Administrative Affairs Departmental Orientation For New Employees

KINGDOM OF SAUDI ARABIA
NATIONAL GUARD HEALTH AFFAIRS
KING ABDULAZIZ MEDICAL CITY - RIYADH
Administrative Affairs
Departmental Orientation
For New Employees
Prepared by: Staff Support Department, 2010
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Administrative Affairs
Message from Administrative Affairs
EMPLOYEE NAME
: ____________________
POSITION TITLE
: ____________________
DEPARTMENT
: ____________________
Dear Ms./ Mr._________,
We are very pleased to welcome you to King Abdulaziz Medical City for National Guard Health Affairs.
We are delighted to have you join us at the start of what appears to be a rewarding career in NGHA. National Guard Health Affairs is one of the largest health
institutions in the Kingdom of Saudi Arabia.
To help you get started, enclosed is Administrative Affairs’ Orientation Guide
that will familiarize you with the functions and responsibilities of all departments under the umbrella of Administrative Affairs. Our staffs in Administrative Affairs will be ready to extend assistance should you need any.
We are confident that you will be an asset to our organization. Now that you are
part of our team, we look forward to a pleasant association with you and hope
that we can help you achieve your goals.
We wish you a rewarding and enjoyable stay as you work with us.
Respectfully yours,
Mr. Abdulaziz Al Awad Deputy Executive Director Administrative Affairs NGHA
Mr. Ahmed Al Rukban
Executive Director
Administrative Affairs NGHA
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National Guard Health Affairs
Administrative Affairs Departments
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Administrative Affairs
Executive Director, Administrative Affairs, NGHA
First Floor, New Administration Building, Room 108-03-072
Extensions: 43420/43439/43392
Mail Code: 2325
Email: AdmAff1@ngha.med.sa
Deputy Executive Director, Administrative Affairs,
NGHA
First Floor, New Administration Building, Room 108-03-090
Extensions: 43837/43143/43129
Mail Code: 2333
Email: DED_AdminAff@ngha.med.sa
Mission
We exist to provide all National Guard Health Affairs employees with services
ranging from staff recruiting, job classification, establishing pay, policy, appropriate recognition and reward program, government relation support, and
developing strategic initiatives, such as Saudization.
Vision
Our vision is to provide a seamless, consistent focus on individual and business
needs, and provide superior system of services, products, tools, and programs
to ensure a competent, integrated, healthy, and diverse workforce at the National Guard Health Affairs.
Goals & Objectives
1. Provide an innovative and responsive employment system for recruiting,
hiring and retention of talented employees.
• Develop and implement innovative recruiting programs and tools to attract diverse applicant pool
•
Provide a competitive compensation and reward structure that is commensurate with National Guard Health Affairs financial resources and
help in recruiting, hiring, and retaining talented employees.
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Continue to evaluate the cost/benefit of the National Guard Health Affairs’ benefits offerings to ensure they are competitive, and that funding is maximized and/or relocated to priority benefit and compensation
initiatives.
•
Coordinate with training and development department for providing a
professional development and training program that helps staff, managers, and department chairs acquire the knowledge and competencies
needed to achieve performance excellence and maximize productivity.
2. Continue the review and enhancement of Administrative Affairs organization, systems, processes, and procedures, using the principles of continuous
quality improvement that incorporate quality service and excellent performance standards, increased accountability, and maximize cost-effectiveness.
• Implement improved performance evaluation systems
•
Improve effectiveness (cost and service levels) of Adminsitrative Affairs to support implementation of corporate objective “Establish and
maintain cost effective programs to ensure proper utilization of resources”
3. Provide a positive and supportive work environment that increases staff satisfaction and expand opportunities for staff to resolve conflicts and address
concerns and minimize disruptions and barriers to excellent performance.
4. Develop close loop processes for all Administrative Affairs activities to ensure efficient capturing for end user/s feedback.
• Develop and implement frequent staff satisfaction surveys.
•
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Establish process measurement reporting system to control the process
and ensure the efficiency and cost by reducing the process waste and
cycle time.
Corporate Manpower Services
First Floor, New Administration Building, Room No. 108-08-047-1
Extensions: 43225/43165
Mail Code: 2314
Email: cmsd@ngha.med.sa
In 2003 the department was officially renamed to signify the corporate identity
and reflect the spectrum of responsibilities and accountabilities to be re-titled:
Corporate Manpower Services Department.
Corporate Services Manpower Department is responsible for the review and
recommendations with regard to compensation and benefits, salary establishment, and position management within NGHA. It controls the NGHA manpower database and also maintains employees’ transfers and promotions.
Corporate Manpower Services is split into five (5) sections:
1.
Compensation & Benefits Services
2.
Employee Credentialing & Transfer Services
3.
Manpower Information Center
4.
Manpower Planning Services
5.
Talent Management Services
Mission
The department of Corporate Manpower Services, in accordance with the mission defined by the NGHA, will strive to assist in the promotion and transfer
of employees on an inter and intra level, support departments with accurate
statistical reports on all NGHA positions, and provide an equitable environment of salaries and benefits for all employees. Corporate Manpower Services
is committed to providing a high quality service to all prospective, current and
past employees and to treating such individuals with respect, good care, and
individual attention from their first inquiries about position vacancies, services
and programs, through the end of their service. By making this commitment to
NGHA, Corporate Manpower Services will be able to maintain its high level
of mutual trust and respect. The department of Corporate Manpower Services
fosters a work environment that attracts and inspires excellence in people striv9
ing to the success of the NGHA’s mission.
