Administrative Affairs Unit
- Participate in the strategic planning process at HPC
- Prepare, follow up on and update the annual plans of the unit
- Cooperate and coordinate with other administrative units to improve investment in and rationalize the use of the available resources of HPC to ensure efficient performance and effective completion of tasks.
- Prepare reports on the administrative activities at HPC on periodic basis and as instructed by the Secretary General
- Suggest amendments to the administrative organization including the organizational structure, the functional structures, the general scopes of authority, powers and job descriptions as the work of HPC develops.
- Follow up on the proper enforcement of regulations and instructions especially with respect to personnel affairs, exercise authorities, and perform tasks and duties with the directors of units.
- Follow up on, supervise and ensure the proper performance of all administrative support operations
- Oversee all matters related to human resources, including HR planning, recruitment, training, performance evaluation, substitution and termination of services.
- Help identify the training needs of HPC staff, and develop, implement and evaluate training plans.
- Cooperate and coordinate with other units to improve investment rationalize consumption of the available financial resources of HPC to ensure efficient performance and effective completion of tasks.
- Supervise and report to the secretary general on the IT usage analysis, determine its efficiency and effectiveness and identify the required software to improve the performance of HPC.
- Improve and automate HPC operations to facilitate and simplify procedures and increase the efficiency of performance and effectiveness of results.
- Develop the necessary plans to maintain the safety and security of information at HPC
- Follow up with different consultancy agencies who provide e-services to HPC.
- Participate in meetings, seminars and conferences related to the work of the unit and as directed by the Secretary General.
- In coordination with other units, identify the goods and services needed by HPC.
- Conduct authorized direct purchases and determine the mechanisms for procuring goods and services as per the applicable tendering and procurement rules.
- Issue tenders for the goods and services which HPC decides to procure or acquire them as per the approved procedures and mechanisms.
- Prepare and document procurement contracts and consultancy contracts in the central archives.
- Prepare records of supplier information, documents, invoices, receipts, etc.
- Maintain the operation of the IT infrastructure of HPC including wired and wireless networks, connection devices, computers and their peripherals.
- Follow up and maintain all staff equipment and services, install updates to the operating system, refill ink cartridges of all printers at HPC and check if printers are functioning properly.
- Prepare the technical specifications of IT tenders and bids issued by HPC.
- Identify the specifications of alternative solutions, add-ons and updates and assess their technical and economic feasibility.
- Update all HPC websites, and social media accounts (HPC website, knowledge platform, and mobile application) with information received from the concerned units.
- Secure the necessary equipment and technical requirements of training rooms and meeting rooms internally and externally.
- Prepare periodic reports on visits to HPC’s online platforms.
- Design HPC greeting cards and notifications using special graphic design software.
- Check materials supplied by printing and publishing service providers design wise through the concerned units.
- Communicate with partners and stakeholders through social media platforms using hashtags, retweets, likes and mentions.
- Follow up on and harness latest IT updates to support HPC operations.
- Develop and implement internet usage controls and policies.
- Provide targeted technical support and attend to the technical requests of colleagues.
- Follow up on online backups on daily, weekly and monthly basis.
- Share knowledge on information technology and HPC websites with all colleagues.
- Update the financial transactions of HPC regularly through the e-file system.
- Prepare an online coverage of all HPC activities and post it on social media.
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