Department Terms of Reference
oTake all recruitment and dismissal procedures for the Ministry's employees and keep their administrative and confidential files.
oReceipt of correspondence and correspondence received by the Department and record them in the records prepared for this purpose, then deliver them to the controls or sections in accordance with the annotation marked on them by the manager of the Department and keeping a copy thereof.
oConduct administrative investigations with the employees referred to the investigation and prepare the necessary memoranda thereon, together with the legal opinion to be presented to the competent authority in the Ministry.
oStudying and discussing the subjects of the civil service and expressing the legal opinion therein regarding the employees of the general cadres and the special cadres of the Ministry,
oPreparation of responses to observations made by the regulatory bodies of all kinds, as well as observations made by the press, the media and members of the legislative authority on the work of the Department in coordination with the competent departments.
oExamining administrative grievances and complaints and providing legal opinions thereon.
oImplement the instructions related to the performance of the career affairs of the judges and the members of the Public Prosecution in respect of conducting the appointment, promotion, transfer, assignment and termination of the service and taking legal measures towards transactions related to them in relation to their financial benefits including the disbursement of salaries, allowances, bonuses and remunerations of all kinds and travel tickets.
oResearch, implement and follow up the procedures for granting leave of all types and resumption of service after the end of the leaves.
oTranslation of judicial judgments or any documents, agreements or contracts submitted to the Ministry by government agencies or entities with independent budgets, from Arabic to foreign languages or vice versa, and validating the translation of documents received from the concerned parties for submission to the judicial authorities , authenticating the documents whose parties or one of them is ignorant of the Arabic language or does not know the Arabic language well, in participation with the concerned authenticator.
oPreparation of the first part draft budget and its explanatory note (the office, real estate registration and judicial affairs) and follow-up implementation after being approved by the competent authorities.
oImplementation of legal procedures on the granting of academic leave of different types and scholarships, and the preparation of memoranda and draft resolutions thereon.
oFollow-up of the Ministry's employees working hours and their regularity in the work, and take action to renew the residence of non-Kuwaiti employees and judges.
The manager of the Department is responsible for its work and for the following;
oSupervising all the work performed by the Department secitons, directing the employees and evaluating their efforts.
oApproving all transactions issued by the Department.
oDevelop the development and operational plan for the Department, achieve its objectives and follow up its achievement within the general plan of the Ministry, in coordination with the Administrative Development, Training and Planning Department.
oImplementation of decisions, circulars and administrative bulletins related to the proper functioning of the work and its organization to achieve the objectives and general policy of the Ministry.
oDevelop annual reports and recommendations for the promotion and granting of incentives to Department staff.
The organizational structure of the Department consists of the following units:
oThe Personnel Register Section, directly accountable to the Department manager, and is responsible for the following:
oImplement the staff register system in accordance with the regulations determined by the Civil Service Bureau.
oComprehensive introduction of the employment movement stored in the service file and all changes and amendments in the career of all Ministry employees and special cadres.
oPreparing draft resolutions for the approved forms by the Civil Service Bureau for all Ministry employees in coordination with the relevant sections.
oSatisfy the needs of the working units for the extraction of employment information, the issuance of certificates of employment and financial data and request reports to this effect from the Civil Service Bureau.
oSecretarial and Follow-up Section, directly accountable to the manager of the Department, and specialized in the following:
oReceipt of correspondence received by the Department and record themin the records prepared for this purpose.
oDelivery of the incoming correspondence to the controls or sections in accordance with the annotation marked on them by the manager of the Department and keeping a copy thereof.
oPerform all administrative work related to the employment affairs of the Department staff.
oReceive all completed transactions and distributing them to the concerned authorities within the Ministry, after their registration in special records and keeping a copy thereof.
oKeeping data and documents of the Department staff in their own files.
oFollow-up of the working hours of the staff of the Department.
oFollow-up of the work received by the Department and ensure its completion within the specified time.
oFollow up the works referred to the controls and sections and ensure their processing.
oFollow-up work related to the Department with departments and sectors of the Ministry or external bodies.
oAdministrative Investigations Section, directly accountable to the manager of the Department, and specialized in the following:
oConduct administrative investigations with the employees referred to the investigation and prepare the necessary memoranda thereon, together with the legal opinion to be presented to the competent authority in the Ministry.
oFollow-up of traffic issues concerning accidents related to Ministry vehicles.
oPreparation of memoranda relating to the commission of violations by employees who are suspected of a common law offense, and to inform the judicial authorities after taking the necessary legal procedures.