Goals & Objectives
In line with the goals and objectives of Corporate Manpower Services to expedite all matters related to manpower staffing, promotions and transfers, and
an equitable environment of compensation and benefits, whilst maintaining client satisfaction remains a top priority. Thus as part of Corporate Manpower
Services continuous efforts to provide NGHA and its affiliated facilities with
the utmost assistance with regard to their requests in a timely and professional
manner; taking a proactive attitude in streamlining the processes within the
department at all times to provide an optimum high level of service and productivity.
COMPENSATION & BENEFITS DEPARTMENT
The function of the Compensation & Benefits department is to maintain a system of remuneration that is both equitable internally and externally; which will
enhance productivity and support for both staff retention as well as organizational stability. The Compensation & Benefits Section is centralized at a corporate level for controlling and coordinating all related requests covering the
Central, Western and Eastern Regions, to ensure an accurate and accountable
system and regulation.
The role of the Compensation & Benefits department is to review, analyze and
evaluate requests pertaining to employee transfers and promotions, job classification and compensation which would include the following: creating new
positions, deleting positions, adding positions, downgrading positions, upgrading positions, reclassifying positions, re-titling positions, trading-off positions
and splitting positions. Furthermore, a more scientific and analytical approach
has been taken with regards to the following: job descriptions, job analysis,
workload measurements, remuneration review/recommendations, establishing
salaries, re-assessing and amending benefit groups from various departments
within NGHA. Such types of requests after a thorough review and analysis
are presented to the Job Classification Committee (JCC) and/or Administrative
Credentialing Committee (ACC) for area of concern for committee approval.
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Job Classification Committee (JCC)
JCC is established to evaluate, in a systematic method, issues concerning job
classification which would be within the budget and include the following:
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Upgrade Positions
Downgrade Positions
Split Positions
Trade-Off Positions
Reclassify Positions
Re-title Positions
Delete Positions
Recommend Amendments And/Or Create New Job Descriptions
Salary Classification and Review Committee (SC&RC)
SC&RC is established to evaluate, in a systematic method, issues concerning
salary classification which would be within the budget and include the following:
• Salary establishment and re-assignment of hiring rates and employment
contract conditions, including assigning Benefit Groups for positions and/
or employees.
• Assignment of positions and/or employees on grades and/or steps according
to international and/or local markets.
• Review requests to adjust non-medical, non-academic individual salaries.
C&B Transactions on a Corporate/Regional Level:
• Design and maintenance of the NGHA Grading Structure
• Review and recommend changes to existing positions based on submitted
requests or directive of the higher management.
• Re-assessment of hiring rates/conducting comprehensive salary reviews
• Establishment of hiring rates and Benefit Groups
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Change of Benefit Group assignment
Review existing and proposed new Job Descriptions
Conducting and participating in salary surveys
Upgrade/trade-off/splitting/reclassification/re-titling/deletion of existing
position
• Salary re-alignment of the employees
EMPLOYEE CREDENTIALING & TRANSFER SERVICES
The role of Employee Credentialing & Transfer Services is to provide equal
employment opportunity to all qualified non-Medical staff who completed one
(1) year continuous employment from the initial date of hire and at least six
(6) months of continuous employment in their subsequent position in support
for employees’ career advancement. It also provides assistance to departments
for effective placement of job applicants, and assures department/employee’s
compliance with NGHA Policies and Procedures.
Administrative Credentialing Committee (ACC)
The ACC is a standing committee established to serve as a principal mechanism
for the selection of qualified program employees to a vacant budgeted position.
The committee is responsible to review all transfer (promotional/demotional/
lateral) requests of administrative and technical staff except Medical Staff. The
committee is also categorized into two types as follows:
Corporate ACC where transfer (promotional/demotional/lateral) cases are
submitted and presented into this committee if the department is functioning
on a corporate level.
Regional ACC where transfer (promotional/demotional/lateral) cases are submitted and presented into this committee if the department is functioning on a
regional level.
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MANPOWER INFORMATION CENTER
The Manpower Information Center is in charge of maintaining the NGHA’s
and all its affiliated facilities including King Saud Bin Abdulaziz University
for Health Sciences (KSAU-HS) and King Abdullah International Medical Research Center (KAIMRC) database inclusive of all positions and employees.
The functions and responsibilities of the MIC Office are centralized at a corporate level for controlling and coordinating all manpower transactions covering
all NGHA regions, to ensure an accurate and accountable database.
Main Functions on Regional and Corporate Levels:
• Maintain and ensure an up-to-date MSR database for all the NGHA regions.
• Generate Manpower statistical and catalog reports as required by the NGHA
departments.
• Implement major expansions of the department across regions
• Implement approved Manpower actions such as tradeoff, splitting, reclassification, upgrade, downgrade, deletion and creation of new positions
according to the established NGHA regulations.
• Review the creation of restructuring of new organizational units within the
organization as approved by the NGHA policies and procedures.
• Ensure the maintenance of the approved Manpower database within the
approved Manpower Budget Baseline
• Conducts reviews, evaluates, maintains, coordinates and monitors all regional manpower transactions under organizations/divisions/departments.
• Create, amend and update cost codes and organizational unit descriptions in
accordance with changes in the organizational charts.
• Reviews and coordinate with Budget & Finance on authorized budget
allocations.
• Amends contract types and recruitment sources when requested with
appropriate approvals and budget confirmations.
• Review recruitment requests, availability of positions and candidates on the
positions prior to any recruitment process related to the current four recruit
ment offices (Medical, Nursing & Clinical, International and Local Recruitment)
• Processes Saudi Career Development Program (SCDP) candidates.
