Approved Duties and Responsibilities of the Financial Affairs Division
Introduction:
This division is responsible for overseeing financial and accounting procedures through the application of approved systems and supervision of accounting operations to ensure the accuracy of financial performance and compliance with administrative and regulatory instructions.
Detailed Responsibilities:
- Direct supervision and authorization of financial disbursement documents.
- Review of accounting entries and approval of journal vouchers.
- Safekeeping and tracking of financial documents using approved records.
- Conducting periodic cash audits and signing the audit reports.
- Signing all issued checks.
- Monitoring and analyzing advances, deposits, revenues, and financial allocations.
- Verifying the availability of financial allocations before executing disbursement operations.
- Assigning and continuously monitoring tasks among the division’s staff.
- Responding to reports from higher authorities, such as the University and the Federal Board of Supreme Audit.
- Supervising procedures related to write-offs and asset additions.
- Managing and monitoring the division’s electronic systems, such as the payroll system and accounting software.
- Approving analytical statements, payroll lists, and trial balances.
- Preparing final accounts and the annual consolidation register.
- Nominating staff members for training courses to enhance their skills and improve performance efficiency.
- Supervising the process of salary disbursement through electronic payment cards.
- Monitoring the payment of tuition fees by students.
- Supervising the settlement and closure of advances disbursed to administrative and technical committees.
Main Units Associated with the Financial Affairs Division
1. Payroll Unit
Responsibilities:
- Preparing and updating monthly payroll lists and records for staff members according to monthly administrative orders.
- Following up on payroll auditing procedures at the university and ensuring timely disbursement of salaries.
2. Records Unit
Responsibilities:
- Organizing records for daily-wage employees and processing their payments.
- Following up on disbursement procedures for external lecturers and travel authorization orders.
- Posting payroll lists and related administrative orders into the payroll records.
3. Disbursement (Accounting) Unit
Responsibilities:
- Recording accounting transactions (entries) related to disbursement and reconciliation operations in official documents and posting them into the relevant ledgers.
4. Warehouse Unit
Responsibilities:
- This unit operates under the college’s warehouse department and is responsible for implementing storage-related tasks according to inventory management regulations.
- The unit works under the direct supervision of the Financial Affairs Division Director.
5. Higher Education Fund Unit
Responsibilities:
- Executing withdrawal and deposit transactions at the bank in accordance with current financial regulations.
- Receiving payments from students and the remaining amounts from disbursed advances.
- Closing the financial fund at the end of each month in compliance with approved regulations and procedures.
- Maintaining direct administrative coordination with the Head of the Financial Affairs Division to ensure workflow efficiency and proper task execution.