Administrative Units and Divisions
Divisions and Units Reporting Directly to the Dean
Dean’s Office and Confidential Registry Unit
Objectives:
  • Organizing and coordinating official correspondence.
  • Managing interview schedules.
  • Ensuring telephone communications related to the Dean.
Functions:
  • Reviewing daily newspapers and submitting them to the Dean.
  • Receiving incoming correspondence addressed to the Dean and preparing the necessary preliminary documentation prior to presenting it for directives.
  • Drafting official letters and responses as directed by the Dean, supervising their typing, signing, and dispatch.
  • Receiving confidential mail and taking the necessary actions regarding confidential outgoing correspondence and forwarding it to the relevant authorities.
Council Secretariat Unit
Objectives:
  • Organizing the affairs of the Institute Council sessions.
  • Implementing and following up on University Council decisions received by the Institute.
Functions:
  • Preparing agendas for Institute Council sessions based on issues referred by the Dean and notifying Council members accordingly.
  • Preparing minutes of Institute Council sessions, supervising their printing, and making them ready for distribution to relevant entities.
  • Implementing and following up on items falling within the Secretariat’s responsibility as stated in the Council minutes.
  • Receiving University Council minutes and submitting them to the Dean for review prior to implementing his directives.
  • Receiving minutes of Scientific Branch Councils, preparing reports on them, conducting necessary inquiries, submitting them to the Dean, and then notifying the branches of the approval of those minutes.
Legal Division
Objectives:
  • Providing legal consultations on all matters related to the Institute.
  • Supervising and following up on all matters related to Institute property (buildings and land).
Functions:
  • Receiving requests for legal consultation from Institute units or the Dean and preparing legal responses.
  • Notifying the Institute of lawsuits filed against it and assigning a legal officer to prepare legal defenses for submission to the competent court.
  • Representing the Institute in lawsuits as plaintiff or defendant.
  • Following up with execution courts to enforce judicial rulings and recover Institute debts.
  • Preparing appeals and cassation petitions against judgments not in favor of the Institute in coordination with the University’s Legal Affairs Department.
  • Implementing final court rulings and notifying the Financial Affairs Department regarding financial implications.
  • Retaining copies of lease contracts for Institute facilities.
  • Supplying Institute units with relevant laws and regulations upon request.
  • Participating in investigative and other committees requiring legal expertise.
  • Submitting recommendations of investigative committees to the Dean for approval.
Financial Division
Objectives:
  • Planning, organizing, and coordinating all financial and accounting matters of the Institute.
  • Ensuring proper expenditure according to approved allocations and applicable regulations.
  • Managing advances for graduate students and monitoring budget execution.
Functions:
  • Preparing operating and investment budgets and submitting them for approval.
  • Preparing estimated budgets and monitoring allocations after approval.
  • Preparing trial balances and final accounts.
  • Issuing periodic financial performance reports.
  • Paying salaries, lecture fees, and other financial entitlements.
  • Purchasing and distributing fixed assets and consumable supplies.
  • Conducting inventory, write-off, valuation, and sale of Institute assets.
Library Division
Objectives:
  • Supporting higher education and scientific research programs and contributing to cultural and scientific development.
Functions:
  • Providing information resources in various formats according to approved standards.
  • Organizing and preserving information resources to ensure easy access.
  • Delivering library and information services to beneficiaries.
  • Training users on effective use of library resources.
  • Organizing training courses, seminars, and conferences in library and information science.
  • Cooperating with libraries and information centers inside and outside Iraq.
  • Preparing studies, bibliographies, indexes, and publications.
  • Organizing and participating in book exhibitions.
Higher Education Fund Unit
Objectives:
  • Establishing a Higher Education Fund with legal personality and financial and administrative independence.
Functions:
  • Operating an independent accounting unit with a special bank account.
  • Applying the unified accounting system.
  • Subjecting fund accounts to audit by the Federal Board of Supreme Audit.
  • Holding monthly meetings of the Fund’s Board of Directors.
  • Issuing expenditure decisions in accordance with laws and regulations, subject to university approval.
Human Rights Unit
Objectives and Functions:
  • Promoting human rights education as a fundamental pillar for building informed societies and preventing violations.
