Administrative and Financial Sector

 The Treasury Section undertakes the following specializations: -

• Keep the cash necessary to operate the Ministry works
• Receive the cash supplied by others according to the supply orders issued in the supply forms
• Receive the incoming checks by others and deposit them in the Ministry account at the National Bank of Kuwait
• Issue the checks and the pay permits according to the pay orders issued in accordance with the pay forms
• Keep the fiscal stamp to distribute them
  
• Facilitate the tasks of the cash and fiscal stamp inventory committees, and save the inventory records

  Asset Accounting Supervision:

  • Recording accounting transactions of buying assets according to the approved classification.
  • Recording transfer, setup and operation fees for assets.
  • Following up on updating records of assets data and their valuation.
  • Adding capital projects under construction to the fixed assets after their completion.
  • Recording transactions related to asset transfer among governmental entities.
  • Recording fixed asset capital expenditure.
  • Recording transactions related to buying or closing assets in case of capital profit or loss.
  • Recording transactions related to asset closing and write-off in terms related to fixed assets accounting.
  • Preparing the adjusting entries related to fixed asset depreciation
    
  • Preparing of assets regular reports.
  • Verifying of procedures of asset re-valuation, preparing the adjusting entries, recording all capital expenditure according to the new useful life, and updating asset value according to valuation and depreciation methodology of approved assets.

  ​The Register and Printing Section undertakes the following specializations:

  • Receive and record all the correspondence incoming to the Ministry, then distribute them among the competent entities.
  • Keep all the incoming and outgoing mail in records to be followed up and distributed among the competent entities.
  • Keep the original copy of the procurement, registration, and disbursement forms and their attachments by fiscal year according to the existing regulations.
  • Keep copies of the correspondence outgoing from the Financial Affairs Department, and keep copies of the laws, circulars, and publications received by the Department.
  • Follow-up providing the required stationary, forms, publications, office equipment, and furniture; in coordination with the competent departments at the Ministry.
  • Follow-up and complete the functional processes related to the Department staff, in coordination with the competent entities.
  • Complete all printing tasks.
    

  The Internal Audit Unit :-

  The Internal Audit Unit undertakes the following specializations:

  • Verifying the implementation of financial instructions and regulations for all issued documents or correspondences related to the procedures of the Financial Affairs Department.
  • Conducting an accounting audit for all forms issued by the organizational units (registration, exchange and supply).
  • Reviewing the forms or statements issued by the organizational units regarding the budget sections.
  • Viewing the financial regulations and instructions, and following up on the amendments thereof.
  • Reviewing any adjustments regarding the provisions of the budget sections.
  • Coordinating with the financial controllers regarding any violation or consultation related to the procedures of the Financial Affairs Department.
  • Reviewing the draft budget of the Ministry including three chapters thereof.
  • Reviewing the balance sheet of the Ministry.
  • Participating in the investigation committees and expressing opinions on the financial cases in which the Ministry is a party.
  • Preparing achievement reports to show the activities done by the Section.

  Second: Specializations of Purchasing and Warehouse Department:

  • The Purchasing and Warehouse Department undertakes satisfying all the Ministry needs of services, different types of commodities, spare parts, vehicles, machinery, office equipment, stationary, furniture, and staff uniforms according to the laws and regulations.
  • The Department also stores such materials and disburses them to the applicant entities.
  • In addition, it performs the general annual inventory and the sudden inventory, prepares the warehouse estimates, disposes the stagnant materials, and offers bids according to the governing laws, regulations and circulars.
  • The Department also responds to the notes from the different supervisory entities with regards to procurement and storing work.

  The Purchasing and Warehouse Department comprises the following:

  • Purchasing Control.
  • Warehouse Control.
  • Audit and Accounting Section.

