Menu
Menu

Personnel Affairs Department

  • About
  • Vision and Mission
  • Responsibilities
  • Services
  • Contact Us
Dear employee, 


It is clearly known and highly appreciated by the Department of Personnel Affairs that the assigned work responsibilities and services rendered by all the team work are of higher volume and not to be underestimated. Therefore, it has been an interest of the department to make efforts and give the utmost capability for the service of all people concerned and staff within different sections of the Department (Administrative and Technical Recruitment Section, Academic Recruitment Section, Administrative Decisions' Section, Leave Section, Clients' Services Section, Office of Coordination and Follow-up, Information Section, Recruitment Contracts' Section and Registration Section) in such a way that will uplift the name of the university and reflex an excellent image on it – through simple and easy work procedures.

Persistently, the Department is focusing on the ways of developing whatever new methods of upgrading the service and staff work performance, and trying to provide the possible and maximum capability and efforts.

Dear employee, this booklet which is in your hand contains all sections and facilities set up and done with cooperation of the rest of departments, colleges and centers of the University. We hope that all will benefit from the services offered by the Department and follow up the guidelines, so that, we should be able to accomplish the procedures smoothly and quickly, in order to save the time which is of our most prime concern in our Department, and we eagerly wish to provide distinguished services which are our main goal.

Overview and Mission

The Department of Personnel Affairs has its own future overview set forward in the front eyes in terms of top priority. As one teamwork, we hereby state our mission in the following statement:

"In order the Department of Personnel Affairs at Sultan Qaboos University to achieve its mission, it has been our sincere intention to work with all efforts in order to provide best services to all our clients and comply with the modern development and future requirements by utilizing the available and applied new methods to simplify the work performance. At end, this has the final goal to uplift the University and the Omani Nation".

 

Name

Job Title

Ext.

 

SALIM ALI SAID AL-HINAI

The Director

5200

 

NASSER HAMED MOHAMED AL-ISMAILI

Deputy Director, Recruitment & Contracts

5225

 

SAID HUMAID MOHAMMAD AL-SEDAIRI

Deputy Director, Personnel Services.

5202

 

TALIB ALI ABDULLAH AL-RAHBI

Head of Clients' Services Section.

5233

 

AHMED NASSER KHALFAN AL-MAHROUQI

Clerck

5220

 

HILAL SAIF HAMAD AL-ARAFATI

Head of Leave Section

5244

 

ISSA MOOSA SAIF AL-NAABI

Head of Coordination & Follow - up Office.

5234

 

SULIEMAN AHMAD SALIM AL-RUWAHI

Head of Records Section

5205

 

MOHAMMAD YOUSIF MOHAMMAD AL-FARSI

Head of Employment's Contracts Section

5224

 

ZAHRAN ABDULLAH ZAHRAN AL-NABHANI

Head of Information & Data Section

5235

 

UM KULTHUM SALIM QAIS AL-SAID

Head of Academic Recruitment Section

5230

 

KHALIFA ZAYID NASSER AL-MUHARMI

Head of Administrative Orders Section

5210

 

SALEH HUMAID SAID ALSIYDI

Head of Administrative & Technical Recruitment Section

5240

 

ABDULLA SULTAN ALI AL-MUBAIHSI

Typist

5219

 

ASMA ALI MASOUD AL-KHARUSI

Clerk

5221

 

SALEH MATTAR ABDULLAH AL-HINDASI

Clerk

5213

 

SAUD SAIF ALI AL-MASHRAFI

Clerk

5218

 

WALEED MOHAMED SAID AL-WAHAIBI

Clerk

5226

 

YUNIS SULAIMAN NASSER AL-NADABI

Clerk

5211

 

WALEED HAMED SALIM AL-SHAQSI

Clerk

5212

 

ALI IBRAHIM SAID AL-BULUSHI

Clerk

5227

 

MASHAL MOHAMED SABEEL AL-HOOTI

Clerk

5217

 

AHMED NASSER SALIM AL JABRI

Clerk

5232

 

MOHAMMED ABDULLAH HAMYAR AL YARABI

Clerk

5245

 

WALEED KHAMIS AYOOB AL BAHRI

Clerk

5206

 

BADAR SULAIMAN SAID AL SAB'I

Clerk

5242

 

