Article 1. General Provisions
- This statute defines the legal status, purpose, objectives, functions, structure, and accountability of the Administrative Department (hereinafter referred to as the “Department”) of the LEPL Georgian State University of Sport (hereinafter referred to as the “University”), and regulates other matters related to its activities.
- The Department is a structural unit of the University’s administration. Its activities are guided by Georgian legislation, the University’s charter, the University’s legal acts, and this statute.
- The Department’s activities are based on continuous, coordinated work with various University structures.
- Within the scope of its competence, the Department carries out tasks assigned by the Head of the University’s Administration based on legislation and is accountable to them.
Article 2. Department’s Functions and Objectives
- Department’s Objectives:
- To ensure the attraction, selection, and recruitment of personnel with qualifications corresponding to their positions, in collaboration with structural units and in consideration of the requirements of current legislation and University regulations.
- To assist personnel in their socialization and integration into the University, and to support their professional development and qualification enhancement.
- To ensure the creation/implementation, coordination, and control of an efficient personnel administration system.
- To simplify administrative processes and achieve maximum efficiency by periodically analyzing the personnel administration system and implementing modern methods.
- To develop and implement an efficient personnel evaluation system.
- To develop/implement an efficient system for remuneration and motivation, considering the University’s mission, strategy, and financial resources, with the goal of improving staff job satisfaction, organizational loyalty, and the performance of assigned functions.
- To promote the improvement of work processes in University structural units and to care for the enhancement of existing human resource management policies, in line with the University’s mission and strategy for institutional development.
- To implement a document management policy at the University.
- Department’s Functions: Functions of the Department in the field of Human Resource Management:
- To organize the process of attracting/selecting qualified human resources for academic, administrative, and auxiliary personnel positions and to conduct relevant competitions.
- To prepare/update job descriptions for administrative/auxiliary personnel.
- To develop, implement, and manage the employee evaluation system of the University.
- To administer the personal files of academic, administrative, and auxiliary personnel.
- To monitor the contract terms of University personnel.
- To organize/monitor the internship process.
- To work with HR databases.
- To implement and develop an electronic human resource management program.
- To create a personnel reserve from the best candidates resulting from University competitions.
- To review and appropriately respond to issues related to employee labor relations.
- To organize events for the development of employee teamwork and corporate relationships.
- To provide information and consultation to University personnel regarding labor/legal acts related to employment relationships (terms and procedures of affiliation, competitions, contract terms, etc.).
- To monitor the workload of academic and invited personnel.
- To participate in the development and implementation of the University’s strategic development plan.
- Department’s Functions in the field of Document Management:
- To distribute incoming correspondence to the relevant structural units.
- To monitor deadlines for the completion of correspondence by the University’s structural units.
- To monitor issues related to tuition fee mobilization.
- To organize and control the activities of the structural units within the Administrative Department.
- To register, process, and archive completed documents in the document management system.
Article 3. Department’s Structure and Leadership
- The Department includes the following structural units:
- Human Resource Management Service;
- Document Management Service.
- The Department is a structural unit of the University’s administration, headed by the Head of the Department.
- The Head of the Department is appointed and dismissed by the Head of the University’s Administration in agreement with the Rector.
- Employment of the Department’s personnel is carried out according to the procedure established by current legislation and in consideration of the requirements of the University’s internal legal acts.
- The positions defined for the Department in the University’s staff list are: Head of the Department, Deputy Head of the Department, Head of Service, Leading Specialist, Chief Specialist, Senior Specialist, and Specialist, both in the direction of Human Resource Management and Document Management.
- The rights and obligations of the positions/roles defined for the Department in the University’s staff list are determined by this statute, employment contracts, and job descriptions.
- In the temporary absence of the Head of the Department (leave, business trip, illness, etc.), their duties are performed by the Deputy Head of the Department.
Article 4. Head of the Department
- The Administrative Department is headed by the Head of the Department, who is appointed and dismissed by the Head of Administration in agreement with the Rector.
- The Head of the Department is accountable to the Rector and the Head of Administration and performs the duties assigned based on this statute.
- The Head of the Department:
- Manages the Department’s activities.
- Represents the Department in the exercise of its assigned rights and obligations and is responsible for the performance of the functions and objectives assigned to the Department.
- Distributes duties among the Department’s employees, giving them instructions and assignments.
- Within the scope of their competence, signs/endorses documents prepared in the Department.
- Submits an annual report on the Department’s activities to the Head of Administration.
- Based on consultations with the heads of various structural units, submits proposals to the Head of the University’s Administration for consideration on matters of personnel appointment, transfer, dismissal, encouragement, and disciplinary responsibility.
- Conducts the annual evaluation of subordinate employees.
- Submits proposals to the Head of Administration for consideration regarding the Department’s structure, the number of staff units, and the appointment, transfer, dismissal, encouragement, or disciplinary responsibility of the Department’s employees.
- Requests information necessary for the Department’s work from the University’s structural units.
