• Receiving official correspondence addressed to the College from all state institutions.

• Distributing incoming correspondence after being reviewed by the Dean of the College.

• Drafting and issuing official letters and communications related to administrative affairs.

• Assigning official outgoing numbers to all correspondence issued by the various administrative units of the College.

• Archiving and preserving all incoming and outgoing correspondence.

• Organizing and following up on leave request forms for faculty members and employees.

• Following up on procedures related to salary increments, promotions, academic promotions, and the confirmation of contracts and daily-wage employees.

Mail Unit

The Mail Unit plays a vital role in ensuring the smooth and efficient workflow of the Division of Human Resources. Its main duties include:

• Receiving and registering incoming mail: Recording all correspondence and documents received, specifying the source, date, and summary of content.

• Sorting and distributing mail: Classifying and directing correspondence to the relevant departments or staff.

• Preparing and dispatching outgoing mail: Printing, formatting, packaging, and preparing official correspondence for delivery.

• Recording outgoing mail: Keeping logs of all dispatched mail, including recipient, date, and means of delivery.

• Archiving: Safely storing copies of all incoming and outgoing mail in paper and/or electronic formats.

Incoming and Outgoing Correspondence Unit

Incoming Mail Duties:

• Receiving, registering, sorting, distributing, and archiving all incoming correspondence.

• Providing updates on the status of incoming mail.

Outgoing Mail Duties:

• Preparing, printing, and packaging official outgoing correspondence.

• Recording details of dispatched mail and monitoring delivery when needed.

• Coordinating with postal service providers to ensure proper dispatch.

Allowances and Promotions Unit

This unit manages all policies and procedures related to salary increments, performance bonuses, and promotions. Its responsibilities include:

• Implementing organizational policies on allowances and promotions.

• Preparing annual salary increment schedules.

• Managing performance-based bonuses and incentive allowances.

• Reviewing promotion requests and nominations.

• Coordinating with specialized committees for approvals.

• Drafting and issuing official decisions on allowances and promotions.

Personal Files Unit

This unit manages the personal dossiers of employees, which contain all documents and records relevant to their employment history. Duties include:

• Creating personal files for new staff upon appointment.

• Collecting and storing key documents such as IDs, academic qualifications, CVs, appointment and transfer orders, medical reports, and photographs.

• Regularly updating personal files with performance evaluations, leave records, promotions, training participation, and disciplinary actions.

Electronic Archiving Unit

Responsible for digitizing and managing all HR-related documents, with duties including:

• Designing and maintaining the electronic archiving system.

• Digitizing paper records into electronic formats (PDF, image files).

• Indexing documents with metadata for easy retrieval.

• Uploading and storing documents securely.

• Managing, updating, and troubleshooting the archiving system.

Retirement Unit

This unit oversees the retirement process for employees reaching retirement age or eligible for early retirement. Duties include:

• Managing procedures for ending service.

• Ensuring compliance with university and national retirement laws and regulations.

• Facilitating smooth retirement transitions for employees.

Printing Unit

The Printing Unit supports the HR Division by preparing printed materials and documents, including:

• Appointment letters and contracts.

• Transfer, promotion, and termination orders.

• Leave and absence request forms.

• Performance evaluation forms.

• Internal circulars and announcements.

• Reports and statistical tables.

• Training and workshop materials.

• Employee ID cards.

• Photocopying documents as needed.

administrative_affairs@tu.edu.iq