SABAH KHALID AL BALUSHI

Clerk

5241

 

RIHANA SALIM JUMA AL- MAYAHI

Clerk

5207

 

BEDOOR MOHAMMED MOOSA AL FARSI

Clerk

5208

 

INTISAR HAMED MOHAMED AL-AMRI

Clerk

5209

 

IBRAHIM SAIF MANSOOR AL-SALTI

Clerk

5236

 

SAID AHMED YAHYA AL -WARDI

Clerk

5231

 

SAFIYA SALEH SALIM AL GHAILANI

Clerk

5243

 

IBRAHIM SULAIMAN SAID AL-SHAQSI

Clerk

5223

 

MOHAMMED DARWISH SALIM AL-HASANI

Clerk

5214

 

ALI SULTAN AL-HARTHI

Clerk

5237

 

SULTAN AWADH AL-NUAIMI

Clerk

5238

 

MARHOON MODHAFAR SAID AL-JABRI

Messenger (3)

5220

 

MOHAMED SAID AMUR AL JULANDANI

Messenger

5220

Sections

  • Clients' Services Section
  • Coordination and Follow up
  • Information & Data Section
  • Academic Recruitment Section
  • Admin. & Tech. Recruitment Section
  • Employment Contracts Section
  • Records' /Registration Section
  • Administrative Orders Section
  • Leave Section
The establishment of this section came as a crystal idea to the Personnel Department for the purpose of improving work performance and providing best services to all clients visiting the Department. It operates as a linchpin between the clients and intended/concerned sections for easy work clearance.
Actually, in this section, our utmost concern is to make all efforts to overcome and solve the difficulties of all clients (employees or external visitors) in order to facilitate the procedures in one spot. This should help other sections of the Department to utilize the available time for their daily routine works.

The followings are specified goals of this section:
  • Activation of this section for the service of all University staff by providing several facilities to them.
  • To provide services to University's clients by guiding them to other appropriate departments if required.
  • To reduce a crowd and confusion of clients and visitors of the Department from/among the working staff.

 

The following services are also among our responsibilities for establishment of this section:

  • Follow up of work transaction relating to staff about their official assignments and training courses, as well as the specified time of completion, by communicating with the concerned employee and attending all enquiries in this regard.
  • Receiving applications of combining staff service and informing the concerned employee upon the completion of this transaction.
  • Enquiry service for renewal of contracts.
  • Enquiry service for leave balance and explanation about the types of leaves available if asked.
  • To provide assistance to new staff by guiding them and finalizing their related formalities of their recruitment.
  • Receiving staff complains by discussing the ways to find out solutions through possible means and limitations.
  • Designing of a webpage on the internet to guide the staff about the procedures and affording them to apply any service through the existing network.
There are many assignments relate to this section as mentioned below:-

• Preparation of minutes for promotion committee.
• preparation of forms for the promoted staff and dispatching the forms to the concerned units.
• Generation of staff information through the Human Resources System before issuing letters of promotion.
• Preparation of the list of annual bonus.
• Processing the initial procedures for conversion of financial grades of academic staff upon their return from higher education, in addition to the administrative staff who acquired higher qualifications and deserve to be upgraded their financial grades.
• Follow up about the cases of absent staff.
• Distribution and follow up of the annual staff evaluation forms (especially for administrative and technical staff), and feeding the details into the Human Resources System.
• Preparation of minutes relating to all subjects that submitted to the Administrative Discipline Council about the staff who have administrative problems or different cases, and process the decisions taken or issued by the committee.
• Follow up of the subjects relating to secondment and transfer of employees from-and-to the University in coordination with the concerned units.
This section has the following assignments as mentioned below:-
  • Revision of any information received from outside the Department which has a link or relation to the available information or resources.
  • Preparation of statements relating to information or statistics concerning University's employees in terms of the number and specializations relate to each college, etc, in addition to the statistic information asked from time to time.
  • To generate of new information and update to the Human Resources System which has been displayed in the University website.

Academic Recruitment Section:


Naturally, the procedures in recruitment are typically similar in both sections, as mentioned below:
1.Recruitment procedures:

  • Sending of a copy of local or international advertisement to Advertising Agencies to find out about the announcement cost.
  • Specifying the staff grade with job description.