- Exercises other functions and duties defined by this statute, the University’s administrative and legal acts, and Georgian legislation within the scope of their competence.
Article 5. Deputy Head of the Department
- The Deputy Head of the Department, within the scope of their competence:
- Assists the Head of the Department in the performance of their assigned duties.
- Participates in the distribution of incoming materials (correspondence) in the Department.
- Participates in the preparation of the annual report on the Department’s activities.
- Conducts the annual evaluation of subordinate employees.
- Requests information necessary for the Department’s work from the University’s structural units.
- In the temporary absence of the Head of the Department, and also upon their instruction, endorses draft administrative acts prepared in the Department.
- Performs direct assignments from the Head of Administration, Rector, and Head of the Department regarding the Department’s activities.
Article 6. Human Resource Management Service
- The Human Resource Management Service is headed by the Head of Service, who is appointed and dismissed by the Head of Administration in agreement with the Rector.
- The scope of activity of the Human Resource Management Service is the organization, coordination, and control of processes related to the management of the University’s personnel.
- The Service ensures the administration and management of the University’s academic, administrative, teaching, and auxiliary staff lists, personal files, salary systems, and other personnel-related matters.
- The Service ensures the preparation of the necessary documentation for the appointment of all categories of personnel to vacancies, their transfer to other positions, encouragement, disciplinary action, business trips, leave, and termination of employment, as well as the preparation and submission of corresponding draft orders to the Head of Administration.
Article 7. Head of the Human Resource Management Service
- The Head of the Human Resource Management Service:
- Ensures the processing/monitoring of the University’s academic and administrative/auxiliary staff lists, personnel personal files, salary systems, contract terms, and other personnel-related matters.
- Manages the process of selecting administrative/auxiliary personnel through competition, and determines the competition terms and evaluation methods.
- Within the scope of their competence, participates in the competition process announced for filling academic positions.
- Conducts the annual evaluation of subordinate employees.
- Ensures the production of orders and other types of documentation for the appointment, transfer, encouragement, disciplinary action, business trips, leave, and termination of University personnel.
- Within the scope of their competence, reviews incoming correspondence.
- Performs direct assignments from the Rector, Head of Administration, and Head of the Department regarding the Service’s activities.
Article 8. Document Management Service
- The University’s Document Management Service is headed by the Head of Service, who is appointed and dismissed by the Head of Administration in agreement with the Rector.
- The main scope of activity of the Document Management Service is the organization, management, coordination, and control of unified document management at the University, and the development of draft acts regulating document management issues.
- The functions of the Document Management Service are:
- To regulate relationships related to document management and circulation at the University in accordance with Georgian legislation, and to ensure and manage a unified document management system.
- To receive and register correspondence, perform expeditionary processing, carry out registration and reference work, enter information into the electronic database, and transmit/send correspondence to its destination.
- To register outgoing correspondence and organize its submission to the addressee.
- To organize the timely completion of correspondence and the placing of documents under control, in accordance with the University’s unified document management rules and other effective acts, to ensure their timely delivery to performers, to monitor and analyze the progress of document execution, to generalize information about the results, and to systematically inform the management.
- To monitor the status of execution of incoming documents and the sending of outgoing correspondence.
- To manage the activities of the archive, including receiving archival documents from structural units and ensuring their protection, arrangement, use, and preparation for transfer for storage in accordance with the established rules.
Article 9. Head of the Document Management Service
- The University’s Document Management Service is headed by the Head of Service, who is appointed and dismissed by the Head of Administration in agreement with the Rector.
- The Head of the Document Management Service:
- Ensures the smooth operation and management of the University’s unified document management system.
- Manages the receiving/registration of correspondence, expeditionary processing, performance of registration and reference work, entry of information into the electronic database, and transmission/sending of correspondence to its destination.
- Ensures the timely completion of correspondence and the placing of documents under control in accordance with the University’s unified document management rules and other effective acts, their timely delivery to performers, control and analysis of the progress of document execution, generalization of information about the results, and systematic informing of management.
- Ensures the monitoring of the status of execution of incoming documents and the sending of outgoing correspondence.
- Manages the activities of the archive – receiving archival documents from structural units, and ensuring their protection, arrangement, and preparation for transfer for storage in accordance with the established rules.
- The Head of Service is accountable to the Head of the Administrative Department and performs the duties assigned by them based on the law and this statute.
- The Head of Service performs direct assignments from the Rector, Head of Administration, and Head of the Department regarding the Service’s activities.
Article 10. Department’s Specialists
The Department’s Leading Specialist, Chief Specialist, Senior Specialist, and Specialist, both in the fields of human resource management and document management, perform the functions assigned to them by the Head of Service, which are detailed in their employment contracts and job descriptions. The Service’s specialists are accountable to the Head of Service.
Article 11. Procedure for Making Changes and Additions to the Statute
Changes and additions to the statute are made in accordance with the procedure established by law.
Article 12. Reorganization and Liquidation of the Department
The reorganization or liquidation of the Department is carried out in accordance with the procedure established by Georgian legislation.
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