Central Library

First: An overview of the division

The Division of Administrative Affairs Division is one of key pillars of the Central Library at the University of Mosul, playing a vital role in organizing administrative works and coordinating procedures that ensure the workflow proceeds smoothly and effectively . The Division contributes to achieving the library’s goals and mission directly by managing human and administrative resources, following up on the implementation of instructions, and providing the necessary support to all units and divisions affiliated with the library.

 

Second: Divisions’ tasks

The Administrative Affairs Division undertakes a set of main tasks that contributes to achieving administrative discipline and developing institutional performance, the most prominent of which are::

– placing administrative plans and objectives in line with the vision and mission of the Central Library and the strategies of the University of Mosul.

-Organizing the administrative and functional procedures to ensure that daily work is carried out efficiently and effectively.

– Evaluating employee’s performance periodically to monitor the achievement’s level , improving the performance, and ensuring continuous professional development for library staff.

– Preparing periodic reports and submitting them to senior management to follow up on the progress of workflow and the results achieved and contribute to making appropriate decisions.

– Organizing periodic meetings with employees to exchange information, discussing the challenges, and unify  the efforts that contributes to developing the work environment and achieving common goals.

 

Third: Human resources management

The Administrative Affairs Division is concerned with managing the human resources of the Central Library staff, and this task is considered one of its most important responsibilities because of its direct impact on ensuring  the work’s efficiency and the continuity of professional development. Its tasks in this field include:

– Following up on the employees’ files in terms of appointments, contracts, vacations, promotions, transfers, and retirement.

-Organizing attendance and departure records and monitoring compliance with official working hours.

– Preparing nomination and administrative assignment books and following up on official communications related to affiliated affairs.

-Implementing human resources instructions issued by the university presidency and following up on their implementation within the library.

– paying attention of professional development by following up on training courses and workshops that contribute to raising the efficiency of workers.

– Building an integrated administrative database that includes all members to facilitate follow-up and future administrative planning processes.

 

Fourth: Quality assurance and performance development

The Administrative Affairs Division pays special attention to applying administrative and library quality assurance standards, based on the library’s keenness to improve and promote its services and enhancing its institutional performance. Its tasks in this regard include.

-Applying comprehensive quality standards in all administrative and technical processes within the library.

– Preparing annual performance evaluation reports in coordination with the library’s Quality Assurance Unit and submitting them to the relevant authorities at the university.

-Documenting administrative procedures according to approved forms to ensure transparency and accuracy in work.

-Following up on the implementation of continuous improvement plans based on the results of internal and external evaluation.

– Organizing workshops and awareness courses on the culture of quality and administrative excellence among the library members.

 

Fifth: Fields related to the work of the Division
The Division supervises a number of vital fields that support the administrative and technical workflow in the library, including:
– Media aspect: By enhancing the effective communication, covering the activities and events held in the library, documenting them with photos and videos, and publishing them through official media platforms.
– Warehouse control: by monitoring and ,following up , regulating the movement of materials, appliances and furniture and updating warehouse records periodically to ensure optimal use of resources.
– Public Safety: Supervising the implementation of safety and security procedures within the library and coordinating with the relevant authorities at the university to ensure a safe work environment for employees and patrons.
– Financial and administrative matters: By managing the financial affairs of the library staff and organizing records in coordination with the Accounts Unit to ensure transparency and accuracy in financial transactions.

Sixth: The media and documentation aspect
The Division pays special attention to documentation and information as two essential ways to introduce the library’s activities and services. Its tasks include:
– Documenting and archiving the activities and events with photos and videos.
– Publishing news and cultural and scientific activities on official platforms.
– Media coordination with universitys’ units to highlight the library’s achievements and enhancing its institutional presence.

Seventh: The role of the division in supporting the institutional work
The Administrative Affairs Division plays a pivotal role in the success of the Central Library by managing all the administrative and organizational aspects and contributing to enhancing institutional efficiency and professional commitment. The division represents a link between senior management and the rest of the divisions and units and seeks to create a cooperative and achievement-stimulating work environment that keeps pace with modern administrative developments and contributes to raising the library to the ranks of advanced university libraries.