment, and vehicles affiliated with the Ministry, and open files to store their documents and the procedures regulating their use.
Work on maintaining the ministry’s machinery, equipment and cars and proposing the best ways to maintain it.
Maintaining the fixed assets of the Ministry’s office and performing the necessary periodic maintenance for it.
Preparing periodic reports in the unit’s field of work.
3. The Security and Safety Unit, which specializes in:
Supervising the day-to-day guarding and rotating work to maintain the buildings and constructions of the Ministry.
Take the necessary measures to ensure the safety of employees and the headquarters of the Ministry from fire and occupational accidents.
Follow up the movement of entry and exit of employees and visitors and take the necessary measures to organize it.
Preparing periodic reports in the unit’s field of work.
Fifth: The warehouse department, with the following competencies:
Division of stocks, given their nature.
Keeping items in stores in a way that suits their nature.
Providing the reasons for complete prevention by accomplishing the necessary precautions to confront the factors that cause its damage.
Take special care with regard to the items assigned to it, for a certain period spoils its expiry.
Keeping all records stipulated by law, such as the store stadium record and item cards, as well as documents related to exchange from stores or secondment or requesting exchange and requesting the return of items.
Preparing annual measurements of the sector’s needs according to the requirements of the law and in coordination with the director of the department.
Preparing periodic reports in the field of the department’s work.