  Purchasing Control

  The Purchasing Control undertakes the local and external procurement of materials and services through direct purchasing, practices, or tenders
  The Purchasing Control comprises the following sections:

  • A- Purchasing Section
  • B- Tenders, Practices, and Contracts Section​

  The Purchasing Section undertakes the following specializations:

  • Receive purchase orders from the Warehouse Control to provide all required materials, equipment, and machinery through local or external direct purchasing.
  • List and examine the proposals by the suppliers so that the procurement is done in accordance with the required terms and specifications and in the lowest prices.
  • Coordinate with the Financial Affairs Department with regards to the financial commitment, and open documentary accounts in case of the external purchase.
  • Prepare the data necessary for custom clearance of goods and follow-up their delivery to the Warehouse Control.

  The Tenders, Practices, and Contracts Section undertakes the following specializations:

  • Coordinate with the Contract and Document Department and the competent entities to prepare the technical terms and specifications and amount tables for all the tenders of Chapters Two and Three, prepare the contract documents, complete the offering procedures, and prepare the supply of food and clothes whose funds are listed in Chapter One.
  • Coordinate with the Financial Affairs Department with regards to the financial commitment for each tender or practice, open documentary accounts, complete the customs clearance for the incoming goods, and follow-up their delivery to the applicant entities.
  • Follow-up the implementation of concluded contracts and coordinate with the applicant entities to implement the penalty clauses.

  Warehouse Control

  • The Warehouse Control undertakes storing the materials, following up the disbursement out of the warehouses according to the governing rules and regulations.
  • It also undertakes preparing purchase orders for the materials that are not available in the warehouses and completing the warehouse estimates.

  The Warehouse Control comprises the following sections:
  • A- General Warehouse Section
  • B- Technical Warehouse Section

  The General Warehouse Section undertakes the following specializations:

  • Store purchased materials needed by the departments; raw material, sanitary ware, furniture, stationary, office equipment, construction tools, electricity tools, and various materials.
  • Coordinate with the different department and monitor the procurement to provide the required materials.
  • Complete the forms required for checking these materials when received, and ensure they meet the specifications
  • Receive pay orders from the different departments to provide them with the materials they need.
  • Create a custody card for each employee and record all the disbursed furniture and office equipment, and create custody records for the Ministry departments.
  • Follow-p the material movements and accounts.
  • Extract the inventory lists and card lists from the computer of the Ministry of Finance, and participate in the periodic inventory committees.
  • Receive the materials returned by departments by virtue of return orders, and save them according to their condition until they are redistributed or sold.
  • Receive the recorded custodies from the staff when their service has ended and give them clearance certificates

  The Technical Warehouse Section undertakes the specializations stipulated in the previous article with regards to the following materials:

  • Vehicle, machinery, and equipment spare parts.
  • Tools, supplies and accessories, oils and grease, and tires.
  • Machinery, vehicles, and tools.

  Audit and Accounting Section

  The Audit and Accounting Section undertakes the following specializations:

  • Review purchase orders and compare them with the quotations, and review the issuance of purchase orders according to the governing laws, regulations, and circulars.
  • Review the documents of the practices and tenders before offering them, and review the contract documents after the awarding.
  • Prepare monthly reports on the Department work and quarterly reports of the Ministry of Finance.
  • Prepare the documents required for examining the notes from the different supervisory entities and prepare the suitable responses.
  • Prepare the payment certificates and send them with the supporting documents to the Financial Affairs Department to disburse the entitlements of suppliers
  • Prepare the documents of the balance sheet of the Ministry (stating the amount required to be sent to the deposit accounts, the value of the Ministry assets of personal and organizational custodies, and the value of the assets at the warehouses).
  • Create cards of stock-control record for each material recorded at the general or technical warehouses, follow the financial and warehouse-related instructions by the Ministry of Finance with regards to these cards.
  • Receive, review, and audit the receiving and disbursement forms incoming from the general and technical warehouses, and record them in the stock-control record.
    
  • Record all the receiving forms issued by the general and technical warehouses to indicate the total materials incoming to the Ministry during the fiscal year.
  • Compare the inventory lists extracted from the computer at the Ministry of Finance with what is recorded in the inventory cards and the actual inventory.
  • Keep separate records for each warehouse that represents the material movement, value, and actual amount
    
  1Examine the lists sent by the Ministry of Finance of the stagnant materials in order to dispose them according to the instructions of the Ministry of Finance
  1Participate in preparing the annual warehouse estimates

  Third: The Specializations of the Personnel Department:

  • The Personnel Department undertakes providing the departments at the Ministry with manpower of all specializations, in addition to completing all the job-related transactions and processes.
  • The Personnel Department comprises the following:
  • Budget and Job-Affairs Control.
  • Job-Services Control.
  • Search Section.

