Job description guide
Higher level jobs
First: Dean of the College: This is a special rank for those holding academic titles.
1. Job title: Assistant Dean of the College
2. Scientific title: Professor / Assistant Professor
3. Job grade: minimum third grade
4. Requirements and qualifications:
Education and experience: Doctorate degree with experience holding positions as head of a scientific department or branch and having at least 10 years of service.
Knowledge and skills: Good knowledge of leadership and management through the applicable laws and systems that manage the college.
Capabilities: The ability to manage, supervise, direct, and work with authority.
5. Nature of work:
• This job is concerned with supervisory activity and management of the college’s scientific or administrative departments.
• It includes coordination with all college formations and supervision of the implementation of laws and instructions by the relevant departments.
• It is performed in accordance with the laws pertaining to higher education, the internal regulations, the applicable regulations, and the powers delegated to it.
• It requires internal communications and activities related to the work of relevant departments with all college formations and outside.
6. Duties and tasks:
• Member of the College Council.
• The supreme and direct head of all relevant departments in the college.
• Chairing or participating in membership in various committees.
• Developing relevant plans and organizing the work of the relevant college departments.
• Supervising the work of the relevant department management to manage matters.
• Issuing various administrative orders according to the powers granted to him.
• Granting approvals to conduct the work of departments in the college, according to the specialty of the position.
• Attending local and external conferences held by the college after being assigned to do so.
• Supervising conferences and seminars held by its departments at the college center.
• Working with the powers granted by laws or the dean of the college and supervising their implementation in the scientific, administrative, legal, or financial fields, according to the specialty of the position.
• Working with the powers related to student admission, examinations, attendance, and postgraduate studies.
Second: Assistant Dean of the College:
This is one of the special ranks for holders of academic titles and includes Assistant Dean for Scientific Affairs and Assistant Dean for Administrative and Financial Affairs.
1. Job title: Assistant Dean of the College
2. Scientific title: Professor / Assistant Professor
3. Job grade: minimum third grade
4. Requirements and qualifications:
Education and experience: Doctorate degree with experience holding positions as head of a scientific department or branch and having at least 10 years of service.
Knowledge and skills: Good knowledge of leadership and management through the applicable laws and systems that manage the college.
Capabilities: The ability to manage, supervise, direct, and work with authority.
5. Nature of work:
• This job is concerned with supervisory activity and management of the college’s scientific or administrative departments.
• It includes coordination with all college formations and supervision of the implementation of laws and instructions by the relevant departments.
• It is performed in accordance with the laws pertaining to higher education, the internal regulations, the applicable regulations, and the powers delegated to it.
• It requires internal communications and activities related to the work of relevant departments with all college formations and outside.
6. Duties and tasks:
• Member of the College Council.
• The supreme and direct head of all relevant departments in the college.
• Chairing or participating in membership in various committees.
• Developing relevant plans and organizing the work of the relevant college departments.
• Supervising the work of the relevant department management to manage matters.
• Issuing various administrative orders according to the powers granted to him.
• Granting approvals to conduct the work of departments in the college, according to the specialty of the position.
• Attending local and external conferences held by the college after being assigned to do so.
• Supervising conferences and seminars held by its departments at the college center.
• Working with the powers granted by laws or the dean of the college and supervising their implementation in the scientific, administrative, legal, or financial fields, according to the specialty of the position.
• Working with the powers related to student admission, examinations, attendance, and postgraduate studies.
Functions of scientific departments
First: Head of Department : This is one of the degrees reserved for those holding academic titles
1. Job title: Head of Department
2. Scientific title: Professor / Assistant Professor
3. Job grade: minimum third grade
4. Requirements and qualifications:
• Education and experience: Doctorate degree with experience in the scientific department and at least 10 years of service.
• Knowledge and skills: Good knowledge of administration and supervision through the laws and regulations in force in the college administration.
• Capabilities: The ability to manage, supervise, direct, and work with authority.
5. Nature of work:
• This job is concerned with supervisory activity and management of the scientific department.
• Includes coordination with all college formations.
• It is performed in accordance with the laws pertaining to higher education, the internal regulations, the applicable regulations, and the powers delegated to it.
• It requires internal communications and activities related to the work of the scientific department with all college formations and outside
6. Duties and tasks:
• Member of the College Council.
