Administrative and Financial Affairs Department

About

The Department of Financial and Administrative Affairs is the vital backbone of the presidency of Al-Farahidi University, as it is considered one of the most important departments because of its important role in making the decisions envisioned by the administrative leadership. The function of this department is directly linked to the general policy of the university with regard to investing its human and material resources through the specialized or specialist staff in drawing up the university’s financial policy, and preparing studies to embody the performance of the tasks entrusted to this department to reach the best and most successful results in organizing and preparing the annual budget (long and short term), preparing final accounts and covering all financial issues (expenses, accounts, taxes, expenditures, salaries, other services), drafting them, then examining them and making a decision according to administrative powers.

Vision

Follow up and submit annual expenditure reports, prepare the final account, and also follow up on the movement of outgoing and incoming funds (expenses) collected from various activities, and organize the movement of cash liquidity in accordance with legal legislation and financial decisions. It is also important to develop necessary proposals to develop self-revenues or study revenue collection. The extremely important things that need to be done are preparing table studies for the financial amounts disbursed for work and financing projects, and then allocating financial resources according to the approved budget. All these details are done through preparing the draft annual budget based on the strategic plan with the participation of other organizational units.

Mission

Work on analyzing and studying financial data and transforming them into an information format that will be useful in identifying difficulties and assessing needs, within the annual financial plan by preparing the budget related to revenues, expenses and taxes to determine the best investment of capital and human resources within the university’s general strategy in choosing the best ways and means available to implement activities and tasks.

Goals

There are goals that can be achieved through implementing the current budget, including:
1. Providing all service requirements and overcoming all difficulties for the colleges and departments of the university presidency in order to raise the scientific level of students and lecturers through theoretical lectures, scientific hours in laboratories, training courses, and participation in conferences and seminars.
2. Contributing to drawing up plans to ensure the achievement of the university’s long and short-term goals.
3. Providing reports that help senior management to make appropriate decisions based on numbers. This is called management by exception.
4. Identify deviations from the plan after implementation, and assist senior management in determining appropriate procedures to address and correct them.

Department Manager Powers

The department director at the university presidency exercises the following powers to conduct the department’s work as required:
1. Distributing tasks among employees working in the department to conduct work.
2. Supervising the work performance in the department and following up on employees’ activities.
3. Suggesting sending letters of appreciation and gratitude to distinguished and creative workers.
4. Recommending granting promotion bonuses from one level to another to workers in the department.
5. Representing the department in scientific and technical seminars and conferences within the scope of the department’s specialization.
6. Distributing tasks and responsibilities among department members in a way that helps develop and improve work performance within the specified limits.
7. Evaluating the performance of employees in the department and submitting it to the university presidency.
8. Recommending that the department’s duties be assigned to one of its members in cases where the department director takes regular, sick, or delegation leaves.
9. Any other powers granted to him by his direct supervisor.

Department divisions

1. Employees Affairs Division:

It is a division affiliated with the Department of Administrative and Financial Affairs at the university, whose tasks include (transfer, placement, vacations, circulars and directives...etc.) as it seeks with its staff to accurately complete the transactions related to university employees in order to achieve effective job management.

Division tasks:

• Issuing university orders for the transfer and placement of employees inside and outside the university and other ministries.
• Issuing university orders regarding regular leaves with and without pay and sick leaves.
• Issuing letters of appreciation and gratitude compensation letters for our university’s permanent and temporary employees and students.
• Issuing university orders to grant study leaves to our university employees.
• Issuing administrative orders regarding disengagement and immediate departure with regard to regular and sick leave, absences, study, transfer, and placement, and providing them with a liability release regarding our university employees.
• Issuing university orders to dispatch our university employees.
• Issuing authorization letters for our university employees.
• Approaching the Ministry, all Iraqi universities, all state departments, and our university’s colleges, departments, and centers.
• Providing our university employees with letters supporting their continued service to all state departments.
• Issuing university orders for appointment and reinstatement regarding holders of certificates (below primary / primary / intermediate / middle school / diploma / bachelor’s).
• Issuing university orders regarding resignation of employees.
• Circulating the Ministry’s books to all colleges, departments, and centers at our university.
• Electronic archiving and preservation of the division’s daily incoming and outgoing mail.
• Recording the daily mail issued by the division and the entity to which it is referred.

