Directorate of Administrative Affairs

Presentation

The Directorate of Administrative Affairs is the administrative concerned with the proper functioning of the various services at the General Directorate. It mobilizes all necessary means of work and provides various administrative and logistic services to ensure optimal implementation of ISESCO’s activities and programmes, in coordination with the various directorates and centers of the Organization.
The DAA is made of the following divisions:
– Division of Human Resources,
– Division of Administrative Services,
– Division of Headquarters and Conferences
– Division of Public Relations, and
– Division of Procurement, Equipment, Stock and Maintenance.

Functions of the Director
  1. Under instructions from the Director General, the Director of Administrative Affairs shall undertake the following tasks:
  2. Supervise the Organization’s administrative affairs;
  3. Prepare and follow up on administrative contracts, agreements and protocols;
  4. Supervise the preparation of administrative documents and reports to be submitted to the General Conference and the Executive Council;
  5. Upgrade the work of the Directorate to enhance performance and effectiveness;
  6. Discharge any other tasks as may be entrusted to him by the Director General.
Division of Human Resources
  • It shall have the following tasks:
  • Prepare staff lists and follow up on recruitment procedures;
  • Take necessary administrative measures with the official authorities in the Seat Country to obtain the privileges, exemptions and commitments as set out in the Seat Agreement (stay permits, registration of cars etc.);
  • Keep the files of the staff, particularly with respect to marital status, qualifications, etc.;
  • Control regular attendance of staff, prepare and monitor leave timetables and prepare notes on holidays, working hours and interim schedule;
  • Follow up on the staff’s administrative and financial files, and take all relevant measures (schooling files, overtime files, and medical files of subscribers to the Medical Insurance Fund to be referred to the Fund Committee);
  • Conduct the necessary studies to upgrade and improve the management of personnel affairs;
  • Prepare and coordinate notices on vacancies at the Organization, and prepare for the study of applications for jobs and training by the parties officially commissioned to this end;
  • Follow up on jobs’ movement and amend staff members’ administrative and financial situation in accordance with relevant regulations and decisions;
  • Prepare necessary documents for the meetings of the Advisory Committee for Staff Affairs, and follow up on the implementation of its decisions;
  • Prepare and register orders for assignment inside and outside the Seat Country before referring them to the accounting section for the calculation of per diem allowances.
Division of Administrative Services
  • It shall have the following tasks :
  • Prepare staff lists and follow up on recruitment procedures;
  • Take necessary administrative measures with the official authorities in the Seat Country to obtain the privileges, exemptions and commitments as set out in the Seat Agreement (stay permits, registration of cars etc.);
  • Keep the files of the staff, particularly with respect to marital status, qualifications, etc.;
  • Control regular attendance of staff, prepare and monitor leave timetables and prepare notes on holidays, working hours and interim schedule;
  • Follow up on the staff’s administrative and financial files, and take all relevant measures (schooling files, overtime files, and medical files of subscribers to the Medical Insurance Fund to be referred to the Fund Committee);
  • Conduct the necessary studies to upgrade and improve the management of personnel affairs;
  • Prepare and coordinate notices on vacancies at the Organization, and prepare for the study of applications for jobs and training by the parties officially commissioned to this end;
  • Follow up on jobs’ movement and amend staff members’ administrative and financial situation in accordance with relevant regulations and decisions;
  • Prepare necessary documents for the meetings of the Advisory Committee for Staff Affairs, and follow up on the implementation of its decisions;
  • Prepare and register orders for assignment inside and outside the Seat Country before referring them to the accounting section for the calculation of per diem allowances.
Division of Procurement, Equipment, Stock and Maintenance
  • It shall undertake the following tasks:
  • Receive and consider purchase orders submitted by the various directorates, centres, divisions, sections and offices;
  • Undertake the necessary measures to obtain estimates from various sources for the acquisitions that the Organization intends to make;
  • Contact suppliers with a view to securing the goods and services required by the Organization, and consider the bids submitted by external suppliers;
  • Follow up on the requests submitted to external suppliers relative to meeting the Organization’s needs of stationery, materials, furniture and office equipment, in coordination with the parties concerned;
  • Prepare purchase order files to be submitted to the Organization’s Acquisitions Committee, follow up on the purchase orders approved by the Acquisitions Committee and provide them to the requesting parties;
  • Identify stock needs in materials, office equipment, stationery, maintenance materials, furniture and other equipment;
  • Receive requests for office equipment and other materials and distribute them among the different directorates and divisions as per need;
  • Make inventory of the stock contents and the Organization’s property and prepare periodical and annual statements thereon;
  • Assist the Administrative Services Division and the Headquarters and Conferences Division in supplying the equipment necessary for the activities implemented by the Organization at headquarters;
  • Follow up on the maintenance, development and updating of the Organization’s equipment, in coordination with the Administrative Services Division and the Headquarters and Conferences Division.
Division of Headquarters and Conferences
  • It shall have the following tasks :
  • Follow up on the material and technical preparation for conferences and meetings held at headquarters, and ascertain that all necessary services and requirements are provided, in coordination with relevant directorates, centres and divisions;
  • Ensure the safety and security of the Organization’s headquarters, particularly technical equipment of the assembly rooms and administrative bureaus;
  • Follow up on the execution of cleaning, maintenance, insurance and security contracts which the Organization concludes with the relevant parties;
  • Receive requests of directorates and divisions concerning the services of the headquarters and follow up on their implementation;
  • Monitor technical and architectural works to be implemented at headquarters, in coordination and consultation with the parties concerned;
  • Supervise the execution of receptions, coffee breaks, lunches and dinners at headquarters and beyond, in coordination with the Organization’s relevant sectors.
Division of Public Relations
  • It shall undertake the following tasks:
  • Maintain contact with the relevant authorities in the Seat Country regarding application of the Seat Agreement and the privileges and immunities granted to the Organization and its staff;
  • Follow up on files submitted to the Seat Country’s Foreign Ministry with regard to customs clearance of equipment;
  • Contact the diplomatic missions accredited to the Seat Country with a view to facilitating travel for the Organization’s staff to the Member States and elsewhere to carry out specific assignments or to implement the Organization’s activities;
  • Contact hotels and take the necessary arrangements to ensure the accommodation of the Organization’s guests during conferences, symposia and meetings;
  • Make ticket reservations for the Organization’s staff members, Member States’ representatives whose air tickets are covered by ISESCO, along with experts, translators and interpreters, and associates officially commissioned to take part in the Organization’s activities, and follow up on air ticket issuance and delivery.

 

  • Islamic Educational, Scientific and Cultural Organization
  • Avenue des F.A.R , Hay Ryad, PO Box 2275
  • PC Code 10104 - Rabat - Kingdom of Morocco
  • Tel: + 212 (0) 5 37 56 60 52
  • Fax: + 212 (0) 5 37 56 60 12 / 13
  • All Rights Reserved To ISESCO 2000 - 2018