Administrative Communications

Administrative Communications - King Khalid University

Message of the General Manager

Recognizing the importance of the Administrative Communications Management and its vital and crucial role in serving all departments of the university, we strive to develop administrative work and transition it from traditional procedures to advanced operations. This is achieved by using modern technological means that facilitate procedural work and save time and effort. We will exert our utmost efforts to elevate the administration, aiming to achieve the vision and strategy of the university, in line with the strategy of Asir region and in accordance with the Vision 2030 of the Kingdom of Saudi Arabia.

Mission, Vision and Objectives

Mission

To enable all beneficiaries to enjoy effective administrative services in a secure, integrated, and easy manner through clear and simplified electronic channels.

Vision

To be a leading administration in automating written communication by creating an intelligent correspondence and technology environment.

Values

Considering commitment to Islamic values and in accordance with the values of the university, the Administrative Communications Management believes in the following:

Integrity
Commitment
Leadership
Innovation
Transparency
Integration
Teamwork

Objectives

Improve the quality of services provided to various university departments.
Realize the goals of the national plan for information and communication technology.
Develop electronic work within the e-government system.
Ensure secure and private network connectivity between the university, the ministry, and government entities.
Implement an electronic archiving system.
Enhance administrative and technical productivity of the human resources in the department.
Adopt advanced and successful information and communication technologies.
Innovate services and electronic solutions using secure and effective technologies.

Organizational Structure

Transactions Management

Incoming General Section (operates on the "Enjaz" system) and performs the following:

Receive transactions coming from outside the university and refer them to the relevant departments within the university.
Ensure the correct direction of transactions.
Store transactions that do not need to be sent in paper form.
Deliver the transaction with a log to the Internal Correspondence Section.

Outgoing General Section (operates on the "Enjaz" system) and performs the following:

Receive transactions from internal departments within the university, assign an outgoing number, and send them to external parties through official channels.
Enter transaction data into the "Enjaz" program.
Prepare logs for transactions and attachments.
Send transactions to the Mail Section.

Electronic Transactions Management

Amali Section (operates on the "Enjaz" system and the "Rasel" program) and is divided into two parts:

Outgoing Amali: After assigning an outgoing number on "Enjaz," transactions are sent electronically via the "Rasel" program to the Ministry of Education.
Incoming Amali: Transactions are received through the "Rasel" program, printed, registered in "Enjaz," and referred to the relevant department.

Yesser Section (operates on the "Enjaz" system and the "Yesser" program) and is divided into two parts:

Outgoing Yesser: An outgoing number is assigned, and transactions are sent electronically via the "Yesser" program.
Incoming Yesser: Transactions are received, accepted, and referred to the relevant department within the university.

Confidential Section

Incoming Confidential Section (operates on the "Enjaz" system) and performs the following:

Receive confidential transactions coming from outside the university and refer them to the relevant departments within the university.
Ensure the correct direction of transactions.
Store transactions that do not need to be sent in paper form.
Deliver the transaction in an envelope with a log to the Internal Correspondence Section.

Mail Section

Official Mail Unit:

Receive and deliver transactions to the administration through university messengers or official mail.

Express Mail Unit:

Receive and deliver transactions to the administration through the express mail distributor.

Support Section

Enjaz Team Section:

Receive and deliver transactions to the administration through university messengers or Saudi Post.
Forward transactions to the relevant section within the administration.
Receive outgoing transactions from the administration and deliver them to Saudi Post or the relevant external parties.

Employee Contact Information

Aaidh Ahmed Mohammed Al-Qarfi

Director General of Administrative Communications

Phone: 0172419119

Mushabbab Saeed Al-Qahtani

Follow-up / Paper Transactions

Phone: 0172419979

Saeed Ali Al-Qahtani

Confidential Section / Paper Transactions

Phone: 0172418777

Ayman Saeed Al-Malki

Electronic Transactions

Phone: 0172419946

Abdullah Safar Qishan

Electronic Transactions

Phone: 0172419912

Jarman Nawar Al-Shahrani

Electronic Transactions

Phone: 0172419969

Saeed Issa Al-Shatti

Paper Transactions

Phone: 0172419131

Al-Hassan Yahya Al-Nuami

Enjaz Team / Records Management and Archiving

Phone: 0172418821

Saad Salman Al Hadel

Support Section / Enjaz Team

Phone: 0172418129

Mohammed Ahmed Al-Jadhmi

Paper Transactions

Phone: 0172417495

Ahmed Hussein Muharraq

Enjaz Team / Records Management and Archiving

Phone: 0172414756

Electronic Forms

Tasks

Receive all correspondence and letters addressed to the administration, complete the procedures for their registration, and refer them to the relevant units within the university, ensuring that private and confidential correspondence is only opened by the relevant section within the administration.
Receive all correspondence and letters addressed to the administration, record them, and send them to the relevant entities within the university.
Establish the necessary organization for files and archives, preserving and maintaining them in their original form until they are sent to the Document and Archives Management.
Work on the transfer and distribution of private correspondence within and outside the university.
Supervise the organization and storage of transactions and information in a manner that facilitates easy and efficient retrieval.
Prepare periodic reports on the activities and achievements of the administration, identify performance obstacles, and suggest ways to overcome them.
Any other tasks assigned to the administration by the authorized person in the field of postal correspondence.

Platforms and Electronic Systems

System	Description of Tasks
Electronic Correspondence System
1. Enjaz Electronic Correspondence System	Handles all incoming and outgoing transactions related to the university, both internal and external.
2. Amali Electronic Correspondence System	Connects the university with the Ministry of Education, Saudi universities, and attachés regarding transactions and circulars.
3. Yesser Electronic Correspondence System	Connects the university with administrative and executive courts concerning outgoing and incoming transactions.
Support Services
4. Express Mail System	Connects the university with respect to express mail correspondence, both outgoing and incoming.
5. Official Mail System	Connects the university regarding incoming official mail correspondence. Supervises mailboxes for mail that has not been collected from the affiliated colleges and deanships.