Correspondence Division

Vision

Excellence in managing correspondence and records affairs through an organized and effective administrative system that achieves speed of completion and accuracy of work, and enhances the efficiency of administrative communication within Al-Huda University College.

Mission

The Correspondence Division is committed to organizing and documenting the College's official transactions and correspondence with efficiency and transparency, and ensuring the smooth circulation of administrative letters and documents in accordance with legal procedures and applicable instructions, in a way that supports the proper functioning of institutional work.

Objectives

• Organizing correspondence work and ensuring the accuracy and speed of completing official transactions.

• Unifying the mechanisms for registering, preserving, and circulating administrative correspondence.

• Maintaining the confidentiality and security of official documents.

• Supporting effective administrative communication between the College presidency and the various units.

• Developing correspondence work methods using electronic systems.

• Archiving transactions according to a system that facilitates retrieval.

• Complying with laws and instructions related to correspondence work.

Mr. Abd Mohammed Abdullah – Division Manager

• Receiving and registering incoming letters and transactions to the College and assigning them official numbers.

• Organizing and issuing outgoing letters after reviewing and formally approving them.

• Distributing official correspondence to the concerned departments and units and following up on its completion.

• Preserving and archiving paper and electronic letters and transactions.

• Preparing internal and external official mail and following up on its delivery.

• Maintaining the confidentiality of information and official documents.

• Preparing schedules and registers for correspondence transactions.

• Following up on the implementation of administrative orders and directives issued by the College presidency.

• Coordinating with departments and units regarding administrative transactions.

• Organizing meeting minutes and preserving them within the official records.

• Implementing the electronic archiving system and continuously updating it.

• Preparing periodic reports on the progress of correspondence work.

• Complying with quality and administrative governance instructions.

• Organizing the safekeeping of official seals and monitoring their use in accordance with regulations.

• Performing any other tasks assigned to the Division within its area of competence.