2. Employment and Staffing Division:

The Employment and Staffing Division undertakes several tasks, including:
• Tasks of the organizational structure unit.
• Issuing university orders regarding costs and authorizations.
• Issuing university orders regarding the creation of divisions and units.
• Archiving costs and authorization books.
• Marking costs in its database.
• Addressing the Ministry.
• Addressing colleges.
• Daily mail notation.
• Updating the database by conducting a matching system for staff in colleges and the university presidency.
• Follow up on the registration orders and their restrictions and add them to the registration database.
• Auditing the transactions and promotion orders of our university members.
• Follow up on the progress of mail work for contractors at the university, including transfers, vacations, and termination of contracts.
• Making files for the contracts of those whose priorities were lost as a result of the security conditions that the country in general and our university in particular went through in cooperation with their colleges.
• Archiving available books on contracts and ministerial books.
• Create a database of all daily wages and their mail flow.

3. Lecturers Affairs Division:

It is concerned with all procedures for lecturers with regard to appointment, preparing letters of appreciation and gratitude, punishments, termination of service, issuing the necessary administrative orders for this, and issuing administrative orders that include imposing disciplinary penalties, granting rewards and financial aid, organizing vacations of various kinds, and transferring and placing lecturers to and from the university.

4. Retirement Division:

Referral of employees and lecturers to retirement and for all cases of referral to retirement (attaining legal age, medical disability, causes of death, upon request).

5. Payroll Division:

This division calculates the salaries and entitlements of the university’s employees and lecturers in all its Colleges, from the university’s presidency, its colleges, and its centers. Our university’s salaries are organized centrally, and monthly salary lists are prepared with the inclusion of amending changes such as bonuses and promotions, calculating the certificate, changing the academic title, and preparing a monthly pension statement in accordance with the controls and instructions in force, in addition. To maintain sub-records for salaries and coordinate with the bank to raise salaries monthly electronically according to the salary localization system. The Division also prepares a certificate of the last salary of employees and lecturers transferred from the staff of our university to the staff of other universities or ministries, and calculates the salaries of accumulated vacations due to those referred for retirement.

6. Budget Division:

It is one of the most important divisions in the Administrative and Financial Affairs Department, as it develops an annual financial plan, follows it up monthly, and prepares an estimated budget to cover the salaries of members and all university requirements. It is responsible for all disbursements, financial movement, transfers, and allocations.

7. Records Division:

The Records Division is responsible for the basic matters after disbursement operations, which takes care of matters of documentation and correct classification. It may be considered one of the most important divisions for preserving public money and following up on financial belongings that may prove disbursement, allocation, and receipt notes through the following records:
1. General Daily Record: It is a record in which the financial transactions and events that occur in the economic unit are recorded during a specific period of time, including all exchange and registration vouchers.
2. Fund Register: This register includes all receipts and deposits related to the regular budget fund or the so-called operating budget.
3. Advances, Trusts, and Creditors Unit: Among the most important tasks of this unit can be included in the following tasks, which are considered among the basics of the work of the Finance Department to control the accounts, and may be represented by maintaining the following records.
4. Advances Register: This register includes all personal advances and committee advances granted based on university orders issued by higher responsible authorities.
5. Deposits Register: This record includes all amounts deducted from the employee until they are paid to the concerned party, including pension deposits, Mobilization and Displaced Persons’ deposits, solidarity, emergency reserve, and various other deposits that were collected in accordance with the laws and instructions and are deducted through the monthly payroll lists issued by the colleges and the university presidency.
6. Creditors’ Register: This register includes several types of accounts, including the real estate bank account, the implementation trusts account, deductions for the account of others, and creditors of returned salaries that are deducted and collected through the payrolls submitted by the colleges and the university presidency. After this transfer process, the accounts are collected and balanced, and then the process of preparing balances is completed. Reviewed after the end of each financial period. After the end of the fiscal year, the final accounts are conducted, as there is no banking movement. Only the accounts are settled. Then the accounts are transferred to the accounts consolidation register.
7. Consolidation Register: This is the register that contains the account balances of the department from its inception to the relevant time.

Stores and Equipment Division

The university’s warehouses perform a significant activity, as they carry out all the work of receiving and disbursing the warehouse, preserving and controlling the stored materials, whether in new condition, used ones or damaged ones. They also record the fixed assets when they are taken out as a deposit to their beneficiaries (faculties, departments or affiliates) in order to maintain their preservation. Public funds from being lost. When carrying out their work, the warehouses also follow the forms and templates for receipt and warehouse disbursement, and do not exceed the official procedures that must be followed.

Its tasks include meeting the needs of the university’s colleges and departments for materials and purchases of fixed assets, devices, equipment, stationery, and consumable and sports materials, distributing them to the colleges according to the directives of the university president or his authorized representative, inventorying the assets of the university’s departments, and forming write-off committees for the purpose of writing off consumable materials after obtaining the necessary approvals, and following up on the stores and organizing them in every way possible. It relates to the entry and exit of materials within the records of the Equipment Division. The Warehousing Division consists of the following units:
• Store Entry Unit.
• Store Output Unit.
• Preservation and Records Unit.
• Assets and Materials Storage Unit.