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• Provides on request customized reports according to specifications to
management officials and authorized requestors.
• Communicate and coordinate with departments for review, verification and
clarification of issues on manpower transactions prior to action.
• Reflect the approved Job Classification Committee (JCC) minutes, by creating, adding, deleting, upgrading, downgrading, re-classification and trading-off of positions.
• Reflect the approved Administrative Credentialing Committee (ACC) minutes.
• Reconcile the list of budgeted positions with the current MSR of all
departments in all regions on a yearly basis.
MANPOWER PLANNING SERVICES
Manpower Planning Services provides a consultancy service to NGHA with
regard to all proposed structural changes to the Manpower.
The unit is primarily responsible for working with various Departments and
Projects at the planning/conception stage.
TALENT MANAGEMENT SERVICES
Talent Management Services (TMS) is designed to identify the right needs
within NGHA, processes and technologies to create integrated solutions that
will help NGHA to get maximum benefit from their staffing function with minimum time and effort.
Talent Management is based on a combination of organization and job-focused
key leadership competencies, all of which may include knowledge, skills, values, and ethics, and behaviors.
The goal of TMS is to help meet the Program’s staffing needs, promote retention and improve employee motivation and satisfaction. NGHA invests
tremendous effort into attracting employees from all over the world, and for
retention of such valuable staff the mechanisms of performance management,
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incentive compensation, and talent acquisition are utilized to meet the current
and future organizational goals. The aim is to provide a comprehensive service
with regard to identifying the Talent Management within the departments’ allocated manpower by looking at every major component of the overall effort
and striving to provide the departments with streamlined ways to achieve their
goals quickly.
The process involves gaining a thorough understanding of each department and
their personnel requirements. TMS will closely examine each department’s objectives, service metrics and production cycles, as well as the growth plans and
the department’s people assets. TMS will provide solutions through integrated
systems to assess, acquire, develop and align business objectives by ultimately
reducing the turnover ratio.
Talent Management helps to set manpower talent goals and create scorecard
metrics for critical performance appraisal elements, including employee satisfaction index, succession and talent gaps, average experience and skill rating.
For more efficient analysis, these goals and metrics can be based on a number
of dimensions, such as skill type, job grade level, job type, and division/department. There is a number of TMS components that can be used throughout a
life cycle of the employee occupying a position which are integrated and can be
applied at different stages of the Talent Management Balance Scorecard:
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Assessment and Evaluation
Workforce Planning / Goals Management
Talent Analytics / Talent Sourcing
Selection / On-Boarding
Performance Management
Career Planning / Leadership and Succession Planning / Internal Mobility
Below is a brief description of the services provided by Corporate Manpower
Services Department:
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Employee Transfer (i.e Promotional/Demotional/Lateral)
Job description Review Process
Manpower Planning Process
Job Classification System
Salary Classification System
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• Manpower statistical and catalog reports on demand
• Half Time Positions and Employees
• Guidelines on Half Time positions and employees
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Corporate HR/Payroll Services
First Floor, New Administration Building, Room 108-03-042
Extension: 43244
Mail Code: 2318
Email: hrpayroll1@ngha.med.sa
Mission
The mission of HR/Payroll is to conduct efficiently to carryout the duties of
Administrative and Financial benefits from hiring stage until the end of service
with the highest standard of quality and professionalism in implementing equitable Administration of policies and procedures and to deliver an accurate payment to employees on a timely manner by accurately calculating gross wages
and deductions as well as delivering the payments on payday and when legally
required to do so.
Scope of Work
Corporate HR/Payroll Services is composed of Human Resources, Payroll, Financial Services, and SANG Employee Affairs that operate on Corporate Level
service to all National Guard Health Affairs and its affiliated facilities kingdom
wide. The department is currently providing Administrative and financial services to more than 17000 employees with an average of 44000 transactions per
month, dispensing 75% of the Manpower Budget. In addition, Corporate HR/
Payroll Services is carrying out the responsibility of Administrative and Financial operation for College of Nursing, College of Medicine, Business Center,
Research Center, Anti-venom Center and Employee Social Club.
SUMMARY OF SERVICES PROVIDED BY CORPORATE HR/PAYROLL DEPARTMENT
Help Desk Service
Answering queries from NGHA employees regarding benefit information
and entitlements.
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New Hires
Once applicant is hired, employment package will be forwarded to HR/
payroll for updating as employee and employee personnel file maintenance.
Transfer and Promotion
Processing of employee movement that could be within the department,
interdepartmental or regional with or without change in salary.
SCDP Participants
Hired under Training & Development Department and receives his/her
specialized training in the host department.
Processing of salary and allowances based on the targeted position.
Acting Pay
Refers to the pecuniary compensation payable to Program Direct Hire or
SANG Direct Hire employee for the performance of another job in an acting capacity.
Scholarship
Processing of employees’ salaries and benefits including tickets while on
scholarship.
Merit Increase and Commendation Letters
0-6% increment to the basic salary based on annual evaluation every recontracting date. Commendation letters for Saudis with evaluation score
of 90 and above.
Housing and Transportation Benefits
Employees may request for housing and transportation allowance in lieu
of accommodation or vice versa.
Housing allowance based on 25% of basic salary not exceeding 60,000/
year for Saudi and 20,000/year for Expatriate non-physician, fixed allowances for Expatriate-physicians.
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Final Pay
Includes end of service benefits including Saudi Service Award and encashment of accrued holidays and annual leaves at the time of departure
as well as last payroll pay.