• The direct head of the scientific department and direct supervision of the scientific research plan and approval of scientific research.
• Chairman of the Scientific Committee of the Scientific Department.
• Developing specialized plans and organizing the work of the scientific department
• Following up on ministerial plans and twinning programs in public universities, which enhances the efficiency of department staff and sharing the experiences of universities and government institutions.
• Attending local and foreign conferences held by the college after being assigned to do so.
• Evaluating the annual performance of department members and recommending sending letters of thanks and appreciation in cases of outstanding performance
• Supervising conferences and seminars held by the department leadership.
• Working with the powers granted by laws or the Deanship of the College and supervising their implementation in scientific fields.
• Working with the powers related to student registration, examinations, and attendance.
• Appointing a rapporteur for the department from among the teaching staff after obtaining approval.
• Distributing teaching and job tasks according to specialization and assigning teaching staff to committee tasks.
• Working to facilitate and provide research supplies and needs and cooperate with corresponding colleges.
• Educational supervision of the successful conduct of the teaching process to achieve the objectives of the department’s educational program.
• Working to develop the educational process in the department and striving to obtain programmatic accreditation.
Second: Lecturer : It is one of the degrees reserved for those holding academic titles
1. Job title: teaching
2. Scientific title: Professor / Associate Professor / Assistant Professor / Senior University Lecturer / University Lecturer / Assistant Lecturer
3. Job grade: according to academic title
4. Requirements and qualifications:
• Education: Doctorate or Master’s degree or their equivalent
• Experience: According to academic title: Professor: He has served no less than 20-24 years.
Associate Professor: He has a minimum of 15-19 years of service
Assistant Professor: He has at least 10-14 years of service
First university teacher: He has at least 5-9 years of service
University teacher: He has at least 2-4 years of service
Assistant teacher: He has a master’s degree
• Knowledge and skills: Good knowledge in his field of expertise and has published scientific research.
• Capabilities: The ability to teach and supervise postgraduate students or graduation projects for initial study, depending on the academic title.
5. Nature of work:
• This job is specialized in teaching students of preliminary studies and scientific research.
• It includes preparing curricula, giving lectures, discussing graduation projects, and participating in committees and scientific activities in the department.
• It is carried out in accordance with the laws pertaining to higher education and the curricula prepared for this purpose.
• It requires internal and external communications and activities related to the teaching work and students.
6. Duties and tasks:
• Preparing courses and study plans for its own curriculum components and adopting modern methods in education.
• Providing lectures, monitoring exams, and providing office hours for students.
• Publishing scientific research related to his general or private specialty and participating in local and international scientific conferences.
• It is possible to hold senior positions or head the administrative units in the college.
• Member of the Scientific Committee of the Scientific Department for those holding a doctorate degree or for those holding the rank of teacher or above.
• Chairmanship and membership of various committees in the department and college.
• Supervising the graduation projects of final year students.
• Membership in central or sub-examination committees.
• Setting exam questions and evaluating students’ performance in more than one way to measure the level and learning results of students, according to standard university standards.
Functions of administrative units
First: the legal unit
This unit specializes in the following:-
1- Carrying out legal work and providing advice to the college dean when needed.
2- Preparing and drafting legal regulations.
3- Representing the organization before the courts in the lawsuits filed.
4- Performing the assigned work in accordance with the laws and regulations in force within the country.
5- Conducting investigations, expressing legal opinions, and participating in investigative committees and student disciplinary committees.
6- Answering inquiries in the field of work and providing legal advice.
7- Preparing and reviewing draft contracts and pledges.
Second: Quality and Reliability Assurance Unit
The Quality and Accreditation Assurance Unit at Al-Farabi University College seeks to develop the educational process and learning outcomes in the college by following up on the application of national and international quality standards in all academic departments, to reach high ranks in the global classification and institutional and academic accreditation of scientific department programs by international accreditation bodies. To achieve this goal, the Quality Assurance and Reliability Unit performs the following tasks:
1. Completing the tasks and work assigned to them according to the ministerial instructions and the deanship’s instructions to achieve the stated goals of the college.
2. Membership in central committees such as the Quality Council, the Institutional Accreditation Committee, and the Strategic Plan Committee to draw the road map towards institutional accreditation for the college.