oPreparation of responses to the observations made by the technical office in the Ministry regarding complaints of employees.
oTake action to execute the sequestration reports received from the Department of Execution in the Ministry to implement the judicial judgments passed against the employees.
oPreparation of legal defenses and completion of legal proceedings and send them to the technical office of the Ministry for follow-up with the judicial authorities.
oProviding legal opinion on the subjects referred to the Section.
oPreparation of draft administrative decisions, in relation to the work of the Section.
o Research and Studies Office (section level), directly accountable to the manager of the Department, and specialized in the following:
oStudying and discussing civil service topics and expressing the opinion therein for the general cadre and special cadres personnel in the Ministry.
oPrepare and draft administrative decisions in connection with the Office’s works.
oPrepare the replies to the remarks expressed by all types of regulatory bodies, as well as the remarks expressed by the press, media and members of the executive body in connection with the Department’s works, in coordination with the specialized sections.
oInvestigate administrative grievances and complaints and express the legal opinion therein.
oUndertake the legal review and auditing processes of the sections’ operations according to the registers, files and computerized systems in coordination with the competent sections.
oExpress the legal opinion on the topics related to the affairs of the judges, public prosecution and their auxiliary bodies in accordance with the laws and regulations.
oFollow up the execution of the Department five year development plan, in coordination with the Administrative Development, Training and Planning Department.
oReview of the completion and annual performance rates of the works of the Department control sections, and prepare the annual statistical statements in this respect.
oTranslation Section, accountable to the Department manager directly, specialized with the following:
oUndertake the translation of the judicial judgments or any documents, agreements or contracts received by the Ministry from government bodies or bodies with independent budgets, from Arabic language into foreign languages or vice versa.
oUndertake interpretation in the cases whose parties include a foreign element.
oParticipate in oral interpretation in any of the Ministry's departments or auxiliary bodies of the judiciary.
oAuthenticate the translation of documents received from the concerned parties for submission to the judicial authorities.
oAuthenticating the translation of documents submitted by the concerned parties and issued by official bodies in the State of Kuwait for the purpose of providing them to entities outside the State of Kuwait.
oCarrying out the authentication of documents whose parties or one of them is ignorant of or does not know the Arabic language in cooperation with the concerned authenticator.
•Appointments and End of Service Control, specialized in the following:
1.Take all recruitment and termination procedures for employees.
2.Keeping administrative and confidential files of employees.
3.To submit proposals related to the implementation of the Ministry's policy and objectives on recruitment plans and to provide the necessary studies to develop progress plans in proportion to the size of work and job classification.
It consists of three sections, as follows:
o Appointments Section, specialized in the following:
1.Implementation of all procedures related to the movement of recruitment of staff from the receipt of applications for appointment until the appointees’ receipt of work.
2.Opening administrative and confidential files for the new appointees and following up the implementation of the financial settlements of the appointed staff.
3.Prepare the necessary records for employment.
4.Entering the decisions of new appointees in the automated systems prepared for this purpose.
5.Communicating with the Social Securities on the appointment and transfer of employees.
6.Determine the employment needs of all departments and sectors of the Ministry according to the actual requirements that are commensurate with the size of work and in accordance with the job classification.
7.Receiving the applications of individuals wishing to be employed in the Ministry.
8.Study the interim plans to cover the needs of the Ministry of jobs commensurate with the volume of work, in coordination with the competent authorities.
o End of Service Section, specialized with the following:
1.Implementation of the legal instructions related to the termination of the services of the Ministry employees according to the reasons for termination of their services.
2.Issuing service certificates for former employees of the Ministry.
3.Addressing the competent authorities to disburse the end of service benefits to the employees of the Ministry after conducting the legal settlements.
4.Consideration of pension replacement requests submitted by employees.
5.Issuing the necessary certificates regarding social securities and supplementary insurance data.
6.Communicate with the Social Securities on the employees of the Ministry whose services are ended and transferred to work with other parties.
7.Consideration of requests for the integration of the service for employees.
o Files Section, specialized in the following:
1.Receiving, recording and keeping employee files (for appointees, transferees and assignees) after the employees have started to work and organize their circulation.
2.Organizing and depositing a file (administrative and confidential) for each employee in the cabinets prepared for this purpose.
3.Receipt of employment decisions and copies of documents relating to employees and filing them in their files.
4.Store the incoming documents.
5.Keeping the annual confidential reports of employees in addition to the documents of the employmentl changes.