PAYROLL PROCESSING :
Regular Monthly Salaries
Payroll closes on the last week of the month. System is down during this
time.
Overtime and Standby
Cut-off date is every first week of the month.
Business Incentives
Submitted to HR/Payroll on or before 20th of each month to be added to
regular payroll.
Variable Deductions
Non-recurring deductions that are inputted in the system before payroll
run.
Loans
Includes loans from outside entity through Social Club and Business Development
Early Pay
Employees who are on leave during payday are entitled to receive salary
in advance 5 days before departure date.
Employee Social Club Loan
An employee who is a Social Club member may avail loan from Employee Social Club and being processed through HR/Payroll deductible
over 8 months.
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Advance Housing allowance
An employee who is receiving housing allowance may apply for lump
sum amount for 6 months or 12 months provided that it is in accordance
to the Guidelines on Advanced Housing Allowance.
Late Payment
Is being processed for new hires whose employment package were received after payroll closing, employees returning for LWOP and salary
release of previously blocked employees.
Salary Adjustment
For backdated adjustments that need to be paid prior to running of regular
salary.
Advance Saudi Service Award
An employee with length of service for 10 years or more may apply for
50% advance SSA and for employees who were approved on exceptional
basis.
Annual Leave Encashment
An employee may apply for leave encashment for one time only provided
that the leave balance is 45 days and above.
Salary Advance
An employee may request and may be approved for cash advance of a
fixed amount or one or 2 months in accordance to the delegation of signatory authority.
FINANCIAL SERVICES TRANSACTIONS:
Professional Leave Allowance
An eligible employee may apply for professional leave once per contract year
with allowance based on the location of meeting. An employee is required to
submit certificate of attendance otherwise the amount will be deducted from his
salary.
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Business Leave Allowance/Travel Order
An employee may to be assigned to perform duties and activities on behalf of
the National Guard Health Affairs outside the employee's working site. Per
Diem payment is based on benefit group of the employee.
Dependent School Fees
An eligible employee are entitled to reimburse school fees for his dependent/s
upon submission of official receipt and school syllabus.
Midyear/Annual Ticket Encashment
An employee may request for encashment of accrued ticket provided that his
leave balance is less than 14 days.
Employee Reimbursement Record, Mobilization ticket, Excess Baggage, Visa fees and other expenses
An employee may be allowed to reimburse out-of-pocket expenses on a case to
case basis as recommended by Recruitment Services Department.
Executive on Duty allowance
Only applicable for Eastern Region.
Recontracting bonus
Nursing staff and allied health professionals are entitled to one-month bonus
every recontracting date paid on the following month.
Honorarium for COM and CON
Permanent employees under NGHA who are providing teaching services to
College of Medicine and College of Nursing are receiving honorarium based
on the number of hours rendered.
Self-Locum
Permanent physician employee who is approved to render services with NGHA
facilities during his/her approved leave are paid with the same salary and allowances he/she is currently receiving.
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Physician Overtime
Are processed based on exceptional approval with specific rules.
LEAVES AND TICKETING:
Annual Vacation
An employee submits TRA form with complete information to HR/Payroll Service 45 days before departure for out-side kingdom leave and 30 day for inkingdom leave.
Travel Order
Is processed and forwarded to Travel Office for issuance of ticket for employees traveling with paid company ticket such as Annual, midyear, mobilization,
repatriation scholarship, etc.
Ticket Issuances and Billing
Monitoring of ticket issuance and monthly billing of Travel Agency.
HR/PAYROLL REPORTS:
HR/Payroll generates the following reports and forward to the concerned department/employee for compliance.
Recontracting Report
Forwarded to concerned department 3 months prior to recontracting date of the
listed employee/s due for annual evaluation/s.
Probationary Report
Forwarded to concerned department 1 month after hiring date of the listed
employee/s due to probationary evaluation/s/
Expatriate Employees Receiving Housing Allowance
Forwarded to the concerned employees 3 months prior to recontracting date
notifying him/her to submit spouse certificate.
Age-Retirement Report
Forwarded to concerned department 3 months prior to recontracting date of the
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listed employee/s due for retirement.
Physicians Salary Determination
Forwarded to concerned department 3 months prior to recontracting date.
DAILY TRANSACTION LOG AND BILLING:
Daily Transaction Log
Logging and tracking of payroll and financial services daily payments from the
HR/Payroll Processor to the signatories and forwarded to the bank for transfer
to employees’ accounts.
Billing
Gathering all billable daily payments and forward to Finance on a weekly basis.
SANG TRANSACTIONS:
SANG Bonus
Calculation and Payment of SANG Bonus for SDH employees who are holding
permanent MSR line and working full time.
SANG Leaves
SDH employee who wishes to go on leave submits TRA to HR/Payroll Services
for processing.
Program Promotions for SDH Employees
SANG Bonus is calculated and paid based on the new Program position salary.
Merit Increase for SDH Employees
Is the difference between Program merit increase and SANG merit increase
paid upon program recontracting date.
New SANG employees
Processing of application for new SANG or Program employees who wish to
become SANG.
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PDH to SDH Employees
Program employee who had been approved to become SANG will receive all
benefits as Program employee and will be rehired as SANG employee.
SDH Scholars
Will receive scholarship allowance of the difference between SR11000 and
SANG Salary if the SANG salary is less than SR11000.
