Department Terms of reference:
1.Review the letters it receives regarding the identification of the properties to be dealt with, and matching the data in terms of descriptions of the property, its boundaries, and area and ensure their accuracy.
2.Examine and record applications submitted by interested parties and draft contracts after they are matching them with the documents, estimate fees, obtain their signatures and approve them.
3.Reviewing contracts drafts and their conformity with the documents submitted, verifying the identities of the stakeholders, examining the documents of ownership, and assessing the fees due for registration.
4.Obtain the signatures of the stakeholders on the documents after verifying their personalities and identities in accordance with the law, and issuing the authentication reports and insert the final numbers of documents and their delivery to the stakeholders.
5.Preparing the necessary certificates to determine the real estate, recording and removing the sequestration details of the property.
6.Follow-up decisions of expropriation for public benefit and organizational parcels, as well as all decisions issued by the Municipality in this regard with the competent authorities.
7.Annotate executive sequestration orders and the acquittal.
8.Keeping the documents and the real estate documents in the computer and unloading their data into the records and handing over the certificates.
9.Record the final numbers of the documents in the records prepared for this purpose after transcribing their contents in the registry according to the prescribed rules and enter data into the computer.
10.Issuance of real estate certificates to the stakeholders to be submitted to the official authorities according to the needs of each entity.
11.Document loan contracts, issue mortgage statements and in-kind property rights and stamp documents to write off or renew them.
The organizational structure of the Department consists of the following units:
1.Secretarial and Follow-up Section:
2.Technical Affairs Control
3.Contract Control.
4.Automated Information Control
5.Real Estate Archives Control.
6.Mortgage Credit Control.
oSecretarial and Follow-up Section, directly accountable to the department manager:
It is responsible for receiving and distributing the letters and correspondence related to the Department and distributing them to the relevant controls, sections and divisions and receiving responses thereon.
•Technical Affair Control:
It is specialized with reviewing the letters related to the identification of properties and their descriptions, keeping special technical reports, engineering drawings and the response to technical inquiries. It consists of two sections:
oSurveys Section, specialized with the following:
1.Review the letters received regarding the identification of the transaction properties.
2.Matching their data in terms of descriptions of the property, its boundaries and its area and ensuring their accuracy
3.Preparation of technical reports of transactions that need to be reviewed by the competent authorities.
4.Responding to the technical and engineering inquiries requested by the different departments.
oPlans Section, specialized in the following:
1.Keep engineering drawings.
2.Coordinate the circulation of the drawings within the Section and with the Surveys Section.
•Contract control:
It is specialized with the examination and registration of applications submitted by interested parties and issuing draft contracts after their conformity with the documents, the estimation of the fees thereon and obtaining their signatures and authentication of the same. It consists of the following divisions and sections.
•Applications Section, consisting of two divisions:
•Registration Division: It is concerned with recording applications in the register prepared for this purpose in serial numbers according to the hour and date of submission.
•Research Division: It is concerned with the examination and study of the documents required by law to be submitted with the registration applications, and to complete their data and documents in accordance with the law.
•Contracts Section: It is responsible for drafting contracts according to the documents submitted by the concerned parties.
•Audit and Review Section: It is responsible for reviewing the draft contracts and their conformity with the documents submitted, verifying the identities of the stakeholders, examining the documents of ownership and assessing the fees due for registration.
•Authentication Section: It is responsible for obtaining the signatures of the stakeholders on the documents after verifying their identities and their capacities according to the law, and write authentication reports, insert the final numbers of documents and hand them to the stakeholders.
•Automated Information Control:
It is specialized with entering the data of documents, reviewing them, responding to inquiries of citizens, and the preparation of statistics of the Department. It consists of the following divisions and sections:
o Data Entry Section:
It is concerned with the entry of data of the documents in the computer, auditing and verifying the accuracy of their data, the amendments thereto, place disposition prevention messages or the issuing of powers of attorney according to the real estate and documentation data.
oInformation and Statistics Section, consisting of three divisions:
•Information Division, specialized in the following:
1.Respond to all inquiries concerning real estate property and documents.