2.Procedures after announcement:

  • Reception and registration of applications and forwarding them to the concerned units (colleges, centers, administration, deanships).
  • The Personnel Department receives the selected list of nominees from the concerned units for fixing the interviews’ appointments.
  • The Sub Committee, a college and a representative from Personnel Department meet together during the interviews.
  • Raising the list of nominees who have been chosen to the Main Committee for an approval.
  • Sending of nominees’ applications to information office after the approval for initial procedures.

3.Procedures for expatriates before their arrival:

  • Sending the letter of offer, initial contact, medical examination form and a request with a copy of endorsed certificates.
  • Sending names of nominees after the approval to Department of Administrative Affairs for booking appropriate accommodation. 
  • Receipt of all certificates and official papers to start the procedures of obtaining visa and issuing of tickets after approval and signature.
  • Sending an acknowledgment letter of nominees’ arrival to both Department of Public Relations and Housing Department in order to make arrangement of airports’ reception and provision of accommodation.

Remarks:
Before official recruitment, the following steps are to be taken first:

  • To make sure that all education qualifications and related certificates are clear and authenticated.
  • Procedures of medical check-up.
  • Sending the nominee to Information Section in the University Security Office for completion of recruitment formalities.
  • To issue employee’s ID card.
  • After medical check-up the new contract to be signed on the date of recruitment.
  • To issue the official decision letter of recruitment.

2.Administrative and Technical Recruitment Section:


Naturally, the procedures in recruitment are typically similar in both sections, as mentioned below:
1.Recruitment procedures:

  • Sending of a copy of local or international advertisement to Advertising Agencies to find out about the announcement cost.
  • Specifying the staff grade with job description.

2.Procedures after announcement:

  • Reception and registration of applications and forwarding them to the concerned units (colleges, centers, administration, deanships).
  • The Personnel Department receives the selected list of nominees from the concerned units for fixing the interviews’ appointments.
  • The Sub Committee, a college and a representative from Personnel Department meet together during the interviews.
  • Raising the list of nominees who have been chosen to the Main Committee for an approval.
  • Sending of nominees’ applications to information office after the approval for initial procedures.

3.Procedures for expatriates before their arrival:

  • Sending the letter of offer, initial contact, medical examination form and a request with a copy of endorsed certificates.
  • Sending names of nominees after the approval to Department of Administrative Affairs for booking appropriate accommodation. 
  • Receipt of all certificates and official papers to start the procedures of obtaining visa and issuing of tickets after approval and signature.
  • Sending an acknowledgment letter of nominees’ arrival to both Department of Public Relations and Housing Department in order to make arrangement of airports’ reception and provision of accommodation.

Remarks:
Before official recruitment, the following steps are to be taken first:

  • To make sure that all education qualifications and related certificates are clear and authenticated.
  • Procedures of medical check-up.
  • Sending the nominee to Information Section in the University Security Office for completion of recruitment formalities.
  • To issue employee’s ID card.
  • After medical check-up the new contract to be signed on the date of recruitment.
  • To issue the official decision letter of recruitment.

The nature of works in this section has a relation to expatriates and some issues relating to Omani staff (for instance resignations) whereby, the section prepares a number of lists of employees' names addressed directly to their responsible heads in colleges, centers and departments for those staff their job contract agreements nearing the date of expiry. There are two types of the lists:
  • The staff names' lists relating particularly to academics who have special grades, where, the period of notice is (6) months.
  • The staff names' lists relating to both administrative and technical employees, where, the period of notice is (3) months. After this process, all copies of individuals' documents are registered, attached along with the exchanged correspondences and filed in appropriate files.