3. Monitoring the quality of the educational process and measuring the extent to which standard standards for the quality of teaching and learning are applied in scientific departments.
4. Training and developing teaching staff on the quality of educational laboratories and the quality of examination questions for the purpose of properly measuring learning outcomes and evaluating student performance.
5. Following up on the scientific departments in completing the annual performance evaluation files for the associates and auditing the data provided by the teaching staff that is entered into the electronic performance evaluation system, then issuing the final evaluation results for the purpose of approval by the College Council.
6. Follow up on documenting the publication of scientific research in annual statistics.
7. Communicating with international organizations for global university classification for the purpose of entering international classifications.
8. Following up on scientific departments in completing the Iraqi classification of universities annually.
9. Follow up on scientific departments in obtaining program accreditation through quality representatives in the departments.
10. Representing the college before the departments concerned with quality in the Ministry of Higher Education and Scientific Research, presenting all scientific and research statistics, and responding to all ministerial books related to the Quality Assurance Unit.
Third: Scientific unit
The scientific unit performs the following tasks:
1- Completing the database of external and teaching lecturers.
2- Organizing the payment of wages to external lecturers.
3- Completing the procedures for assigning external lecturers and sending no-objection letters.
4- Organizing letters of thanks and appreciation for the teaching staff in the college.
5- Follow up on the issues of the selection committee for scientific journals in the college.
Fourth: Control and Audit Unit
The Control and Audit Unit is responsible for the following tasks:
1. Auditing includes:
(Salaries, receipts and disbursements with documents, purchase transactions, refund transactions for additional amounts paid for students covered by all types of reductions, social security, exchange transactions related to cleaning and electricity companies, and annual inventory).
2. The work of the unit official:
A- Supervisor of all the audit work mentioned above.
B- Organizing the scales, data and answers related to the Financial Supervision Authority.
C- Auditing balances and data for previous years.
Fifth: Women’s Affairs Unit
Unit vision:
Empowering women to be a major actor in achieving sustainable development in a nation that guarantees them all their constitutional rights, making them capable of dealing with challenges and enhancing their role in all fields, achieving full protection for them and guaranteeing them – without any discrimination – the economic, social and political opportunities that enable them to enhance their capabilities to declare their importance. Motherland
Target groups: Al-Farabi University women, including teachers, employees, and students
Unit objectives:
1. Working to increase the percentage of women leaders in the Ministry of Higher Education by highlighting women’s competencies and achievements.
2. Women’s participation in decision-making.
3. Enhancing women’s participation in economic development by supporting entrepreneurial projects and technological incubators.
4. Changing women’s perceptions about the possibility of their effective participation in work outside the home.
5. Increasing community awareness of women’s status and rights and combating violence by holding more courses and conducting research with specialized centers.
6. Improving the image of women in the media in all its visual, audio and print forms.
7. Honoring creative and distinguished Iraqi women in their fields of specialization through creative awards or making documentary films about their achievements.
Unit tasks:
1. Establishing and hosting various activities related to women’s empowerment.
2. Establishing and hosting workshops and seminars related to the topics of developing women’s leadership in higher education, economic encouragement of Iraqi women, and other topics that aim to empower women, in accordance with the vision of the Ministry of Higher Education and Scientific Research in this regard.
3. Follow up, revive and celebrate international and local days related to women.
4. Organizing an annual ceremony to honor women college employees and faculty, and to highlight their outstanding performance.
5. Follow up and implement national plans and strategies approved by the Ministry.
6. Writing reports and providing them to the Minister’s Office/Women’s Empowerment Department.
Sixth: Registration and Student Affairs Unit
The tasks assigned to the registration unit are as follows:
1. Receiving new students, registering them in accordance with ministerial instructions, and sending their acceptance lists to the head of the scientific department.
2. Verifying the documents of students admitted to the university or the ministry according to the applicable controls and instructions.
3. Issuing administrative orders regarding the admission and administration of new students, orders for students to fail by absence, disciplinary penalties, and promotion of registration.
4. Save student files and archive them electronically.
5. Completing statistics and answering the books received regarding all students.
6. Promoting student transfer transactions to and from corresponding colleges in accordance with ministerial regulations and instructions.