  Budget and Job-Affairs Control.

  The Budget and Job-Affairs Control undertakes the preparation of the draft-budget for Chapter One, and listing all the promotion levels
  It also completes the procedures and documents of hiring and end of service for all staff.

  The Budget and Job-Affairs Control comprises the following sections:

  • Budget and Job-Organization Section
  • Hiring Section
  • End-of-Service Section
  D- Career-Movement Section
  • Special-Contract Section

  The Budget and Job-Organization Section undertakes the following specializations:

  • Prepare the draft budget for Chapter One, in coordination with the different departments, and implement it after its approval.
  • Follow-up the job-movement and the consequent recording of the hired, those whose service has ended, those with amended positions.
  • List the job levels for the Kuwaiti staff and the contracts allocated for the non-Kuwaiti to be hired in each program separately.
  • List the levels allocated to promotion by seniority or by choice for all programs.
  • Prepare lists of those who deserve promotion by choice to be presented to the Personnel Committee and implement what the competent authority decides.
  • Prepare lists of those who deserve incentive bonuses according to the existing rules, present them to the Personnel Committee, and implement what the Committee decides.
  • Prepare records of periodic bonuses, determine seniority and ensure the correct record of it, and follow-up any changes that occur to the employee status; in coordination with the competent sections.
  • List the employees who deserve promotion by seniority or periodic bonuses, in coordination with competent sections, and notify the competent entities at the determined dates.
  • Distribute the efficiency report forms among the different departments to be filled, present such reports to the Personnel Committee to be approved, and implement what the Committee decides.
  • Complete the procedures for staff transfer, delegation, and secondment, whether inside or outside the Ministry, and keep records for this purpose.
  • Prepare the statistical data and present them to the competent entities.

  The Hiring Section undertakes the following specializations:

  • Ensure that the candidate meets the job criteria, and review and complete the required hiring documents according to the existing laws, regulations, and systems.
  • Prepare draft hiring decisions and follow them up until approval by the competent authorities, and notify the other competent entities inside or outside the Ministry with such decisions according to the existing laws, regulations, and systems.

  The End-of-Service Section undertakes the following specializations:

  • Prepare end-of-service draft decisions for the staff who work in different job groups and contracts, follow them up until approval by the competent authority, and notify the competent entities inside or outside the Ministry with such decisions according to the existing laws, regulations, and systems.
  • Implement the decided procedures concerning the end of service of staff who work in different job groups and contracts, and prepare the related memos and correspondence.
  • Coordinate with the competent entities with regards to implementing the States public policy; such as replacements, etc.

  The Career-Movement Section undertakes the following specializations:

  • Follow-up the status of staff who work in job groups and any changes that occur.
  • Implement the procedures required to grant, change, or stop the different bonuses, rewards, and allowances and prepare the necessary decisions and correspondence
  • Implement the procedures of granting different types of leaves according to the existing laws, regulations, and systems and prepare the necessary decisions and correspondence.
  • Prepare draft decisions for transfers, delegation, appointment, secondment, scholarships, and study leaves in coordination with the competent entities.
  • Follow-up the status of the Kuwaiti staff subject to the Compulsory-Service Law, and prepare the necessary decisions and correspondence.
  • Respond to the correspondence of the General Organization for Social Insurance with regards to adding the service durations of the Kuwaiti staff.
  • Take the required actions with regards to the government loans granted to the Kuwaiti staff of the Ministry, and notify the competent entities
  • Keep cards for all staff that include personal, financial, and job data, and amend the data when any changes occur.