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Corporate Printing Press, Archiving
and Office Services
Basement, New Administration Building, Room No. 108-01-041
Extension: 43341
Mail Code: 2416
Email: Officesvcs1@ ngha.med.sa
OFFICE SERVICES DEPARTMENT is under the division of Administrative
Affairs dedicated to serve and render mails services to all KAMC departments
and other hospital affiliates to the highest standard of services which expanded
its good services to other services such as, Distribution Categories (ABC), issuance of official stationery/envelopes supplies, issuance of HA official/official
with logo stamps, distribution and maintenance of copier machines, photocopying needs and archiving/storing of KAMC record files.
It is a central service department that provides mail services from receiving,
logging, sorting and distribution of all official and personal incoming/outgoing
mails.
Primarily recognized as the central area to serve all the departments’ needs
equipped with staffs that are equally important to fulfill its mission. The department has to achieve and maintain the best standard quality of services to
meet the requirement needs of all KAMC departments and its employees.
Its goal is to maintain smooth flow of good and reliable services rendered to all
KAMC/HA departments/employees and other hospital affiliates’ need through
accurate, reliable and quick mail services and other services
Goals and Objectives
• To systematize the best way of collecting/receiving, sorting, logging and
distributing of official and personal incoming and outgoing mails.
• To facilitate means to transport document materials to its destination accurately in a timely manner.
• To organize time schedule in the distribution of incoming and outgoing mails
inside the hospital through mail rounds and outside Riyadh.
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• To monitor mail rounds with rigid supervision in the collection and distribution of mails in accordance to the time schedule.
• To maintain a systematic update of employees record into the system for
easier identification of mails.
• To issue Mail Code to requesting departments and maintain Mail Code Listing System to ensure good mail services in the distribution of mails.
• To provide urgent call services as requested and needed.
• To control in the issuance of official stationery supplies and Health Affairs
Official Stamps.
• To monitor copier machines activities, its maintenance and monthly consumption.
• To provide a system for easy retrieval of document files kept in the archives.
• To safeguard all record files of all KAMC departments in a safe location
area.
Services Provided
• Receives, sorts out and distributes incoming (business and personal mails
for Central Post Office i.e. ordinary, registered, printed matters and parcels.
• Handles all King Abdulaziz Medical City outgoing mails (business and personal) i.e. ordinary and registered mails/printed matters, mails through the
Franking Machine.
• Handles all King Abdulaziz Medical City and other regions (Western and
Eastern and Primary Health Centers)
• Receives/registers (logs) and distributes correspondence from sources outside King Abdulaziz Medical City and outgoing addressed to agencies outside King Abdulaziz Medical City.
• Receives, registers and distributes incoming/outgoing fax to the concerned
parties.
• Controls requisition and distribution of official stationery supplies.
• Handles and control issuance of HA official stamps.
• Take charge of organizing and supervising all related matters to archiving
for KAMC document files.
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Corporate Admin & Support
Recruitment Services
Corporate Planning & Process Improvement Control
Room 108-03-073
First Floor, New Admin Building
Extebsions: 43529 / 43017
Email: meziadn@ngha.med.sa
International Recruitment Section
First Floor, New Administration Building, Room 108-03-073
Extensions: 43024/43427
Mail Code: 2355
Email: intrec@ngha.med.sa
Local Recruitment Section
Near Gate 2 (outside)
Extensions: 12240/13457
Mail Code: 2352
Email: LocRec1@ngha.med.sa
Corporate Manpower Recruitment Information Services
Extensions: 12384 / 12300
Corporate Admin & Support Recruitment Services, is handling recruitment of
admin, support, academic, and research positions.
Mission
To implement equality and fairness with high accuracy in the recruitment of
competent, professional and highly motivated personnel who shall render the
highest quality services to our stakeholders and to advance and support the
NGHA mission by creating and implementing solutions on human resources
issues in the area of recruitment.
Vision
To be the model recruitment department, not only in the hospital but also in the
Middle East region, by providing superior services and continuously improving
it by using scientific recruitment methods, teamwork, and seek the most effi27
cient, effective and technologically sound business best practices.
Sections:
Local Recruitment (Male) Section
Local Recruitment (Female) Section
Corporate Manpower Recruitment Information services
International Recruitment section
Academic & Research Recruitment Section
Corporate Planning and Process Improvement Control
Positions Being Recruited through our Section
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Administrative Positions
Support Positions
Academic Positions
Research Positions
Corporate Medical Recruitment
Services
Ground Floor, New Administration Building, Room 108-02-003D
Extension: 43455
Mail Code: 2357
Email: IntRecMed1@ngha.med.sa
Vision
Our ultimate goal is to become more focused on the financial results versus
quality of output. A more strategic focus on building the headhunting function
within the department is of paramount importance, and there is huge scope for
building an in-house self-financing recruitment agency, which primarily services NGHA but also outside vendors. If this was correctly established with
experienced headhunting personnel, we could easily cover the costs of all recruitment activity for NGHA with projected profits also anticipated. At a later
point, I would envisage this in-house agency diversifying into sectors outside
the medical arena, to ensure a more balanced portfolio of clients covering the
recruitment of the following areas: Financial, Technical, Information Technology, Sales & Customer Services.
Mission
Our recruitment philosophy is to provide a high quality of service to each
NGHA facility, by sourcing the best applicants whilst keeping in line with the
overall strategy of the organization. Our aim is to independently source the best
possible applicants at the lowest rates of pay, within a reasonable timescale,
without compromising our standards or disrupting the salary structures within
the respective departments.
Main Responsibility:
Corporate Medical Recruitment Services with the support of the Regional Employment Coordinators are responsible for the recruitment, mobilization and
orientation of all new Program Direct (PDH) and Program Referred (PRH)
Physicians to the Program.