6.Inventory of files of employees whose services ended and keeping them in the designated places.
7.Addressing the governmental bodies regarding the delivery of the files of the employees transferred from the Ministry and keep a copy thereof in the Ministry.
8.Prepare statistical data on the transferred and terminated employees and notify the same to the Appointments Seciton
• Personnel Affairs Control, specialized in the following:
1.Examine civil service issues in relation to public and private cadres employees (experts, judiciary and public prosecution).
2.Implementation and follow-up procedures for social and real estate loans and government housing.
3.Consideration of the entitlement to the payment of bonuses, allowances of all kinds, financial rewards and wages for additional works.
4.Preparation of a draft budget for the first part (office of the Ministry - Real Estate Registration - Judicial Affairs) and its explanatory note.
It consists of three sections, as follows:
o Judicial Affairs and Public Prosecution Members Affairs, responsible for the following:
1.Implementation of instructions related to the performance of the employment affairs of judges and members of the Public Prosecution, in connection with the conduct of the appointment, promotion, transfer, assignment and termination of service.
2.Taking legal measures towards transactions related to the affairs of the judiciary and members of the Public Prosecution in connection with their financial entitlements including the disbursement of salaries, allowances, provisions, bonuses of all kinds and travel tickets.
3.Research, implement and follow-up the procedures for granting leave of all kinds and resumption of work after the end of the leave.
4.Follow up the employment status of the judiciary, and record it in the seniority register.
5.Take action on the claims of the Credit and Savings Bank in respect of mortgages and social loans related to the judges and members of the Public Prosecution.
6.Taking the necessary measures in respect of social security and requests for replacement of pension and the inclusion of the service related to the judges and members of the public prosecution.
7.Keeping the files of the judiciary and the members of the Public Prosecution and regulating their circulation.
o Employment Affairs Section, specialized in the following:
1.Implementation of legal instructions related to personnel affairs in relation to the assignment, transfer and seconding and adjustment of conditions.
2.Take the necessary measures concerning the licensing of employees of the Ministry to work with others outside the working hours.
3.Consider jobs that require changing their job titles.
4.Consider extending the service of non-Kuwaiti employees after the legal age for termination of their service.
5.Keeping records of seniority of the Ministry's employees and completing all data related to them.
6.Request the files of employees transferred to work with the Ministry and to examine and prepare reports on them and follow up the implementation of financial settlements thereon.
7.Consideration of the disbursement of allowances of all kinds.
8.Present the names of the employees who meet the necessary conditions to consider raising their job levels to the higher employment level periodically on the scheduled dates annually.
9. Identify those who meet the requirements of promotion by seniority and selection and reward excellent works in accordance with the legal rules regulating this regard.
10.Identify those who meet the requirements of the benefits of periodic and encouraging allowances in accordance with the legal rules regulating this regard.
11.Follow-up on the reports submitted to the new appointees pending consideration of their employment.
12.Take the necessary legal measures to prepare employee competency assessment reports.
13.Presenting memos to assess the suitability of those subject to the probationary period to consider their permanent employment in their jobs.
o Budget Section, specialized with the following:
1.Preparation of the draft budget of the first chapter and its explanatory note (office, Real Estate Registration and Judicial Affairs) and follow-up implementation after being approved by the competent authorities.
2.Keeping the record of the budget movement of the number of jobs approved in the budget of the Ministry and follow up the changes that occur thereto.
3.Consideration of procedures for the disbursement of wages for overtime and remunerations for other works and the follow-up of their disbursement.
4.Consideration of the procedures for the payment of bonuses due to employees of the Kuwait Institute, arbitral tribunals, experts, committee members and others.
5.Examine the use of services from individuals outside the Ministry.
6.Take action on financial entitlements for social and real estate loans and housing obtained by employees.
7.Investigate and take measures to dismiss or stop social allowances for the Ministry's employees.
•Leave and Working Hours Control, specialized in the following:
1.Implementation of the legal procedures to grant employees leave of all types and scholarships.
2.Preparation of memoranda and draft resolutions on leaves
3.Follow-up of the Ministry's staff and their regularity in work.
4.Take action to renew the residencies of non-Kuwaiti employees and judges.
It consists of two sections, as follows:
o Leaves and Passports Section, specialized with the following:
1.To take action to grant leave of all types and scholarships and to implement its procedures in accordance with the legal rules.
2.Follow-up of the return of employees on leave on the scheduled dates and cases of absence from work and referral of those delayed after the date of their return to the Working Hours Follow-up Section.
