Services
SECRETARY GENERAL
Formation: The General Secretariat consists of a Secretary General and up to 2 Deputy Secretaries General and affiliated units.
Authority: Secretary General is the head of the university's administrative organization.
Responsibilities: Secretary General is responsible for the operations of the university's administrative organization and reports to the Rector.
DESCRIPTION OF DUTIES
- To ensure that the units in the administrative organisation of the University work efficiently, regularly and harmoniously.
- To make a proposal to the rector about the personnel to be assigned to the administrative organisation of the University.
- To act as a rapporteur in the University Senate and the University Administrative Board without participating in the vote; to ensure that the decisions taken in these boards are written, protected and kept,
- To convey the decisions of the University Senate and the University Administrative Board to the units affiliated to the university,
- To ensure that the Press and Public Relations service is carried out,
- To carry out the correspondence of the Rectorate,
- To organise the protocol, visit and ceremony affairs of the Rectorate,
- To perform similar duties to be assigned by the Rector.
On behalf of the Secretary General, the Office of Correspondence, established under the University Executive Board's Decision dated 10 May 2005 and numbered 2005/13-6:
- Ensures the writing, preservation, and storage of decisions made by the University Senate and the University Executive Board and conveys these decisions to the divisions affiliated with the university
- Handles correspondence for the Rectorate and the General Secretariat
- Organizes the document flow processes of the institution, records incoming external documents, ensures their initial registration, forwards them to the relevant divisions as directed by the Secretary General and the Rector's Office, delivers documents to the relevant divisions by signature, provides guidance for the divisions on the use of the Electronic Document Management System (EBYS) , receives and lists official mail sent to and by the university divisions, quotes prices for them, sends them, collects from the post office official mail addressed to our university rectorate, and takes necessary actions
- Handles movables procedures for the Secretary General and affiliated divisions (Office of Press and Public Relations, Disaster and Emergency Management Division)
- Conducts correspondence related to disciplinary investigations for the administrative divisions of the university, maintains a disciplinary investigation register, and carries out correspondence for disciplinary investigations at the instruction of the Secretary General and the Rector
- Writes Disciplinary Committee's decisions and completes the related procedures
- Prepares the strategic plan, annual divisional activity reports, public investments monitoring and evaluation reports, institutional financial status and expectations reports, and performance program for the General Secretariat's Expenditures Division and submits them to the GTU Directorate of Strategy Development, provides the Rector's Office with the required information for the University Activity Report
- Follows up the leave of staff working in General Secretariat, issues sick leave approvals, and notifies the Directorate of Personnel Affairs and the Directorate of Administrative and Financial Affairs along with the divisions where the staff holds their tenure
- Organizes and archives the materials of the General Secretariat year by year and transfers them to the archive at the end of the year.
On behalf of the Secretary General, the Office of Press and Public Relations, which contains the Institutional Enquiries Division:
- Ensures the execution of press and public relations services
- Organizes official meetings, visits, and ceremonies for the Rectorate
- Responds to institutional enquiries
On behalf of the Secretary General, the Office of the Executive Assistant to the Rector:
- Handles appointment scheduling and meetings for the Rector and Vice Rectors, as well as official and private correspondence, check escalations and signature files
- Provides the Office of Press and Public Relations with support for all types of official meetings, visits, and ceremonies for the Rector and Vice Rectors
- Follows up the leave of staff working in their division, issues sick leave approvals, and notifies the Directorate of Personnel Affairs and the Directorate of Administrative and Financial Affairs
- Carries out the movables procedures and reporting of the Expenditures Division of the Office
- Performs tasks related to the preparation of the strategic plan, annual divisional activity report, public investments monitoring and evaluation reports, institutional financial status and expectations reports, and performance program of the Expenditures Division of the Office, and sends them to the GTU Directorate of Strategy Development
On behalf of the Secretary General, the Disaster and Emergency Management Division, established by the University Executive Board's Decision dated 09 December 2009 and numbered 2009/47-03:
- Fulfills the responsibility of planning and executing the institution's civil defense and mobilization services
- Carries out similar tasks assigned by the Rector
- Acts as the Expenditure Authority for the Office of the Executive Assistant to the Rector and the Secretary General as required by the Public Financial Management and Control Law No. 5018