Upon the completion of receiving responses from colleges and centers, the following steps are taken in this order:

  • Revision of all received letters for assurance of completion of total number of wanted names for renewal during that particular month.
  • Revision of all received letters for assurance of authenticity and completion of required points in this regard. In case of misspresentation of any points/conditions the concerned unit will be addressed to complete the remaining points (to be signed by head of section, dean of a college, or director of a center, with attaching all information regarding the interest reasons for renewal or termination or expansion)
  • Sorting out the received recommendations into two categories. The first category for renewal and second for the termination of job contract, in order to further process each category separately.
  • Preparing a letter enclosed along with a list of employees' names whose their job contracts have been either accepted or not accepted for renewal - and to be sent to the higher administration for final approval.
  • After the final approval, the appropriate steps to be taken based on the written remarks on them and finally to be updated to the Human Resources System.
    • To inform an employee about any changes incorporated in his/her job contract.
    • To send copies of all correspondences to their Direct Responsible Head.
    • To file all related documents in his/her personal file.
    • To file the original correspondences and lists of approval in special files in the section.
  • The existing procedures about acceptance of staff resignations:
  • Revision of resignation letter for assurance of the approval of the employee's Responsible Head and to check the availability of the date of resignation.
  • To communicate with the resigned employee to find out the reasons of his/her resignation, and filling the form of departing staff.
  • Approval of resignation from higher administration.
  • After the approval, the concerned person to be informed about the acceptance of his/her resignation and to be handed over to him/her the official resignation acknowledgment with signature.
  • To update all information regarding the resignation into the Human Resources System.
  • To send a copy of resignation letter to the employee's Direct Head, and other copies to be sent to Administrative Decisions Section in the Personnel Department, and to Department of Administrative Affairs (in Housing Section) for further and necessary procedures in this regard.


The existing procedures about termination of service contract:

  • To make sure about the completion of all conditions regarding termination of service contract, for instance, date of termination, and the recommendations of the responsible Head in this regard. The rest of procedures remain the same as mentioned above.
  • This section records all official decisions that are executed by the rest of other sections within the Department, by recording them in the outgoing file, and sending them to the concerned units located either inside or outside university.
  • Collection of all copies of outgoing correspondences and registering them in the so called 'general file'.
  • Filling all documents relating to any subjects into employees' personal files.
  • Responsibility of maintaining personal files of all university staff.
The following works are performed in this section as mentioned below:
  • Revision and organization of documents relating to personal files into a specified sequence order, preparation of recruitment official decisions.
  • Preparation of recruitment official decisions relating to overtime payment for the staff who are in temporary contract (like visiting consultants) and Omani staff who have been appointed based on the semi-salary agreement.
  • Revision of employees' file who have been transferred from other government sectors to the University, with preparation of official decision pertaining their beneficiary rights. 
  • Preparation of official decisions for staff recruitment in academic, administrative, and technical fields.
  • Preparation of official decisions for modification of academics' financial grades upon their return from scholarship study, also the technicians and administrative staff who are entitled for modification of their financial grades.
  • Preparation of official decisions for modification of job descriptions.
  • Preparation of official decisions for staff transfer from in-and-out the University.
  • Preparation of official decisions for formation of committee.
  • Preparation of official decisions for incentive allowances, and summer allowances, in addition to the allowances granted to Ministry of Health’s doctors and any other similar personnel who have performed specific work.
  • Calculation of monthly salaries for temporary staff, external examiners, and assistant researchers.
  • Preparation of official decisions for delegation going for official trips, training courses, and scientific excursions in the Sultanate, with calculation of percentage of beneficiary allowance, by combining the amount through Human Resources System.
  • Preparation of official decisions for delegation going for scholarship study inside and outside the Sultanate (Diploma, Bachelor, Masters, Doctorate).
  • Preparation of official decisions for different types of allowances (e.g. exceptional allowance, university allowance) nature of work, allowance for teaching Sultan Qaboos University Hospital, allowance for the clinic for the college of medicine, allowance for a dean, assistant dean, head of section in colleges, telephone allowance, allowances for electricity and water, in addition to the allowances for housing and transport)).
  • Preparation of minutes derived from Personnel Affairs’ Promotion Committee and all that has a relation with preparation of minutes for either additional allowance or modification of financial grades.
  • Preparation and revision of official decisions for resignation, termination of job contract, retirement, shift to retirement (in Omanis’ cases) with calculation of allowances entitled for leave balance and bonus of end of work service.
  • Preparation of a form of beneficiary rights for Omani staff who have completed their years of service, and those who are entitled for retirement, in addition, to the replies of enquirers relating to retirement.
  • To prepare and calculate gradually, Omani staff’s salaries who have completed their years of service and those who are entitled for retirement (from the date of recruitment to the end of service) in cooperation with Department of Financial Affairs.

