The Administrative Affairs Department serves as the backbone of the university, responsible for organizing and coordinating all administrative activities to ensure efficient and effective operations within the institution.

1. Supervision: The department is under the supervision of the Deputy Vice Chancellor of the university.
2. Management: The Director of Administrative Affairs manages the department, supported by the Deputy Director Department and heads of sections.

1.    Departmental Support:

We assist various university departments in achieving their goals by providing backend administrative support and ensuring projects stay on schedule.

2.    Campus Safety & Security:

Ensuring a safe and secure environment is our priority. We monitor campus activities, respond to incidents, and protect students, staff, and visitors.

3.    Service Management:

We oversee essential services, maintaining a comfortable and safe environment for the university community.

4.    Central Inventory Management:

Managing the central inventory, including receiving goods, inventory audits, and processing purchase orders in collaboration with the Purchasing Department.

5.    Transportation Services:

We organize transportation for students and staff, maintaining vehicles to the highest standards of safety and efficiency.

6.    Asset Management:

We protect and maintain the university’s assets by tracking conditions, organizing maintenance, and safely disposing of unused assets.

7.    Contract Management:

Our team handles the preparation, renewal, and compliance of contracts with external organizations and companies, adhering to university policies.

8.    External Liaison:

We facilitate communication with government bodies, private institutions, and handle official transactions with police, customs, and municipalities.

1. General Services Section
2. Security Section
3. General Store Section
4. Transportation section
5. Fixed Asset Management

1. Reception and Mail Services:

• 1. Manage the reception desk to welcome guests and students, guiding them to their desired locations within the university.
  2. Organize the sending and receiving of official university mail, ensuring it reaches the relevant parties in a timely manner.

2. Insurance Services:

• 1. Coordinate with health insurance companies to provide health coverage for university employees, faculty members, and their families, ensuring that all insurance services meet the needs of the staff.
  2. Monitor the renewal of insurance contracts and ensure compliance with university regulations regarding insurance coverage.
  3. Facilitate the approval process for any required medical services, coordinating between the employee, the university, and the insurance provider to ensure smooth service delivery.
  4. Manage the reimbursement process for any out-of-pocket medical expenses incurred by staff, coordinating with both the staff member and the insurance provider to ensure timely and accurate reimbursement.

3. General Services Staff:

• 1. Supervise public service personnel, such as couriers and loading workers, ensuring the effective delivery of services within the campus.
  2. Assign tasks to staff and ensure adherence to the university’s schedules and procedures.
  3. The General Services team ensures that COMC classrooms are fully equipped, with sufficient chairs and resources available for students always.
  4. The department is responsible for managing messengers who provide essential services to staff and overseeing outsourced labor to handle tasks like transporting furniture and preparing spaces for various university needs.”

The Security section is responsible for providing a safe and protected environment within the university campus 24/7 by monitoring buildings and activities, responding to emergencies and routine incidents, and ensuring the safety of students, staff, and visitors. The department’s duties include:

• Gate Supervision: Oversee entry and exit operations at campus gates.
• Permissions: Verify the identities of visitors and vehicles, ensuring no unauthorized individuals access the campus.
• Patrolling: Conduct daily patrols throughout the campus, including classrooms, libraries, and other facilities to prevent violations, document suspicious activities, and report any incidents or security breaches.
• Continuous Monitoring: Monitor all buildings and activities on campus using security cameras 24/7.
• Response to Calls: Answer emergency and routine phone calls, taking appropriate action based on the nature of the call.
• Emergency Intervention: Respond quickly to emergencies, such as accidents or security alerts, and ensure the evacuation of buildings when necessary.
• Collaboration with Emergency Services: Work with local emergency services, such as police and ambulances, when required.
• Support in Student Hostel: Provide support and security services in student housing, ensuring the safety and security of female student.

The Transportation section is responsible for managing and organizing all transportation activities within the university, including providing transportation services for students and staff, ensuring vehicle maintenance, and delivering transportation services effectively and safely.