  • Integrating human rights concepts into university education, research, and institutional policies.
  • Raising awareness and providing training to foster respect for freedoms and fundamental rights within the academic community.
Citizens Affairs Unit
Functions:
  • Guiding citizens on appropriate legal and administrative procedures to resolve issues.
  • Following up on complaints received from the University Presidency.
  • Contributing to the Electronic Citizen Government Program by registering citizens’ requests.
Internal Audit and Control Division
Objectives:
  • Auditing financial transactions in accordance with applicable laws and regulations.
Functions:
  • Reviewing administrative orders and financial transactions prior to disbursement.
  • Responding to inquiries from the University.
  • Conducting field audits and submitting reports to the Dean.
Quality Assurance and University Performance Unit
Objectives:
  • Promoting a culture of quality assurance and performance evaluation in higher education.
Functions:
  • Implementing institutional evaluation files.
  • Submitting completed evaluation reports to the University.
  • Conducting evaluative studies and proposing development initiatives.
  • Maintaining and updating evaluation databases.
Ibn Sina E-Learning Unit
Objectives:
  • Promoting e-learning culture within the Institute.
Functions:
  • Training faculty members on educational platforms.
  • Supporting course digitization and lecture recording.
Follow-up Unit
Objectives:
  • Ensuring security, stability, and protection of the Institute.
Functions:
  • Regulating visitors.
  • Monitoring facilities during and after working hours.
  • Operating electronic surveillance systems.
Security Clearance Unit
Functions:
  • Issuing security badges and authorizations.
  • Supervising civil defense units.
  • Developing plans to address security risks.
Continuing Education Unit
Functions:
  • Organizing training and development courses.
  • Training faculty and staff on modern teaching and administrative methods.
Academic Promotions Unit
Functions:
  • Following up on academic promotions of faculty members.
  • Reviewing promotion files and coordinating peer review.
  • Managing financial entitlements of external reviewers.
Media and Government Communication Unit
Functions:
  • Covering Institute events and activities.
  • Coordinating with media outlets.
  • Managing online information systems and public relations.
Information Technology Unit
Functions:
  • Managing electronic government systems.
  • Maintaining networks, software, and hardware.
  • Developing specialized software and digital archiving systems.
Civil Defense Unit
Functions:
  • Protecting Institute facilities from hazards.
  • Providing emergency response, firefighting, and evacuation services.
Divisions and Units Reporting to the Assistant Dean
Assistant Dean’s Office
  • Managing correspondence and appointments.
  • Preparing official communications.
Student Affairs Division
Functions:
  • Managing admission and graduation procedures for graduate students.
  • Monitoring academic progress.
  • Preparing reports on graduate studies.
Studies and Planning Division
Functions:
  • Preparing annual academic plans.
  • Organizing academic and administrative staffing.
  • Preparing statistical reports, organizational guides, and annual reports.
Human Resources Management Division
Functions:
  • Managing personnel affairs.
  • Preparing administrative orders.
  • Handling promotions, transfers, retirement, and evaluations.
Scientific Affairs Unit
Functions:
  • Ensuring compliance with scientific research, authorship, and translation regulations.
  • Coordinating scientific opportunities and reporting activities.
Scientific Journal and Endorsement Unit
Functions:
  • Publishing scientific research.
  • Providing translation and interpretation services.
Scholarships and Cultural Relations Unit
Functions:
  • Managing scholarships, fellowships, scientific missions, and conferences.
  • Coordinating academic cooperation with Arab and foreign institutions.
Construction and Projects Unit
Functions:
  • Preparing development and maintenance plans.
  • Supervising implementation of construction and renovation projects.
Government Contracts Unit
Functions:
  • Preparing and managing tenders, contracts, and procurement procedures.
Maintenance and Services Unit
Functions:
  • Managing transportation services.
  • Maintaining cleanliness and facility services.
Rehabilitation and Employment Unit
Objectives:
  • Preparing and employing graduate students.
  • Enhancing graduates’ skills to meet labor market needs.
Functions:
  • Implementing training programs for graduate students.
  • Supporting university marketing and graduate employability.
  • Assisting graduates in overcoming employment challenges and contributing to national development.