3.Settlement of balances of cash equivalents of employees whose services have ended.
4.Opening of leave cards for new employees and accrual of annual leave for all employees from the date of appointment.
5.Review and check medical reports and sick leave and take the necessary measures in accordance with the rules governing them.
6.Follow up the transactions of those called for military service.
7.Preparation of transactions of recruitment, residency and visas for those contracting with the Ministry and those invited to the Ministry from abroad.
8.Take procedures for the granting, transfer, renewal, cancellation and transfer of residence for non-Kuwaiti Ministry employees.
o Working Hours Follow-up Section, specialized in the following:
1.Monitor the daily working hours of staff of the Ministry and take the necessary action in this regard and prepare the necessary notes and reports.
2.Take the necessary measures for delays and departures of employees and their discontinuation of work.
3.Completion of the employment behavior cards (departure - interruption - delay - disciplinary penalties) in accordance with the regulations adopted in this regard.
4.Take the necessary measures to apply the rules governing the deduction and denial imposed on employees
5.Follow-up the exit permits with permission to employees.
• Administrative Services Control, specialized with the following:
1.Follow up the implementation of contracts concluded by the Ministry with others.
2.Providing security and safety means to the departments in the Ministries Complex.
3.Identify and provide the actual needs of tools and office equipment.
4.Follow-up of telephone and car services.
5.Provide references and legal letters issued by the Ministry and the Department of Legal Advice and Legislation.
6.Collection of fees and revenues.
7.Receipt of correspondence issued and received from and to the Ministry.
It consists of three sections, as follows:
o General Services Section, specialized with the following:
1.Follow-up of the implementation of contracts for cleaning, maintenance, typing and other contracts in coordination with the competent authorities in the Ministries Complex building, ensure their commitment to apply the terms of the contract, identification of violations and reporting them to the competent authorities.
2.Assessing the Ministry's needs for supporting jobs and distributing them to the work stations.
3.Receipt and follow-up of the Department's supply of materials, custodies, publications, stationery and other materials and distribute them to the departments in accordance with the procedures, regulations and forms prepared for this purpose.
4.Coordinating with the Ministries Complex Department in providing the means of upkeep, security and safety of the Ministry building.
5.Follow up the telephone service in the Ministries Complex and coordinate in this respect with the concerned authorities.
6.Coordinate with the Ministries Complex Department to issue entry and exit permits to the complex outside the official working hours.
7.Identify and estimate requests for furnishing the working units of the departments in the building of the Ministries Complex in coordination with the competent authorities.
8.Providing the occupants of the auxiliary jobs group and supporting technical jobs with clothes and clothing.
9.Allocate parking spaces for the Ministry's staff according to the regulations in coordination with the Department of the Ministries Complex.
o Transport Section, specialized in the following;
1.Presenting the needs of the Ministry of transport in each governorate to the competent authority to provide them.
2.Follow-up of the implementation of car rental contracts and supervise the distribution of them daily in accordance with working hours.
3.Maintenance of vehicles owned by the Ministry.
4.Distribution of cars to the Ministry's departments in the governorates according to the plan approved by the competent authority.
6.Participate in the preparation of financial estimates for transport and maintenance of cars.
7.Organizing the daily movement of vehicles owned by the Ministry, regulating the disbursement of fuel according to circulars issued and follow-up the registration.
o General Registration Section, specialized with the following:
1.Receiving all transactions received by the Ministry.
2.Transferring incoming transactions to bodies concerned with execution after registering them in the relevant registers.
3.Distribution of all completed transactions by the concerned authorities inside and outside the Ministry, after their registration in their respective records.
4.Follow up the delivery of all incoming and outgoing transactions and prepare the necessary responses for some of them.
5.Receipt of all completed transactions and distributing them to the concerned authorities inside and outside the Ministry, after heir registration in their respective records.
6.Preparation of records for keeping the outgoing and incoming mail to departments and sectors of the ministry.
7.Preparation of records for keeping outgoing and incoming mail to all parties outside the Ministry.
8.Indexing and keeping all the originals of the transactions received by the Ministry and copies of the transactions issued by the Ministry and their inclusion in the files prepared for this purpose.
9.Collecting cash revenues, including fees for translation, salary certificates, value of sales of legal documents and others, and supply them according to statements or forms of supply to the Financial Affairs Department in the Ministry.
10.Receipt of the permanent (advance) custody and follow up its disbursement on the cables and correspondence of the Ministry and others.