  The Special-Contract Section undertakes the following specializations:

  • Implement the job procedures for the staff working based on second and third contracts and the fixed-term contracts; including following up the contract renewal before they end and taking the required actions for implantation.
  • Follow-up and implement any changes that occur with regards to the employee status during the contract duration, and prepare the required decisions, memos, and correspondence.
  • Implement the procedures of granting leaves to the staff working under second and third contracts and fixed-term contracts, and prepare the related decisions and correspondence.
  • Keep a card for each employee that include their personal, financial, and job data, and amend the data when any changes occur

  Job-Services Control

  • The Job-Services Control undertakes following up the job status of all staff and follow-up their working hours inside and outside the Ministry.
  • It also organizes the personnel service records and saves the passports of the non-Kuwaiti personnel and follow-up their residence.

  The Control comprises the following sections:

  • A- Civil Personnel Record Section
  • B- Working-Hours Follow-up Section
  • C- Supporting Services Section
  • D- Register and Printing Section

  The Civil Personnel Record Section undertakes the following specializations:

  • Notify the competent entities at the Civil-Service and National Manpower Commission with the data required for allocating, amending, or cancelling the unified numbers.
  • Follow-up and enter all the personal, financial, and job data that are stored in the civil personnel at the State for all the Ministry staff, and follow-up any changes that occur for the purpose of saving and retrieving the data.
  • Enter and change data of staff accounts that salaries are transferred to, after completing the required documents.
  • Monitor the hiring and end-of-service documents for all the Ministry staff, and enter the data in cooperation with the competent sections.
  • Issue reports on the personnel, salary and service certificates, and others in coordination with the Center for Information Systems at the Ministry and the competent entities outside the Ministry.

  The Working-Hours Follow-up Section undertakes the following specializations:

  • Monitor the Ministry personnel working hours, including the consequent audits of their sign-in and sign-out lists according to the existing rules and procedures, whether inside or outside the Ministry.
  • Take the necessary actions with regards to implementing the decisions and systems in the cases of lateness, leaves, and absence from work in cooperation with the different departments according to the existing procedures in this regard.

  The Supporting-Services Section undertakes the following specializations:

  • Organize, sort, and save the service files for all the Ministry personnel or those whose service has ended according to the existing rules and systems in this regard.
  • Save copies of the decisions and transactions related to the Ministry personnel in their service files, according to the existing rules and systems in this regard.
  • Coordinate with the Legal Unit to follow-up the decisions issues with regards to the penalties imposed on some employees, ensure that the duration determined by the civil service system for ending the penalty is over, and transfer them to them in attachments.
  • Organize, sort, and save files for keeping the correspondence, copies, and general decisions for reference when needed.
  • Organize the process of lending files, and adjust and follow-up their movement.
  • Keeping the passports of all the non-Kuwaiti Ministry staff and issue the necessary receipts according to the existing rules and procedures in this regard.
  • Take the necessary executive procedures for granting government residency permits to the non-Kuwaiti Ministry staff, follow-up their renewal on time, and cancel them when the employee service has ended according to the existing rules and regulations in this regard.
  • Follow-up the completion of forms for returning to work after leaves for the non-Kuwaiti staff based on their passports

  The Register and Printing Section undertakes the following specializations:

  • Receive and record the incoming and outgoing correspondence of the Department, and distribute them among the different departments and sections.
  • Keep records for numbering and distributing the different types of leaves.
  • Complete all printing tasks of the Department.
  • Follow-up providing the required stationary, office equipment, and furniture for the Department; in coordination with the competent entities

  Search Section

  The Search Section undertakes the following specializations:

  • Perform the investigation tasks that are referred to the Department by the competent authority, present recommendations on them, and prepare the necessary draft executive decisions.
  • Give opinion on the legitimacy of bonus, allowance, compensation, and reward entitlement according to the existing laws, regulations, and systems in this regard, and prepare the related memos and correspondence
  • Prepare draft-decision for ending the disciplinary penalties and present them to the competent authority after the duration determined by the civil service system for ending the penalty is over
  • Review the draft decisions for granting study leaves, academic scholarships, official missions, special leaves, and other job-related decisions, and ensure they meet the existing laws, regulations, and systems in this regard
  • Respond to the notes by the supervisory entities, and prepare memos and correspondence in this regard
  • Research and examine the referred personnel legal matters, and prepare the related necessary legal letters and correspondence