2.Preparing the certificates required to identify the real estate.
3.Enter the sequestration data on the property and remove them.
4.Follow-up decisions of expropriation for public benefit, organizational parcels and all decisions issued by the Municipality in this regard with the competent authorities.
5.Annotation of executive sequestration orders on the properties and their acquittal.
•Statistics Division, concerned with the following:
Preparation of statistical data of the Department and real estate transactions.
•Real Estate Rights Research Division, concerned with the following:
To determine the factual and legal status of the real estate according to the data of the computer and to annotate the same on the Municipality identification letters and respond to queries about real estate powers of attorney.
•Real Estate Archive Control
This Control is concerned with all matters relevant to keeping real estate documents and deeds in the computer, transcribing their data into records and deliver certificates. It consists of the following sections and divisions:
Real Estate Archive Section:
This Section is specialized in keeping the originals of documents and deeds signed after checking them and follow-up the decisions on the expropriation for public benefit, and consists of three divisions:
•Documents and Records Keeping Division, concerned with the following:
1.Keeping the originals of documents after their final delivery.
2.Preparation of documents for microfilming.
3.Copying the letters of the Municipality and official documents according to the files of applicants and the various administrative departments.
•Research and Annotation Division, concerned with the following:
1.Extracts concerned with the transfer of ownership, annotation of documents, and imposing real estate sequestrations.
2.Ensuring the conformity of documents to their records, examination and verification of written copies of documents transferred to the records.
3.Correction of documents and records.
4.Issuing copies for review.
5.Issuing copies in lieu of the documents.
6.Preparing the necessary reports on the status of real estate according to the records.
7.Preparation of circulars for booking and lifting of the reservation.
8.Carry out the promulgation of the union of owners of floors and apartments.
9.Preparation of official letter for various official bodies.
10.Issuing real estate certificates for specific properties.
•Microfilm Imaging Division, specialized with the following:
1. Providing citizens with microfilms of property documents.
2. Preparing the required images for official bodies.
o Photocopying Section, specialized with the following:
1.Photocopy documents and send them to the Contracts Authentication Section.
2.Photocopy of documents required to be issued in lieu of the lost documents.
3.Placement of annotations that determine the plot or the owner in the case of multiple plots and owners.
oCertificates and Final Registration Section: specialized with transcribing the details of documents into the records and issuing the final real estate certificates and figures. It consists of two divisions as follows:
•Final Registration Division:
It is specialized to record the final numbers of the documents in the records prepared for this purpose after transcribing their contents into the register according to the determined rules and enter their data into the computer.
•Real Estate Certificates Division:
This Division is concerned with issuing real estate certificates to the concerned parties to submit the official bodies according to the requirements of each body and approval of the same.
•Real Estate Mortgage Control:
This Control is concerned with authenticating the loans of contracts, issuing mortgage statements and rights in kind established on the real estate properties, and stmap the documents to indicate their striking out or renewal. It consists of hte following divisions and sections:
oAuthentication Section:
This section is concerned with the authentication of contracts which comprise the establishment of a consequential real estate right in kind or determined for the same, their transfer or cancelation. It includes the loan contracts, mortgage striking out decisions, secured debt declarations, promise to mortgage contracts and handing over all the copies of the Department to the Authentication Archive Section:
oCredit Section:
This section is concerned with issuing the mortgage registration statements and the rights in kind established on the real estate properties, and stamping the documents to indicate their striking out or renewal. It consists of three branches as follows:
•Applications Registration Division:
This division is concerned with registering the applications in the register prepared for this purpose in serial numbers according to the hour and date of their submission and investigate the documents which the law required to submit them, satisfy their details and documents as per the law.
•Editing and Auditing Division
This division is concerned with editing the rights in kind registration statements which are established on the real estate properties, and auditing them in light of the documents which the law required to enclose with the registration applications, after verifying them and obtaining the signatures of the concerned parties on their registration statements.
•Annotations Division:
This division is concerned with conducting the required annotations for the establishment of the consequential right in kind on the title deeds, statements, its renewal, cancelation and deregistration and deliver the copies to the concerned parties.