• Principles for the Allocation of Public Housing at BEUN
• Lodging Application Form

DUTIES AND RESPONSIBILITIES OF THE PERSONNEL OF THE MOVABLE PROPERTY REGISTRATION AND CONTROL BRANCH DIRECTORATE

• To control the stock tracking, dispatch, and management of warehouses serving the Rectorate and affiliated units.
  • a) To prepare and submit the material requests of all units to the purchasing department in accordance with the demands of the Rectorate and its affiliated units. To inspect and receive the purchased items, ensure the inspection and acceptance procedures are completed, enter them into the inventory, and properly store and control the materials.
  • b) To meet the needs of fixed assets, stationery, consumables, and cleaning materials of the Rectorate and its affiliated units in line with their requests, and to monitor whether the receiving units have recorded the transfers in the accounting system.
  • c) To prepare and send a list of needed materials (fixed assets, stationery, consumables, cleaning materials, fuel, postage stamps, etc.) that are below the minimum stock level or unavailable in inventory to the purchasing department.
• To maintain the Movable Property Records of the Department of Administrative and Financial Affairs.
  • a) To record movable properties such as machinery, equipment, and fixtures assigned to the Department. To deliver them to users against a signature based on their registration numbers and to inspect and receive returned items.
  • b) At the end of the fiscal year, to carry out inventory checks through an established commission and ensure consistency between inventory and accounting records. To prepare and send the necessary documents to the accounting department based on inventory results.
• To carry out the necessary procedures for transferred items and check accounting records.

  For movable properties to be transferred to other units, to obtain approval from the expenditure authority and senior manager if required, and after approval, to process the transfer and deliver the items. To ensure the receiving unit has updated the accounting records accordingly.

• To process scrapping for items that have reached the end of their economic life.
  • a) To prepare the necessary documents and remove from records the durable items (worn-out, broken, etc.) that are no longer usable.
  • b) To carry out the required correspondence for the sale of scrapped items and ensure safe delivery to the relevant individuals or institutions.
• To prepare procedures for clothing aid provided to personnel receiving in-kind aid.

  To prepare an annual clothing aid list and submit the request to the purchasing department. To receive the procured items from the supplier, ensure inspection by the acceptance committee, and after approval, distribute the items to relevant units or individuals against a formal receipt.

• To track fuel transactions for vehicles.
  • a) To calculate the annual fuel consumption of service vehicles affiliated with the Rectorate and submit the request to the purchasing department for procurement.
  • b) To monitor and control fuel consumption monthly, issue a transaction slip based on the invoice, and send a copy to the purchasing department while storing another in the fuel tracking file.
• To determine heating fuel requirements and manage procurement and delivery processes.
  • a) To determine the annual consumption of heating fuel used in the Ibn-i Sina campus educational blocks, prepare and send the request to the purchasing department, and after the tender, send order forms to the supplier per the contract. Ensure secure and proper delivery within the specified timeframe.
  • b) During delivery, check if tank lids and discharge valves are sealed, take mixed samples from each compartment, fill them into sample bottles, seal the lids, and ensure proper closure to prevent leakage.
  • c) Of the 4 sample bottles taken for analysis, 2 are sent to the laboratory, 1 is given to the supplier with a formal record, and 1 is retained. Based on analysis results, a transaction slip is issued and sent to the purchasing department with the invoice.
• To manage public housing-related procedures.
  • a) To keep the request forms of personnel applying for housing in an orderly manner, prepare a new scoring list as of December 31 each year, and present it to the Allocation Commission. Following approval, publish the list on the university’s website. Also, ensure timely updates of changes in information or housing status throughout the year.
  • b) To monitor the status of personnel who must vacate (whose term has expired), issue notice letters on time, and upon vacating, check for missing items, record electricity, gas, and water meter readings, and complete a formal exit record. Notify the Personnel Department and related unit with a copy.
  • c) Based on the ranking list, allocate the vacant unit to the next eligible personnel after receiving commission approval. Notify the personnel with a formal letter and deliver the housing with an entry record. Send a copy of the allocation letter to the Personnel Department and the individual’s affiliated unit.
• To handle parking lot-related procedures.
  • a) To track parking requests in chronological order, and upon vacancy, prepare an exit report and notify the Personnel Department and affiliated unit.
  • b) To allocate the vacant spot to the next person on the list and notify the Personnel Department and the relevant unit.
• To provide support services for events.

  To support the supply and organization of materials required for university events (opening ceremonies, graduations, festivals, concerts, tournaments, etc.), to track and control the materials, and to receive and store them securely.