1. Supervision of University Vehicles: Oversee the university’s vehicles, including buses and vehicles used for internal and external transport.
2. Regular Maintenance: Ensure that routine maintenance is conducted on vehicles and confirm their readiness for use in accordance with safety standards.
3. Transportation Services: Provide transportation services for students and staff according to a structured schedule that meets the university’s needs.
4. Specialized Transportation Services: Offer dedicated transportation services for academic trips and official events requiring group transport.
5. Vehicle Licensing and Records: Monitor the renewal of vehicle licenses and ensure proper insurance, while maintaining accurate records related to vehicle maintenance, fuel consumption, trips, and vehicle tracking.

The Asset Management section is responsible for managing and protecting the university’s assets, including equipment, properties, and devices, by registering them, tracking their condition, and the safe disposal of unused assets.

1. Asset Documentation: Keep a comprehensive inventory of all university assets, including equipment, furniture, technology devices, and properties.
2. Accurate Record-Keeping: Maintain detailed records for each asset, noting key information such as purchase date, cost, and current location, through our ERP system, as well as manual documents approved by the committee.
3. Asset Movement Tracking: Monitor the movement of assets between departments and ensure that any changes in asset location are recorded.
4. Maintenance Collaboration: Collaborate with various departments to ensure timely maintenance of assets and avoid malfunctions that may disrupt workflow.
5. Safe Disposal Oversight: Prepare reports on the disposal of unused or damaged assets, and, following approval from the committee, coordinate with the purchasing department to either sell or dispose of the assets in accordance with university regulations.
6. Detailed Reporting: Provide detailed reports on assets that need replacement, disposal, or write-off, and coordinate with the finance and audit teams to ensure proper documentation and compliance with university regulations.

The General Stores section is responsible for managing all activities related to the university’s central inventory, including receiving products, conducting inventory counts, and processing purchase orders in coordination with the Procurement Department.

1. Receive Purchase Orders: Receive purchase orders from the Procurement Department, ensuring that each order is processed accurately and efficiently. This includes verifying that the details on the orders match the university’s requirements and coordinating with suppliers when necessary.
2. Order Distribution: Ensure that all orders are correctly received, inspected, and    distributed to the relevant departments in a timely manner to meet operational needs.
3.  Product Quality Verification: Verify the quality and quantity of products received from suppliers, ensuring they meet the agreed specifications. This involves inspecting items for damage or defects and communicating any discrepancies to the Procurement Department for resolution.
4. Warehouse Organization and Safety: Organize the storage of materials and goods in the warehouse, ensuring that items are properly categorized and stored in compliance with safety standards and regulations. This includes maintaining an orderly system that facilitates quick and easy access to stored items.
5. Inventory Management: Conduct regular inventory counts to monitor the levels of incoming and outgoing goods. Keep detailed records of stock movements to ensure accurate tracking and availability of items, preventing shortages or overstocking.
6. Product Suitability and Disposal: Regularly inspect stored products to ensure their suitability for use, and coordinate the safe disposal of damaged, expired, or obsolete materials in compliance with university and safety regulations. This includes working with the appropriate committees to approve disposal actions and updating inventory records accordingly.

 Bookstore Management:

The bookstore provides textbooks and essential academic materials for students and faculty members, ensuring their continuous availability, as well as offering printing services.

1. Coordination with Faculty: Collaborate with faculty members to gather details about courses and the required textbooks, ensuring that all necessary materials are ordered in advance and are available for students at the start of each academic term.
2. Communication with Publishers and Distributors: Negotiate prices, arrange orders, and ensure a continuous flow of new inventory.
3. Handling Returns and Exchanges: Process returns of unsold or damaged books efficiently.
4. Updating Online Inventory: Regularly update the online store inventory to reflect the availability of materials.
5. Textbook Distribution: Organize and oversee the distribution of textbooks to both scholarship and non-scholarship students, ensuring that all students have access to the required materials for their courses.

Printing Services Management:

1. Manage copying and printing services for faculty, staff, and students as per instructions.
2. Monitor and analyze monthly reports and review invoices related to these services.