  Fourth: Specializations of Administrative Services Department:

  • The Administrative Services Department undertakes receiving and recording the incoming and outgoing correspondence of the Ministry, and distributes them among the competent entities
  • It also undertakes performing the maintenance tasks related to allowances, electrical installations, office equipment, and others
  • In addition, it supervises the security of the different buildings and facilities of the Ministry, and follow-up the cleaning and other general services

  The Administrative Services Department comprises the following:

  • Public-Registry Control
  • General-Services Control

  Public-Registry Control

  • The Control undertakes monitoring the public registry, receiving and recording the incoming and outgoing correspondence of the Ministry; secure sending the correspondence to the target entity according to the existing systems, and save them for reference when needed
  The Public-Registry comprises the following sections:
  • A- Incoming Section.
  • B- Outgoing Section.
  • C- File Section.
  The Incoming Section undertakes the following specializations:
  • Receive the external incoming mail, record the reference and serial numbers, and keep it in the suitable record.
  • Save and distribute the incoming mail among the different entities at the Ministry, manually or through archiving system, according to the existing systems and regulations in this regard.
  • Provide the File Section, and other competent departments and sections, with copies of the incoming correspondence according to the existing rules and systems; while maintaining the strict confidentiality of correspondence with special nature.
  The Outgoing Section undertakes the following specializations:
  • Receive the external outgoing mail, record the reference and serial numbers, keep it in the suitable records, and distribute it to the competent entities outside the Ministry after ensuring the completion of all attachments.
  • Keep copies of the outgoing mail and send copies through the archiving system according to the existing procedures and systems.
  • Register the payment certificates in their records
  • Provide the File Section with copies of the outgoing mail and the payment certificates.
  • Send and receive the telegrams sent by and to the Ministry.
  • Send and receive all the letters, invitations, envelopes, and normal and registered mail; and sort them in the dedicated boxes.
  The File Section undertakes the following specializations:
  • Open and keep the necessary files for saving copies and photocopies of the mail, transactions, telegrams, and others according to the modern systems.
  • Review the numbers fixed numbers on the mail and transactions to ensure they match the file numbers.
  • Organize and sort the file saving in a method that facilitates referring to them and preserve them from damage or loss.
  • Regulate the file-lending process, and follow-up its movement through keeping the necessary records and cards.
  • Satisfy the needs of the different departments and sections with regards to the copies of correspondence and transactions according to the existing systems and regulations.
  General-Services Control
  The General-Services Control undertakes performing the maintenance tasks related to allowances, electrical installations, and office equipment.
  It also supervises the cleanliness of the Ministry buildings and yards and planting the yards, in addition to supervising the security of the Ministry buildings and facilities.
  The Control comprises the following sections:
  • A- Technical-Maintenance Section.
  • B- Internal-Services Section.
  • C- Guard and Security Section.
  The Technical-Maintenance Section undertakes the following specializations:
  • Supervise the distribution of internal and external line inside and outside the Ministry building, and distribute cell phones and pagers.
  • Receive requests from the different departments and sections at the Ministry with regards to air-conditioning and electricity breakdowns and malfunctions of telephone extensions, switches and cables; examine and follow-up their maintenance and repair work in coordination with the competent entities.
  • Receive requests from the different departments and sections at the Ministry with regards to the breakdowns of office equipment, appliances, faxes, photocopiers, and others; and follow-up their maintenance in coordination with the competent entities.
  • Follow-up the Ministry requests at the Ministry of Transport, the Ministry of Water and Electricity, and other ministries to accomplish the work related to installation and extension of electricity switches and cables and water extensions.
  • Supervise the implementation of contracts and maintenance of air-conditioning units, switches, lifts, office equipment, and others; and ensure that the contractor implemented the work according to the terms and specifications set in the contract in accordance with the competent entities.
  • Supervise the implementation of contracts and maintenance of wireless sets, and ensure that the contractor implemented the work according to the terms set in the contract.
  • Supervise the operation of the Ministry switch, and satisfy the needs of the different departments and sections at the Ministry with regards to phone calls inside and outside the Ministry.