7. Preparing a database for existing students for each academic year that includes comprehensive information for all students in the college, and updating their information daily for changes that occur in the students’ legal status.
Student Affairs Unit
It takes responsibility for the affairs of students since their graduation from the college, and performs the following tasks:
1. Preparing lists of the names of those who passed, and preparing a grade card for each student in cooperation with the examination committee.
2. Prepare lists of the names of successful students, their grades, and sequences, and send them to the university presidency to issue university orders for their graduation, and then issue administrative orders to that effect.
3. Download the students’ grades, averages, and all details related to their documents to the documents program
4. Electronic and paper archiving of graduate students’ files, their grades, and university orders related to their graduation.
5. Preparing detailed statistics on successful students for each academic year.
Documents and issuance authenticity unit
This unit undertakes the following tasks:
1- Providing students with documents, endorsements, and certificates.
2-Answering the authenticity of documents and certificates.
3- Maintaining and periodically monitoring the secret export record of documents and certificates.
4-Answering the official books of graduates
Seventh: Information Technology Unit
The job description and tasks of the Information Technology Unit can be summarized as follows:
1. Managing all computers at the university by providing all types of maintenance
2. Managing the electronic fingerprint system by installing and programming new devices, and modifying employees’ biometric data.
3. Managing all electronic systems in the college, including the Internet system, the internal telephone system, the surveillance camera system, and others.
4. Managing the website by designing new pages and publishing news content periodically.
5. Managing the college’s journals website.
6. Managing all internal network devices and ensuring the network’s operation, by establishing optical cables.
7. Managing the college’s official email.
8. Managing the server system for the evaluation exam.
Eighth: Division of Psychological Counseling and Educational Guidance
This division provides the following services to college students and members:
1. General supervision of psychological counseling and educational guidance units in scientific departments
2. General supervision of the academic advisors of the departments and following up on what they submit to him.
3. Receiving new students and welcoming them on the first day of study and explaining to them about the college system and the university environment.
4. Receiving cases sent to him by the academic advisors of the departments and solving their problems or submitting them to the Assistant Scientific Dean if necessary.
5. Holding meetings with the academic advisors in the department and following up on the steps of the academic advising process in the departments and college.
6. Supervising the organization of academic meetings and honoring ceremonies for outstanding students, following up on the files of academically struggling students, and developing appropriate solutions and proposals for that.
Ninth: Central Library
The college’s central library provides the following services to students and faculty:
1. Providing sources of information in its various forms, types, and topics in accordance with standards and specifications approved for this purpose and in a way that ensures that the needs of beneficiaries are met by purchasing them from book fairs, local markets, approved electronic sites, gifts, and others.
2. Store information sources (books, periodicals, graduation projects, dissertations and dissertations, electronic books, examination questions) and arrange them according to the rules and standards approved in university libraries and to ensure accuracy of organization and speed of retrieval (paper and electronic storage).
3. Training and guiding beneficiaries on how to use the library and the electronic library and benefit from the information sources and services therein.
4. Supervising, directing, and distributing work to library employees and supervising their implementation, in addition to evaluating their job performance.
5. Managing the library to ensure proper workflow.
6. Other tasks such as: loan operations, patrols, automated systems, technical and administrative procedures…etc.
Tenth: Governance and E-Learning Unit
The Governance and E-Learning Unit is one of the administrative units affiliated with the Office of the Assistant Dean for Scientific Affairs. The Governance Unit aims to develop electronic systems and software, manage them, and develop its work at the college. In addition, it works on:
1- Follow up and manage all electronic work related to affiliates and students.
2- Follow up and issue university IDs for associates and students.
3- Managing and developing the college’s e-learning portal.
4- Providing technical support to the teaching staff and students.
5- Managing and issuing university e-mail.
Eleventh: Student Activities Unit
The Student Activities Unit aims to provide a comfortable and appropriate environment for students to spend the best times in the college through various sports, artistic and social activities. The most prominent tasks of the unit are:
1. Managing, organizing and following up on work, distributing tasks in the student activities unit, supervising the university’s internal activities and participating in external activities, coordinating joint work and communicating with the Ministry of Higher Education and Scientific Research and other ministries regarding activities.
2. Participate in training and qualification for students and hone their talents through artistic activities, smart competitions, and scientific programs.