NOTICE:

  • All official decisions are prepared and issued only after a proper revision in administrative and financial sides, and in accordance to the rules and regulations of University’s Bylaw, in addition to other set of rules for issues that are not listed in the University’s Bylaw.

This section facilitates and processes all types of leaves for all university's employees with cooperation of departments’ directors, centers and colleges of the University, in accordance to the rules and regulations specified and stated in the University’s Bylaw.

 

The procedures to be followed for applying different types of leaves

Ordinary leave:

  •  The leave application form to be filled and signed by an employee, and approved by a Direct Head.
  • An administrative official of a college or a center has to feed the leave details into the system.
  • The leave application to be sent to us for our revision and last approval.
  • The transaction to be sent to Department of Finance for payment of leave salary in the form of official decision and similar process on the return from leave, with assurance of availability of stamps in the passport for non-Omanis. It is possible for Omani staff to choose the option of a leave-without pay if they wanted.

 

Maternity leave:

  • The leave application form to be filled and attached with a copy of a child birth certificate. The concerned place of work should feed the leave details into the system.
  • The leave section should issue a letter of endorsement about the maternity leave for 45 days (a period approved in this case) and to be sent to Department of Finance.

 

Leave for accompanying a patient:

  •  An employee can apply for this type of leave for a period not more than 15 days in a year.
  • The leave details to be updated into the system by the concerned place of work.
  • It is possible for Omani staff to extend the leave up to (30) days as extra, but, on his/her return should attach the evidence attested by a Omani embassy in that particular country and to be forwarded to an administration of a center or a college, so that the concerned administrative official can feed the details into the system.

 

Sick Leave:

  • This type of leave can be granted to a non-Omani staff for a period of (45) days as per the signed contract, with a condition that the certificate/evidence to be attested by an Omani embassy in a country where the certificate was originally issued.
  • Omani staff can be granted (6) months with half salary. After completion of this period, the employee can be taken for medical retirement, if the patient has not successfully recovered after all this period of time.

 

 

Leave without pay:

  • The leave application form to be filled and signed by an employee and approved by the Direct Head Offical, then, it should be passed by the Deputy Vice Chancellor for Administration and Financial Affairs for an approval, after that, it should be sent to Department of Finance to complete the formalities.

NOTE: An Omani employee should pay a visit to our Leave Section to fill the form of 'Employee Retirement Fund' belongs to the Civil Service in order to pay the amount required by the Fund.

 

Leave for attending exams (for Omanis):

  • As usually, an employee should fill the form  and attach the evidence of the university that he/she is enrolled, and other related details, in such a way that an exam leave period should not exceed the specified time.

Leave for attending a conference or official assignment (without University bearing the cost):

  • The approval must specify the allowed period of time by the Deputy Vice Chancellor for Post Graduate and Scientific Research.
  • The Leave Section will feed the details into the system as per the granted approval.

 

Leave for a widow:

  • This type of leave is only granted to a Muslim woman (the period is four months and ten days) after presenting the certification of husband's death. The steps are same for updating the details into the system.

 

Scholarship study and training course:

  • An employee should fill the form of a return for scholarship study or a training course, then, to be endorsed by the Center for Human Resources and Staff Development.
  • The Leave Section will follow up about the official decision for scholarship or training course in case of delay etc.
  • The official decision should be issued and addressed to the Finance Department  informing about the return of the employee.

 

Emergency Leave:

  • The emergency leave is only granted to an employee as per his/her circumstances which will be considered and decided upon - by the place of work.
  • The procedures will be done through his/her place or work.
  • The leave application form to be sent to Leave Section for revision on the possibility of granting the leave as per the normally excused reasons.

NOTICE: An Omani employee deserves (9) days in a year as a maximum period divided into three times in a year, according to his/her emergency circumstances. A non-Omani employee can be granted (10) days in a year with a possibility of taking all of them at once or partially according to his/her travel's circumstances.

 

General Notice:

  • There are other types of leaves which have not been mentioned or listed down here, but however, you are most welcomed to our Leave Section for any queries in this regard.
  • In case of delay on return from any leave without mentioning the emergency acceptable reasons, the delayed days will be deducted from employee's leave balance  or deducted from the salary if there is no leave balance.