• Registration of all correspondences (incoming/outgoing) from this department.
• Attendance to telephone/telefax communications.
• Arranging a meeting with consultants, contractors, visitors, and staff members.
• The stationery stock follows up.
• Coordinating with SQU Security Office regarding issuing campus entry permits to companies dealing with the department.
• Preparing Department procurement requests in coordination with concerned departments and stores.
• Coordination with the Transport section.
• Coordinating reservation of lecture halls/labs/ classes for various functions.
• Typing all outgoing Letters.

• Managing, administrating, and controlling Department operating Systems and following up on their development & upgrading in coordination with the Center for Information Systems (CIS) and other concerned Departments.
• Revising technical reports prepared by section Heads and engineers about Equipment purchase, inventory & maintenance within HRFMS (Scientific Equipment Management System)
• Revising Scientific Equipment purchase requisition requirements and category-wise approving purchase requisition through HRFMS (procurement system) in coordination with end users and the procurement department.
• Supervising Scientific Equipment inventory, coding, registration, and labeling.
• modifying and controlling inventory data within HRFMS Scientific Equipment Management System) in coordination with end users.
• Entering and approving financial transactions: budget and petty cash commitment requests through HRFMS (Budget and petty cash systems) and planning and preparing an annual budget in coordination with the Finance Department.
• Planning and preparation of Staff Training and scholarships annual plans and follow-up with Center for Staff Development (CSD)

• Clarifying the actual requirements of new specialized equipment needed by end users at the university in coordination with concerned departments.
• Revising and evaluating tenders related to new Equipment purchases along with the end users and procurement department in terms of technical specifications, quantity, warranty, pre-installation requirement, operation/maintenance training, and after-sales technical support.
• Assisting and coordinating with users and suppliers for the new Equipment Site preparation and installation.
• Attending and providing the maintenance for all the Specialized Equipment, and timely arranging necessary spares either locally or from abroad
• Participating in Preparing and revising service contracts along with the end users and concerned departments.
• Supervising the development, negotiation, and monitoring of service contract programs to ensure services are provided and operations are conducted within program parameters.
• Monitoring service contractor's activity to determine progress in meeting maintenance schedules and assess the quality of work performed.
• Attending Relocation and disposal of Equipment according to the time requirement by concerned end users.

• Clarifying the actual requirements of new laboratory equipment needed by end users at the university in coordination with concerned departments.
• Revising and evaluating tenders related to new Equipment purchases along with the end users and procurement department in terms of technical specification, quantity, warranty, pre-installation requirement, operation/maintenance training, and after-sales technical support.
• Assisting the concerned departments and the suppliers for the new Equipment Site preparation and installation.
• Repair, Maintenance, and Calibration of the laboratory equipment.
• Timely arranging necessary spares either locally or from Abroad.
• Preparation of Technical Regulations, Conditions, Guidelines, and Specifications in equipment service contracts.
• Supervising the service company’s Engineers or Technicians While they are doing routine maintenance.
• Attending Relocation and disposal of Equipment according to the time requirement by concerned end users.

• Clarifying the actual requirements of new support equipment needed by different end users at the university in coordination with concerned departments.
• Revising and evaluating tenders related to new Equipment purchases along with the end users and procurement department in terms of technical specifications, quantity, warranty, pre-installation requirement, operation/maintenance training, and after-sales technical support.
• Assisting the concerned departments and the suppliers for the new Equipment Site preparation and installation.
• Attending and providing the maintenance of Photocopiers, filing systems, Print machinery, Sports equipment, and entertainment systems without affecting the efficiency of the day-to-day work of the University, and timely arranging necessary spares either locally or from abroad
• Preparation of Technical Regulations, Conditions, Guidelines, and Specifications in equipment service contracts.
• Negotiate for the price, quality, availability, and shelf life of the consumables for new machines before awarding the tender.
• Replacement of spares once the life period mentioned by the manufacturer has expired.
• Evaluating Supplier's offers by considering the maximum shelf life of the spares and capacity of the Equipment for getting maximum performance.
• Re-evaluating spare durability offered by the suppliers before placing the order if not insisting the company to replace free of charge otherwise makes them charge according to the durability given by the part.
• Reconfirming the price in quotation and invoice with the actual listed price after completing the job.
• Controlling the usage of Toner(powdered ink for photocopiers) by balancing the supply to the end-user through the system.
• Arranging standby Photocopy machines for the seminar/exhibition halls when and where some requirements arise.
• Attending Relocation and disposal of Equipment according to the time requirements of End-users.