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Basic Duties and Responsibilities:
• File and keep track of all incoming and outgoing memos.
• Double check all mail codes, addresses and spelling of all outgoing memo
before sending it out.
• Keep a copy of all Chairmen or College of Medicine’s CV in Pending in
appropriate file.
• Prioritize work in the order of importance:
• Any request coming from the Director comes first.
• Incoming Executive Memo’s should immediately be dealt with.
• Log CV’s in Hr Access.
• Bank and File CV’s when Recruitment Specialist I gives feedback.
• Assist Information Specialist with any duties as required.
• Share work load if not busy.
• Answering general queries by phone from candidates and departments
as required.
• Bi-monthly feedback reports are to be sent to agents via “Candidate Status
Reports”. Agents send report and we send back with CV number and remarks.
• Update remarks on Agent status forms from HR Access.
• Email to Recruitment Specialist I before sending the ACSR to Agent. Once
this has been checked, make sure to keep a copy in the Shared Folder.
• Keep copy on “Response to Agencies” in Intrecmed1 folder, by dragging
from sent items to responses to agencies box.
• Print out copy sent to each agent and File in Agent emails/responses binder.
Positions being Recruited through this Section
• Consultants
• Staff Physicians
Areas Covered by Medical Recruitment
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•
•
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•
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Anesthesia
Cardiac Sciences
Dental Services
Emergency Medicine
Family Medicine
Hepatobiliary Sciences
Infection Prevention & Control
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Intensive Care Units
Medical Imaging
Medicine
Oncology
Pathology
OB/GYN
Pediatrics
Surgery
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Corporate Nursing and Clinical
Recruitment Services
Basement, New Administration Building, Room No. 108-01-093
Extension: 42649
Mail Code: 2357
Email: INR1@ngha.med.sa
The Corporate Nursing & Clinical Services Department (CNCRS) main goal
is to source fine caliber nurses and clinical positions, from all corners of the
globe, as well as from within the Kingdom of Saudi Arabia. The hospital has
always maintained a high level standard of practice and this has been provided
by existing nursing staff at King Abdulaziz Medical City.
This presented a challenging task to the CNCRS, particularly given the ongoing
world-wide shortage of nurses and the competition presented by other countries
around the world. The CNCRS prides itself on successfully accomplishing this
task, juggling the quantity of nursing positions to be filled without sacrificing
quality.
The team of professionals in the CNCRS; have between them some 20 years
experience in recruitment, nursing, management, marketing and finance.
It is the responsibility of the department to successfully recruit knowledgeable, experienced healthcare professionals who are dedicated to an excellence
in care; and to source, select and recruit respective candidates in the shortest
possible time. Also, it’s our goal to collaborate with respective departments
regarding their staffing requirements and to ensure a culturally sensitive awareness and practice while within KAMC.
Mission
Our recruitment philosophy is to provide a high quality of service to National
Guard hospitals and facilities, by sourcing and recruiting the highest caliber
of suitably qualified healthcare professionals whilst keeping in line with the
overall strategy of the organization. Our aim is to select the finest possible applicants within a reasonable timescale.
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Vision
It is our vision to meet the increasing demands of King Abdulaziz Medical Cities for duly competent staff, in a time when there is a global shortage of healthcare professionals, without sacrificing quality.
Strategic Goals and Objectives:
• To successfully recruit knowledgeable experienced healthcare professionals
who are dedicated to an excellence in care.
• Amplify the presence of Corporate Nursing & Clinical Recruitment Services through Various promotional materials such as CD, Video, booklet,
and advertising campaigns
• Collaborate with all respective departments regarding their staffing requirements
• Liaise with all respective departments in aiming for greater staff retention
• Advocate and support promotion and transfer from within National Guard
hospitals
• To ensure a culturally sensitive awareness and practice
• Source, select and recruit candidates in the shortest timeframe possible,
which automatically builds a better relationship with external vendors
• Implement the Oracle system efficiently within a 12-18 month time frame,
ensuring all departmental requirements are covered to include staff training,
and generation of high-level management reports
• Continue the staff development of in-house recruitment personnel by ensuring they are trained in all aspects of the recruitment process, encouraging interchangeable job sharing in order to promote flexibility and a multi-skilled
workforce.
• Create and deliver a training Program for Department Heads on their role
and responsibilities in relation to the Nursing & Clinical Recruitment Process for NGHA
Positions being Recruited through Nursing Section
Nursing Positions
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•
Staff Nurse I, II, CL, Ward
Clinical Resource Nurse
Nurse Manager (CL, A, B, C, D, WD)
Quality Management (Q.M)
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•
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Patient Care Technician
CSSD Tech I, II
Assistant Nurse Manager CL, WD, Specialty (A, B, C, D)
Assistant Nursing Supervisor (CL, SPECIALITY A, B)
Clinical Resource Nurse (CL, SPECIALITY A,B,C,D, WD)
Nursing Supervisor (Specialty A, B)
Nurse Educator
Nursing Coordinator
Nurse Coordinator
Director Clinical Nursing
Clinical Positions
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•
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Medical Technologist I, II, III
Radiology Tech I, II, III
Phlebotomist
Dental Assistant I, II, II
Respiratory Therapist I, II, III
Respiratory Therapy Assistant
Dental Lab Tech I, II, III
Anesthesia Tech I, II, III
Echocardiographic Tech I, II, III
Transplant Coordinator
Urotherapist
Infections Control Practitioner
Paramedic
Occupational Therapist I, II, III
Health Educator
Quality Management Specialist I, II, III
Medical Physicist
Dark Room Technician
Clinical Dietitian I, II, III
ECG Technician
Perfusionist
Neurophysiologist Tech I, II, III
Corporate Credentialing and Skills
Management
First Floor, New Administration Building, Room 108-03-074
Extension: 41025
Mail Code: 2323
Email: ccsm@ngha.med.sa
In accordance with the mission defined by the NGHA, the department of Credentialing and Skills Management will strive to assist in the promotion and
support of unique contribution to the employment of competent, skilled staff,
and superior talent for all disciplines, through Credentialing, Saudization and
the best utilization of personnel in areas most suitable to their expertise.
