Administrative and Financial Affairs

The Department of Administrative and Financial Affairs is one of the primary administrative divisions within the Presidency of the University of Basrah for Oil and Gas. It reports administratively to the office of the Assistant President of the University for Administrative Affairs. The department manages and organizes various administrative and financial aspects to ensure smooth operations, compliance with laws and regulations, and support for institutional performance to achieve university goals.

The department consists of several specialized divisions and units, each performing specific tasks as follows:

1. Employment and Staffing Division:

• Executes all administrative procedures related to permanent staff recruitment and commencement orders.
• Grants annual bonuses to university presidency staff in accordance with legal eligibility and administrative facts.
• Issues promotion orders based on approvals from the Ministry of Higher Education and Scientific Research.
• Prepares and monitors the annual staffing plan in coordination with relevant ministries.
• Issues transfer, secondment, and permanent tenure orders.

2. Faculty and Staff Affairs Division:

• Manages administrative procedures for faculty and staff from recruitment to retirement.
• Issues orders for academic degree calculation and academic title conferment.
• Issues summer leave assignments, various leave orders, and prepares CVs.
• Issues allowances (family, dependency, children) and service addition orders.

3. Retirement Division:

• Monitors staff retirement age and identifies candidates for retirement at least six months in advance.
• Issues retirement and resignation orders, and processes gratuity payments and accumulated leave balances.
• Prepares service records and coordinates retirement procedures with the General Retirement Directorate.

4. Salaries Division:

• Prepares and disburses monthly salaries based on administrative records.
• Issues "last salary" certificates for transferred employees and salary tables for retirees.
• Monitors financial records for dependents and ration card restrictions.

5. Higher Education Fund Accounts Division:

• Manages the Higher Education Fund for the University Presidency.
• Follows up on financial contributions due from colleges and consulting centers.
• Executes payments based on fund board decisions and prepares closing accounts.

6. Investment Plan Accounts Division:

• Receives project funding and disburses payments according to completion rates and contracts.
• Prepares bank reconciliations, monthly trial balances, and manages financial records.
• Coordinates with the Ministries of Higher Education, Planning, and Finance.

7. Disbursement Division:

• Disburses financial entitlements to staff.
• Pays financial obligations to official entities, including taxes, expenses, and loans.

8. Records Division:

• Maintains financial records, prepares settlement entries for committee advances, and reconciles current accounts.

9. Supplies and Warehousing Division:

• Manages the storage of materials and equipment.
• Receives purchased items, processes inventory entries/exits, and updates inventory records.
• Coordinates annual inventory and audits.

10. Treasury Accounts Unit:

• Coordinates with the Ministry of Finance regarding current account balances for salaries and operational expenses.
• Prepares monthly reports on revenues and expenditures.

11. Cashier Office:

• Receives cash funds via official receipts and deposits them into authorized bank accounts.
• Disburses funds to staff through the petty cash system and maintains receipts/deposits logs.