One of the key functions of the administrative, financial, and technical units under the supervision of the Deputy Vice-Chancellor for Administrative and Financial Affairs is to provide financial, human resources, technical, and logistical support to all SQU units, enabling them to achieve their educational goals and objectives effectively and efficiently. In addition, these units are responsible for addressing any difficulties encountered by staff or students and providing the necessary support when required.

To ensure an efficient workflow, the Office of the Deputy Vice-Chancellor for Administrative and Financial Affairs is responsible for implementing the Deputy Vice-Chancellor’s directives and instructions, providing the necessary information and data when required, arranging and coordinating meetings, and following up with the relevant units to ensure timely responses to matters referred to them.

 Office Responsibilities:

• Implement and follow up on the directives and instructions of the Deputy Vice-Chancellor for Administrative and Financial Affairs, in coordination with the relevant units.
• Provide the data, information, and reports required to support the Deputy Vice-Chancellor in decision-making.
• Manage and follow up on short-, medium-, and long-term plans related to the sector, and monitor performance indicators and levels of achievement.
• Contribute to achieving the sector’s strategic targets and prepare studies, plans, and development programmes aimed at improving performance and enhancing quality.
• Prepare and review correspondence, memoranda, reports, and documents related to the work of the Deputy Vice-Chancellor.
• Follow up on correspondence and matters referred to the relevant units and ensure that responses and required actions are completed in a timely manner.
• Organise, maintain, and archive files and documents to ensure easy retrieval while safeguarding their confidentiality and information security.
• Coordinate the activities of councils and committees related to the Office, prepare minutes of their meetings, and follow up on the implementation of their decisions and recommendations in coordination with the relevant entities.
• Contribute to the development and implementation of digital transformation initiatives and projects, monitor their performance, and support the streamlining and documentation of procedures and processes and the development of services.
• Coordinate meetings and engagements related to the work of the Deputy Vice-Chancellor and the units reporting to him, and follow up on matters arising from them.
• Prepare periodic and annual reports on the performance and achievements of the Administrative and Financial Affairs Sector.
• Perform any other duties assigned to the Office within its scope of responsibilities.

Planning and Development Section

• Manage and follow up on the University’s existing short-, medium-, and long-term plans related to the Office.
• Contribute to achieving the strategic objectives of the Deputy Vice-Chancellor.
• Monitor performance indicators of the units reporting to the Deputy Vice-Chancellor and develop plans and programmes required to achieve their targets.
• Coordinate with the various units reporting to the Deputy Vice-Chancellor in developing plans and conducting studies aimed at enhancing quality.
• Conduct studies and research as assigned by the Deputy Vice-Chancellor.
• Collect, coordinate, and analyse planning and development information and data submitted by the units reporting to the Deputy Vice-Chancellor to support decision-making.
• Monitor and regularly update the electronic systems used by the Office and its reporting units for tracking University plans.
• Coordinate and organise meetings between the Deputy Vice-Chancellor and the reporting units for planning and development purposes.
• Perform any other duties as assigned.

Coordination, Follow-up and Archiving Section

• Assist in organising appointments, meetings, and other engagements in coordination with the Deputy Vice-Chancellor’s schedule.
• Ensure that the Deputy Vice-Chancellor’s meeting schedule is properly prepared and up to date.
• Collect data and information required to support the Deputy Vice-Chancellor and Office management in decision-making.
• Prepare, review, and proofread the Deputy Vice-Chancellor’s official correspondence.
• Follow up on matters referred by the Office to ensure timely responses.
• Perform any other duties as assigned.

Councils and Committees Affairs Section

• Follow up on the activities, recommendations, and implementation of decisions of councils and committees.
• Coordinate council and committee meetings and prepare their minutes.
• Review the minutes of council and committee meetings and follow up on their implementation in coordination with the relevant entities.
• Perform any other duties as assigned.

Digital Transformation Section

• Contribute to developing the strategies and plans required to achieve the University’s digital transformation objectives.
• Provide technical support and assistance for approved projects to ensure their successful implementation.
• Coordinate digital transformation projects and ensure their integrated and effective implementation.
• Provide training and workshops for relevant staff on change management and best practices in digital transformation.
• Monitor and evaluate the performance of digital projects and prepare periodic progress reports for senior management.
• Establish partnerships with technology companies and other institutions to facilitate knowledge and expertise exchange in digital transformation.
• Update the service catalogue and contribute to streamlining and documenting procedures and processes in accordance with approved frameworks.
• Perform any other duties as assigned.

Project for Technology Development and Digital Transformation:

❖ Project Goal:

  Develop the technological infrastructure for all operational processes to   align with modern technologies and cybersecurity challenges.

❖ Project Initiatives:

 ➢ Establish centralized project management to enhance digital transformation at the university, facilitating project implementation tracking and change management.

➢ Improve the efficiency of human resources responsible for managing and executing digital transformation requirements.

➢ Develop a comprehensive and integrated digital transformation governance framework.

 ➢ Document the architecture of all operational and academic processes at the university.

➢ Enhance the efficiency of infrastructure (hardware and software) to align with digital transformation projects and future technologies.

 ➢ Continue to proactively (preventively) develop and review data security and privacy procedures.

Project to Increase and Diversify Financial Resources:

 ❖ Project Goal:

    Increase and diversify the financial resources of the university.

❖ Project Initiatives:

 ➢ Develop governance and investment management at the university.

➢ Plan for investment management to increase the university's financial    resources.

 ➢ Enhance the skills of staff in the field of investment.

Financial Management System Update Project:

❖ Project Goal:

Update the university's financial system to achieve financial sustainability.

❖ Project Initiatives:

 ➢ Centralize the management of fixed and movable assets at the university to achieve efficiency.

➢ Implement an electronic system to facilitate fast and efficient financial transactions.

➢ Monitor and evaluate spending efficiency based on key performance indicators.

➢ Simplify financial procedures, expand authorizations, and improve transfer processes.

➢ Ensure the independence of internal audit processes according to international financial practices.

➢ Establish and activate a sound governance system for financial sustainability.

• Enhance the financial independence of the university in accordance with university law.

➢ Develop a financial risk registry.

Employee and Leadership Training and Selection Project:

 ❖ Project Goal:

Enhance the efficiency, effectiveness, and professional development of employees.

 ❖ Project Initiatives:

 ➢ Create an integrated system to ensure interconnectedness, inclusiveness, and coherence in human resource planning, aligning it with the strategic plan to enable optimal use of talents at the university.

 ➢ Establish standards and guidelines for activating human resource planning in all units and roles to ensure continuity of university services and the achievement of its goals.

 ➢ Retain and maintain distinguished talents at the university.

➢ Improve the competencies of the university’s employees and leaders to ensure the continuity of services in line with environmental changes.

➢ Support the training and development budget to implement human resource plans and find alternative funding sources.

 ➢ Develop the training infrastructure to meet current and future employee training needs.

Institutional Performance and Legislation Project:

❖ Project Goal:

Promote a culture of quality and performance.

❖ Project Initiatives:

 ➢ Develop a performance evaluation system at both the institutional and individual levels.

 ➢ Audit and evaluate administrative quality.

Organizational Restructuring and Institutional Agility Project:

❖ Project Goal:

Achieve agility in the university's organizational and administrative structure and align it with strategic plans.

❖ Project Initiatives:

 ➢ Ensure the principle of unified direction.

 ➢ Implement measures to enhance communication speed and ease of decision-making to achieve institutional effectiveness and agility.

 ➢ Increase the agility of the organizational structure to keep pace with current and future changes