Technical Services Department Work Procedures Manual

Technical Services Department Services and Work Procedures

1. Review of Equipment Purchase Requests

• Receiving equipment purchase requests electronically from requesting departments through the Procurement System.
• Assessing the actual requirements for the requested equipment in terms of quantity and type.
• Reviewing, revising, and preparing the technical specifications and requirements in coordination with the requesting department.
• Approving the requests electronically through the Procurement System and forwarding them to the Procurement Department.

2. Technical Analysis of Specifications and Quotations

• Receiving quotations in hard copy from the Procurement Department.
• Analyzing the quotations in coordination with the requesting department and negotiating with the relevant companies to obtain the best technical specifications, technical support, training, and price reductions, and to select the most suitable quotation.
• Preparing the technical analysis report through the Scientific Equipment Management System, obtaining the required written approvals from the requesting department and the Technical Services Department, and forwarding the report to the Procurement Department.

3. Receipt, Installation, and Inspection of Equipment

• Receiving internal or external purchase orders in hard copy from the Procurement Department.
• Coordinating with the supplier, the requesting department, and the relevant University departments to ensure the provision and implementation of the technical requirements necessary for the installation and inspection of the equipment.
• Coordinating with the supplier, the requesting department, and the relevant University departments for the receipt, installation, and inspection of the equipment, as well as for receiving the accompanying documents and records.
• Issuing an Equipment Installation and Inspection Certificate, registering the equipment in the Scientific Equipment Management System, printing the equipment identification label, and affixing it to the equipment.
• Providing training on the operation, use, and maintenance of the equipment.
• Monitoring the performance of the equipment and supervising maintenance services provided by the supplier during the warranty period.

4. Equipment Maintenance

• Receiving maintenance requests electronically from requesting departments through the Scientific Equipment Management System.
• Conducting on-site technical inspections and repairing the equipment or transferring it to the Department's workshop, where necessary.
• Requesting replacement spare parts locally or internationally, when required.
• Engaging authorized agents or manufacturers when the Department's technicians are unable to repair the equipment.
• Establishing maintenance agreements for selected high-technology equipment and supervising their implementation.
• Preparing and documenting maintenance reports in the system. Copies of the reports are attached to the relevant invoices for financial processing and integration with the financial system and are subsequently forwarded to the Finance Department for payment.

5. Transfer of Equipment from One Location to Another

• Receiving electronic requests from requesting departments for the transfer of equipment between locations within the University through the Scientific Equipment Management System.
• Where technical assistance is not required, the equipment is transferred by the requesting department.
• Where technical assistance is required, the Department's technicians carry out the transfer or coordinate with the authorized supplier or agent, as necessary.
• Updating the equipment information in the electronic system and preparing transfer reports. Copies of the reports are attached to the relevant invoices, linked to the financial system where applicable, and forwarded to the Finance Department.

6. Disposal of Obsolete Equipment

• Receiving equipment disposal requests electronically from the requesting department through the system.
• Conducting on-site technical inspections to assess the condition of the equipment and determine whether it can be repaired and reused or should be disposed of.
• Transferring equipment to the Department's warehouse for temporary storage pending the formation of the Auction Committee.
• The Auction Committee examines and assesses the equipment and determines the appropriate method of disposal. Certain equipment may be transferred to the workshop for use as spare parts, while other equipment may be donated or sold through auction.
• Updating the equipment records in the electronic system after the equipment has been officially removed from service.

The scientific equipment and instrumentation in SQU