  • Supervise the distribution of the un-used spaces and the future extensions at the Ministry building; and follow-up the consequent changes and partition installations in coordination with the competent entities.
  The Internal-Services Section undertakes the following specializations:
  • Supervise the distribution of correspondents and office-boys according to the needs of the different departments and sections, and follow-up their performance in accordance with the competent entities.
  • Supervise the cleanliness of the buildings and yards of the Ministry and its facilities, and ensure that the cleaning contractor performs the work according to the terms set in the contract.
  • Supervise the implementation of the contracts providing food and beverages, verify and check the validly of food and cleanliness of workers, and ensure that the contractor performs the work according to the terms set in the contract.
  • Supervise the planting and irrigation work at the Ministry with coordination with the competent entities inside and outside the Ministry.
  • Perform the carpentry, simple sanitary, dying, aluminum, and glass works; in addition to performing the necessary reforms at the Ministry.
  • Place and distribute guiding panels at the Ministry to facilitate the access to different departments.
  The Guard and Security Section undertakes the following specializations:
  • Develop systems and procedures, and provide the necessary means to maintain the Ministry buildings and facilities and its properties
  • Control the process of employees entering and exiting the Ministry and its facilities, and keep a record of employee names that are allowed to enter after the official working hours.
  • Coordinate with the Public Relations when guests of the Minister or Under-Secretary or other officials visit.
  • Supervise the organization of the parking space and follow it up according to the instructions and systems issued in this regard.
  • Check the buildings, yards, and facilities of the Ministry, avoid anything that may cause harms or damages to the properties or personnel, and work on preventing any sabotage acts targeting the Ministry.
  • Coordinate with the competent entities inside and outside the Ministry to participate in developing emergency plans, such as building evacuation at the time of fire.
  • Regulate the security tasks for the buildings and properties of the Ministry in all sites, and cooperate with the competent security entities when necessary.
  • Determine guarding points and sites, and provide the necessary equipment for guards.
  • Supervise the implementation of guarding contracts for the Ministry buildings, and ensure that the contractor implemented the work according to the terms set in the contract
  • Periodic check on the fire extinguishers in the Ministry building of the Ministry and its various sites, and follow-up their maintenance in coordination with the competent parties both inside and outside the Ministry in this regard.
  Fifth: Specializations of the Transport and Mechanical Engineering Department:
  The Transport and Mechanical Engineering Department undertakes providing light and heavy transport vehicles, adjusting their movement, and following up on their maintenance
  In addition, it supervises the implementation of the contracts related to providing the Ministry's needs of vehicles of different kinds
  The Transport and Mechanical Engineering Department is affiliated to the Coordination and Follow-up Control,
  It comprises the following sections:
  • Transport Section.
  • Tools and Heavy-Machinery Section.
  • Coordination and Follow-up Section​.
  • Which consists of the following sections:
  • Central Workshop Section.
  • Coordination and Accounting Section.
  The Transport Section undertakes the following specializations:
  • Set the controls for supplying and receiving rented vehicle, and ensure that they meet the technical specifications set in the contract in coordination with the competent entities.
  • Set the controls for terms of handing over the vehicles to the Ministry staff during and after the working hours.
  • Follow-up the vehicles that were handed over to the user to ensure they are used in accordance with the instructions, track their movement according to the decisions and systems issued in this regard, and submit reports on the violators of these controls.
  • Provide and distribute government and rented vehicles among different sectors and departments at the Ministry according to the existing systems, and follow-up their maintenance
  • Prepare daily lists of the government and rented vehicles distribution, track their movement, and supervise the driver distribution among cars and follow them up administratively.
  • Take the procedures for issuing the new plates and licenses, renew the government vehicle licenses, and follow-up the issuing and renewal of driving licenses for the drivers o the Ministry.
  • Follow-up the procedures related to car accidents, traffic cases, and insurance companies in coordination with the Coordination and Accounting Section.
  • Prepare monthly reports on the accomplished work and submit them to the Department Manager​
  The Tools and Heavy-Machinery Section undertakes the following specializations:
  • Perform all maintenance and repair works for heavy machinery and tools, prepare periodic maintenance programs, and follow up their implementation in workshops and worksites.
  • Keep a record for each heavy vehicle with all the maintenance and repair works, breakdown reason, and repair duration and costs.
  • Prepare the preliminary payment orders for spare parts necessary for maintenance and repair, and prepare lists of the Department needs of spare parts, oils, grease for vehicles and heavy machinery
  • Prepare reports on the status of unsuitable vehicles, tools, and machinery in order to take the necessary actions.
  • Implement work orders received by the competent entities, assign inspectors to visit the site to monitor workflow and avoid accidents and service and machinery damages.
  • Distribute drivers with machinery among the determined worksites according to their specializations.
  • Prepare monthly reports on driver distribution, types of used vehicles, applicant entities, and value of wages.
  • Create records of tools and machinery suitable for emergencies and disasters, and check them periodically to ensure their validity.
  • Prepare reports and statistics on the tools machinery, and track their movements and worksites.
  The Central Workshop Section undertakes the following specializations:
  • Maintain and repair all light vehicles, and prepare and implement special program for their periodic mechanical and electrical maintenance.
  • Set the rules and regulations with regards to keeping the vehicle condition, and prepare reports on the violators of the instructions and terms of use and submit them to the Department for taking the necessary actions.
  • Perform the works of lathing and surface settlement of vehicles and their parts, and abrasion and enhancement of machinery, and manufacture them according to the required forms.
  • Perform the steel construction works and the different kinds of steel sheds requested by the different departments at the Ministry.
  • Perform all kinds of denting works, upholstering, seating, and painting of light vehicles.
  • Prepare the preliminary payment orders for all spare parts and materials necessary for maintenance and repair in coordination with the Purchasing and Warehouse Department.
  • Prepare monthly reports on the accomplished work and submit them to the Department Manager
  The Coordination and Follow-up Section undertakes the following specializations:
  • Prepare the budget for the annual needs of the Department and supervise the item distribution of Chapters Two and Three, taking in consideration the availability of materials and spare parts needed by the departments.
  • Prepare the technical specifications for vehicle renting, and coordinate with the Purchasing and Warehouse Department and the Contract and Document Department to prepare the contract documents of tenders and complete the offering procedures.
  • Participate in examining the proposals of contractors.
  • Prepare the payment certificates for rented vehicles and ensure the application of fines and penalties stipulated in the contract, in coordination with the competent entities.
  • Supply the different kinds of fuel from the National Petroleum Company, store it in the dedicated sites for providing vehicles, machinery, and tools with fuel on the internal and external sites.
  • Collect the fuel cards and compare them to the fuel records dedicated for this purpose
  • Audit the daily fuel disbursement lists for vehicles and compare them to the account of the National Petroleum Company.
  • Prepare monthly reports on the amounts of fuel disbursed from the Ministry storage tanks and the remaining amounts at the end of each month.
  • Scheduling purchase orders for materials and spare parts needed by the department based on the priority, and follow-up their availability in coordination with the competent entities.
  • Follow-up the transactions and the job-related affairs for the department staff.
  • Respond to the incoming mail, prepare memos, data, and statistics related to the Department work.
  • Prepare monthly reports on the accomplished work and submit them to the Department Manager.
  • Receive and record the correspondence.
  • Follow-up all the transactions related to the Department work at the different government entities.
  • Provide the Department needs of stationary and furniture​​​​​​​​.
  Sixth: Specializations of Legal Affairs Department:
  The Legal Affairs Department undertakes the following:
  • Carrying out investigations and any related recommendations and disciplinary decisions
  • Following up the cases related to the administrative and financial affairs
  • Giving legal opinions and advisory studies related to the administrative and financial affairs according to work needs and necessities
  • Giving legal opinions to help with the complaints received from the Ministry employees
  The Legal Affairs Department comprises the following:
  • Investigation Department
  • Administrative and Financial Issues Department
  The Investigation Department undertakes the following:
  • Carrying out administrative investigations per the request of the competent authority; and handing out a brief of the investigation results including recommendations and suggested penalty – if applicable –