Credentialing and Skills Management (CSM) is divided in three (3) main sections/programs:
1. Credentialing. The department has a standing member in Health Specialty
Boards (HSB) and participates in the review process and recommends appropriate changes/modifications to the HSB’s content, membership and related functions. The following are the role of CSM as they relate to HSB:
• Ensure that all Board meetings are conducted as needed and that the Minutes of meetings are submitted in a timely manner to the CSM.
• Maintain an up-to-date and effective electronic registry system of all activities carried out by each credentialing board for record and follow up
purposes.
• Oversee the activities and monitor the duties of each Specialty Board to
ensure that the approved and established Goals & Objectives are carried
out as required.
• Responsible for the administrative implementation and administrative
follow up.
• Responsible for preparing and maintaining up-to-date data of all related
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Committee Formation Orders (CFOs).
2. Optimum Manpower Appraisal and Redeployment Program. This is a
program established to re-evaluate the skills and qualification of NGHA
staff that are required for their position through Corporate and Regional
committees.
The department participates in Corporate and Regional Committees and
provides advisory support to both committees.
Specifically the program aims to:
• Establish a constructive plan for best utilization of concerned staff that is
found to be not suitable to carry out their required responsibilities.
• Resolve all obstacles that might affect the implementation of the appraisal
and reredeployment program.
• Monitor the Regional NGHA Optimum Manpower Appraisal and Redeployment Program Committee’s implementation of the expected charges and ensure objectives are achieved.
• Review the proposed training program recommended by the Regional
NGHA Optimum Manpower Appraisal and Redeployment Program Committee for possible approval.
• Endorse the resources to the concerned area for the required training program.
Saudization is the process of educating, training and preparing Saudi nationals
for specialized jobs that require high levels of qualification.
CSM role in Saudization:
• Promote Saudization in the NGHA and ensure its implementation in coordination with effected departments in all positions that are suitable to be
Saudized.
• Liaise with departments in developing and promoting the Saudization plan,
as well as with Training and Development Department regarding special
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training sessions for new Saudi nationals (on-the-job-training, English language courses, etc.).
• Assist in developing guidelines for implementing the Saudization Program.
• Assist in the approval of hiring and recontracting of non-Saudis in nonmedical/clinical and administrative positions, as well as in the approval of
changing recruitment source from Saudi Arabia to other source/s.
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Government Relations Department
First Floor, New Administration Building, Room 108-03-076
Extensions: 43459/43827
Mail Code: 2349
Email: passport1@ngha.med.sa
Government Relations department facilitate NGHA staffs relations with other
Government offices such as ministry of foreign affairs and immigration office.
Its services included:
1. Issuance of New Iqama/Renewal
2. Single and Multiple Exit/Re-entry Visas
3. Inclusion of Dependents in Iqama
4. Update/Transfer of Passport Information
5. Third Country Visas
6. Visit Visa
7. Visit Visa Extension
8. Other Services
•
Iqama for Drivers and Domestic Helpers
•
Saudi Physicians Passport Renewal
•
Issuance & Renewal of Driver’s License
•
Issuance of Private Driver/Domestic Helpers Importation Visas
Residence Visas (Iqama)
The Government Relations department provides all newly-hired employees of
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NGHA temporary Residence Permits valid for two months. Permanent Residence Permits will be issued within one month of employee's initial arrival.
Exit Re-Entry Visas & Final Exit Visas
The Government Relations department obtains Exit/Re-Entry visas for employees wishing to avail leaves abroad. Government Relations department also
obtains Final Exit visas for all separating expatriate employees.
Emergency Exit Re-Entry Visas
Regular Exit/Re-entry visas regulations do not apply to Emergency Exit/Reentry visas which can be obtained immediately, provided that the employee has
an approved TRA and an airline ticket with confirmed flight reservation.
Dependent Visas & Visit Visas
The Government Relations department obtains Dependent Visas for employees
on family status contracts, Visit Visas to eligible employees.
Driving Licenses
Driving Licenses for physicians and to incumbents of medical/ technical positions is one of provided service.
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Staff Support Department
First Floor, New Administration Building, Room 108-03-068
Extensions: 43423 /43431
Mail Code: 2316
Email: orientation@ngha.med.sa; trans1@ngha.med.sa
staff_support@ngha.med.sa
Staff Support mission is to provide services that are rendered through direct
contact with the employees.
This department is divided into two sections and its main goal is to provide the
highest standard of service to all KAMC departments as well as to all existing
and upcoming employees into two different approaches.
TRANSLATION SECTION
Mission
Provide administrative translation services to all Departments of KAMC from
Arabic to English and vice versa and authenticates translated documents that
are in need for authentication. It aims to provide a high quality of translation
services to all KAMC Departments.
