(2) Directorate of Administrative and Financial Affair

Main Activity (Responsibilities):

The Directorate is responsible for regulating all financial-related activities, such as preparing the department's draft budget in collaboration with the administrative units, creating monthly and final accounts, and allocating and disbursing available financial resources in accordance with the expenditure plan.

It provides the necessary resources for the department's human resources to be used effectively, as well as oversees and develops those resources. The Directorate is also in charge of securing the department's needs for materials and supplies, inventory management, necessary services like communications and maintenance, as well as means of transportation, managing the department's movement and organizing incoming and outgoing correspondence.

Main tasks:

1. Managing and growing financial, human, and material resources in a manner that ensures the implementation of the department's responsibilities as outlined in Article (4) of Department of the National Library Regulation No.(5) of 1994 and its amendments.

2. Providing the essential services to maintain the operation of the organizational units of the Department.

3. Implementing financial, human, and material management actions to ensure optimal usage and sustainability of available resources.

Directorate of Financial and Administrative Affairs consists of five divisions

(2-1) Human Resources Division:

List of Tasks:

• Implementing of circulars, administrative decisions, and procedures pertaining to personnel matters, such as promotion, annual increases, rewards, compensation, transfer, recruitment, deputation, secondment, and assignment, official working hours and overtime, retirement, vacations, and service termination, status adjustment, disciplinary actions, and grievance procedures.

• Monitoring the process of evaluating the individual performance of employees in coordination with all administrative units to ensure that the various stages of the evaluation process are carried out at the designated times and intervals, as well as to ensure the accuracy of the procedures taken in the evaluation process and their compliance with the provisions of the circulars of the individual performance evaluation units.

Arranging drafts and renewal of employee contracts.
Ensuring that employees follow the guidelines for official working hours and overtime, as well as monitoring the recording of employee working time, vacation, and overtime statements.
Providing benefits for employees like health insurance, Social Security, and civil pension.

Updating the employees' job information, organizing and maintaining their personal portfolios, and keeping track of any relevant documents and decisions.
Advising various organizational units on human resources management issues and developing channels of communication to improve the working and interpersonal relationships between employees.
Following the suggestion of the human resources committee to approve the appointment in collaboration with the Civil Service Bureau, executing all recognized and official procedures and decisions relevant to the appointment.
Creating the final employee pay scale and delivering copies of the decision regarding the appointment or promotion as well as the salary structure to the General Budget Department and Civil Service Bureau.
Preparing annual Human Resources plans and Making the necessary arrangements to be approved by the planning committee, monitoring their execution, reviewing and modifying them, and determining the department's human resource requirements.
Determining the need for fundamental training and creating the annual training plan in collaboration with the training, development, and quality unit.

(2-2) Accounting Division:

List of responsibilities:

Participating in the planning and organization of the draft budget for the years within the financial framework in compliance with government directives and communications to cut and rationalize spending.
Planning the monthly financial transfers and status.
Organizing financial commitment documents.
Arranging financial transactions among budget articles.
Working on paying all budget-covered expenses.
Preparing and auditing final Accounts
Planning all monetary transactions pertaining to employee salaries.
Monitoring the actions taken by the human resources department that have a financial impact on the payroll system.
Putting in place sophisticated computerized systems for all administrative and financial tasks, as well as creating work processes and procedures inside the Directorate.
Providing all organizational units with administrative and support tools.
Controlling shipments of money.
Regulating revenue transmissions.

(2-3) Supplies Division:

Task list:

Providing the department with various supplies.
Registering supplies (through electronic entry) in the department's records.
Distributing supplies based on the need of each Directorate.
Regular checking of custody.
Taking custody of used furniture and equipment that had been given to the directorates (and trying to destroy or redistribute them).
Monitoring subsequent purchases to ensure timely completion.

(2-4) Support Services Division:

Task list:

First: Transportation:

Keeping track of the distribution of formal mission mobility instructions.
Checking the cleanliness and technical reliability of the vehicles.
Checking if vehicles' licenses and insurances are up for renewal.
Monitoring the availability of supplies needed for vehicles, such as tires, oils, batteries, and spare parts.
Recording movement orders in specialized records and files both on paper and digitally.
Tracking vehicles movement electronicky.

(2-4) Support Services Division:

Task list:

First: Transportation:

Keeping track of the distribution of formal mission mobility instructions.
Checking the cleanliness and technical reliability of the vehicles.
Checking if vehicles' licenses and insurances are up for renewal.
Monitoring the availability of supplies needed for vehicles, such as tires, oils, batteries, and spare parts.
Recording movement orders in specialized records and files both on paper and digitally.
Tracking vehicles movement electronicky.

Second: Maintenance

Performing an inspection of the building's facilities and carrying out any required maintenance.
Monitoring of chillers, boilers, water tanks, and pumps at the beginning and end of the regular working day.
Following up maintenance requests from various directorates.

Third: Telephone Operator

Receiving external official calls and forwarding them to the appropriate division.

Following up on the telephone operator maintenance routine whenever necessary.
Transferring internal calls within the department and carrying out official requests for external calls.

Fourth: Security

Guarding and securing the department's building and its facilities.

(2-5) Administrative Bureau:

Task list:

1. Documenting all correspondence both physically and electronically, as well as following up with the Director General's Office.

2. Monitoring the distribution of incoming and outgoing mail to the respective directorates and third parties, and ensuring its accuracy and the presence of any attachments.

3. Archiving manual and electronic documents and correspondence, reviewing and ensuring they are entered, indexed, and saved accurately for convenient access.

4. Monitoring the distribution of circulars issued by the Director General’s Office for Personnel.