  • Receiving, checking and validating administrative and financial violations, in addition to transferring them to the competent entity.
  • Preparing draft disciplinary decisions, following up their approvals by the competent authority and writing them down in the appropriate records.
  • Examining the complaints and giving opinions about the ones received by the Ministry employees that are related to the definitive administrative sentences; and taking the related legal actions.
  • Preparing draft administrative and ministerial decisions and circulars in subjects that belong to the investigation committees per the request of the competent entity.
  • Investigating cases of injury during working hours or because of work type.
  The Administrative and Financial Issues Department undertakes the following:
  • Giving legal opinions and advisory studies related to the administrative and financial affairs according to work needs and necessities.
  • Presenting the subjects that need a unified opinion or that stir difference of opinion at the Ministry in issues related to administrative and financial affairs, to the Fatwa and Legislation Department.
  • Preparing and examining the statements of claim of lawsuits related to the administrative and financial affairs in which the Ministry is a party, and preparing the documents and statements of defence.
  • It should also attend the related experts’ sessions at the Ministry of Justice and the Public Prosecution, in addition to responding to the inquiries in coordination with the competent sector.
  • Receiving, preparing and recording all notifications and announcements of appeals sent from the Fatwa and Legislation Department.
  • Coordinating with the Fatwa and Legislation Department to follow-up the judicial disputes of the department in which the Ministry is a party.
  • Taking all the appeal proceedings in the judgments; and preparing the department’s notices of appeal
  • Coordinating with the Financial Affairs Department in implementing the definitive sentences of the department that are issued in favor of or against the Ministry.
  • Following up the department’s proceedings of judgment execution issued in favor of or against the Ministry in coordination with the competent entities; and preparing a periodical statement on the ones implemented and not implemented, the implementation obstacles and the methods to avoid them.
  • Taking actions related to assignments announced by the Ministry in coordination with the Financial Affairs Department.
  Seventh: National Military Service Office Specializations:
  The National Military Service office performs the following specializations:
  • Follow up the employment and legal situations of conscripts, designated persons and reservists in the Ministry in all matters related to the implementation of the National Military Service Law provisions.
  • Coordination and correspondence with the chief of the National Military Service in all matters related to the personnel affairs of the assigned persons and reservists in accordance with article (25) of the mentioned executive regulations.
  • Receiving notifications, communications and invitations to perform the national military service directed at the concerned personnel which shall be communicated in writing and in person and to be signed by concerned staff member, if it’s not possible, his boss shall receive them in accordance with articles (10,11,12,13) of the referred executive regulations.
  • Receiving correspondence of the National Military Service regarding the periods of absence, absence from work, Memoranda of the disciplinary sanctions, follow up and creating the legal implications for them by the competent organs in accordance with article (96) of the Army Law No
  (32) of 1967 and articles (10,49) paragraph (155) of the National Military Service Act referred to in article (23,24,28) of the Civil Service Act and articles (60, 81) of the civil service Law.
  • In accordance with articles (18, 19, 20, 31) of the National Military Service Law and Article (22) of Regulation No (4
  5) of the referred executive regulations, The National Military Service shall be notified and shall transmit a copy of the decision, to send any assigned staff member, conscript or reservist on an official or an abroad mission with end time and the postponement reason of that mission which has been removed.
  • Any assigned staff member or conscript shall be informed of the need to notify the National Military Service about any change in his place of residence and work within thirty days from the date of change pursuant to article (20) of the referred executive regulations.
  • Monitor the implementation of articles (3, 33) of the National Military Service Law and the control over recruitment.
  • Personnel staff and their officials shall be informed of the competence of the intelligence and security services and the military police officers, including officers, noncommissioned officers, personnel staff and the authority to control irregularities and offences committed against the National Military Service Law, in accordance with article 47 of the National Military Service Law and article 7 of the referred executive regulations
    

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