3. Working on Microsoft programs, writing news stories, photojournalism, and public relations with institutions and civil society organizations.
Twelve: Scientific journals unit
The unit works to follow up the publication and issuance of the three scientific journals at Al-Farabi University College by providing the following services:
1. Receiving scientific research from researchers.
2. Follow up on the completion of scientific research.
3. Coordination with the Ministry of Higher Education and Scientific Research regarding the development and approval of the college’s scientific journals.
4. Follow the website of Iraqi academic journals to upload research for the purpose of counting it in scientific promotions for publishers.
Thirteenth: Financial Unit
The financial unit is concerned with implementing the college’s financial policy and working to achieve its goals by providing financial support for all requirements of the educational process in HAZ. Among the most important tasks of the financial unit are:
1. Supervising financial transactions related to receiving revenues and following up on college disbursements.
2. Cooperating with the Financial Supervision Bureau regarding the college’s financial statements.
3. Follow up on the college’s payments for its obligations towards the departments (Social Security, the Municipality Department, the Tax Authority, and the Ministry of Higher Education’s share).
Fourteenth: Central Postal Unit
The mission of this unit is to coordinate between the Deanship of the College and all departments and units in sending and distributing mail and official books for all College activities. Among its most important tasks are:
1. Sending the college’s central letter.
2. Delivery and receipt of internal and external mail.
3. Distribution of mail within the college between the deanship, scientific departments, and administrative units.
Fifteenth: Human Resources Unit
The Human Resources Unit is responsible for preserving all the information of the college’s members and providing them with the statistics required by the Ministry. Among its most important duties are:
1- Follow up and distribute the work of the unit’s members and audit books and administrative orders.
2- Print all administrative orders for members in connection with the Office of the Administrative Assistant.
3- Organizing a database of employees and workers.
4- Follow up on the attendance and absence of employees and workers.
5- Follow up, organize and archive the personal files of all college members.
Sixteenth: Media and Public Relations Unit
Tasks of the Media and Public Relations Administrative Unit:
A- Media:
1. Organizing and following up on administrative matters, correspondence and official letters, and implementing the directives issued by the deanship
2. Managing all college social media pages.
3. Responsibility for following up on the publication of advertisements and electronic and media promotion of the college.
4. Production, design and manufacture of advertising materials.
5. Supervising the writing of advertising texts.
6. Follow up and manage the filming of seminars, conferences, student activities and official celebrations at the college.
7. Coordination with satellite and local channels for publication and filming on campus.
B. Public relations
1. Establishing, developing and following up external relations with official and unofficial institutions.
2. Receiving dignitaries and visitors to the university campus and introducing them to the university.
3. Introducing the university to the outside world.
4. Organizing conferences, seminars and official university celebrations.
5. Communicating with companies and service institutions.
Seventeenth: Maintenance and Services Unit
The tasks of the Maintenance and Services Unit can be summarized as follows:
1. Supervising the maintenance and services unit to complete all maintenance work for laboratories, classrooms, and buildings of various types.
2. Detect all malfunctions related to laboratory equipment, determine the type of malfunction, and perform the necessary procedures for maintenance.
3. Supervising all work related to the construction and development of college buildings for all departments and developing all laboratories required by the departments.
Eighteenth: Engineering workshop
The duties of the workshop manager are as follows:
1. Responsible for supervising student training
2. Supervising and following up on technicians in the workshops.
3. Supervising the progress and completion of all work inside the workshop
4. Writing reports on the progress of work, updating them, and submitting them to the Deanship of the College.
5. Providing safe working conditions for students and workers inside the workshop
Nineteen: Warehouse keeper
The tasks of the warehouse keeper can be summarized as follows:
1. Managing and organizing work in the warehouse unit, receiving incoming materials to the warehouse, and matching their condition and quality with the order status.
2. Preparing requests from all units and departments based on requests provided by the department or unit to the warehouse.
3. Performing data entry tasks into the electronic systems for warehouse management.
4. Maintaining records to control and monitor what enters or exits the warehouse, in addition to carrying out periodic or annual inventory operations as needed.
5. Submitting new proposals aimed at improving work, resolving problems, and providing solutions, in addition to carrying out other tasks assigned to him in his field of specialization.
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