Documents that are usually translated are the followings:
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•
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Correspondences
Applications
Certificates
Policies & Procedures
Memoranda
National Guard Health Affairs Annual Achievement Report
Formats
SDH’s Leaves and Promotions
Employee o f the Month/Employee of the Year Winners
Warning Letters
Booklets
Education Programs
Confidential Reports
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Financial Reports
Chief Executive Officer’s Translation Requests
LONOs, Visit Visa requests and Powers of Attorney
Labor Office Cases
ERM (Employee Relations Manual)
Conjoined Siamese Twins Report
Benefit Groups of Employees
Patients Information
ORIENTATION SECTION
Mission
Provides induction and orientation services that would assists new staff with
their transition to KAMC by providing services and programs which outline
the organization’s policies, cultural, and social climate. In addition, it obtains
paperwork for placing new staff in KAMC HR and Medical systems in process
to ease their transition and integration into workplace.
The section aims to provide the following:
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Make all new staff feel welcome
Familiarize new staff with the organization environment and facilities.
Excite new staff about being a member of KAMC-Riyadh.
Inform new staff about various resources and services.
Provide a solid foundation for a successful organization experience.
Orientation Strategic Plan:
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Develop and implement goal-based program expansion and improvement.
Continuous Quality Improvement.
Explore new staff needs and develop services to meet these needs.
Offer consultation and advisory services to new staff to help them adapt to
new work environment.
• Support planning for orientation development.
• Collaborate with other departments related orientation projects.
• Explore other services we might provide to new staff.
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Employee Relations Department
First Floor, New Administration Building, Room 108-03-064
Extension: 43405
Mail Code: 2322
Email: employeer1@ngha.med.sa
Employee Relations is responsible for promoting, maintaining and developing
good employee relations within the National Guard Health Affairs. It deals
with the employees' needs, concerns and requirements. It is responsible for
coordinating all issues listed in the Employee Relations Manual (ERM) and in
recommending the most appropriate action based on fairness and equity.
Principal Duties and Responsibilities:
1.Employee Relations Manual
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Maintenance of the Employee Relations Manual (ERM).
2.Special Programs Of NGHA
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•
•
•
Conducts search and selection of the Employee-of-the-Month/Year as
per APP# 915-05.
New Ideas Steering Committee.
Staff Retention Program.
Staff Grievance Committee. 3.Grievance And Disciplinary Actions
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•
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•
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Staff Grievance Review Committee (Member as per CFO No. NG
274).
Reviews warning letters, recommendations for termination, non-recontracting requests and other disciplinary actions as per APP# 915-06.
Provides guidance/advice on current Program policies and interpretation of the Saudi
Labor & Workman Law.
Conducts counseling of employees with work-related or performance
problems.
4.Performance Management
Provides assistance in handling employees’ performance problems and developing guidelines to correct and improve the performance of delinquent employees.
5.Certificates
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Employment Certificates/ Service Letters.
Employment Verifications / References.
Travel Visa request.
Letter of No Objection/ Release Letters.
Transfer of Sponsorship Letter. 6.Limousine Services
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Coordinates Hospital limousine services for female employees.
7.Employment Verification/ Inquiries
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Respond for employment verifications and references requests.
Respond for various governmental agencies inquire.
Certify Marriage certificates, Educational certificates, signature of employee.
8.Other Duties & Responsibilities:
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Maintenance of the Departure Clearance Form.
Prepares case studies and reviews on Employee Relations issues.
Answers counseling questions via: e-mail, phone, counseling meetings.
Prepare the Turn Over report and the Exit Interview report.
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Badging Office
First Floor, New Administration Building, Room 108-03-053,
Extension: 41069
Mail Code: 2333
Our department is responsible for issuing badges for all NGHA employees,
dependents and other designated personnel entering into the program site. This
serves as the principal means of identification for all transactions within the
hospital. It is directed that all employees must wear their respective ID badges
whilst within the program’s premises or using the program’s transport services
and must strictly adhere to all policies made by the hospital with regard to
NGHA identification system. Violation of any of the policies may be subject to
investigation by Internal Audit and will be dealt accordingly.
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Administrative Policy and Procedures
(APP’s) List
For further information, the following manual and related APPS are
available in the Intranet:
Employee Relations Manual
Guidelines for Advance Housing Allowance
APP 1418-012 Acting Pay for Program and SANG Direct Hire
APP-1422-002 Bonus Payment for SANG Direct Hire Employees
APP 915-13 Business Leave Policy
APP 1429-16 Rotation and Job Exchange Program
APP 1414-005 Professional Leave Policy
APP 1426-10 Compensation for Physicians/Dentists Providing Special Services
APP 1427-02 Employee Personnel File
APP 1427-03 Employee Evaluation
APP 1426-13 Recontracting and Merit Increase
APP 915-08
Separation Clearance
APP 915-06 Disciplinary Actions and Terminations
APP 1422-007
Employee Social Club (ESC) Loan Program
APP 915-18 Employee Sick leave
APP 1428-24 Leave Without Pay
APP1428-12
Maternity Leave
APP 1418-20 Ramadan Working Hours Schedule and Eid Holidays
Policy
APP 915-09
Program Paid Ticket
APP 915-07
Employee’s Status while incarcerated
APP 1426-20 Exit/Reentry visa
APP 915-11 Saudi Career Development Program
APP 1418-006 Guidelines for Part Time Positions and Employees
APP 1418-007 Inter-regional Transfer
APP 915-10
Transfer and Promotion
APP 1420-004 Scholarship Training Support
APP 1427-18
International Recruitment Process
APP 1422-008 Local Recruitment Process
APP 411-001 Chain of Command
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APP 912-09 APP 1424-01
APP 1427-01
APP 1426-22
APP 1427-17
APP 1425-05
APP 915-01
APP 1418-013
APP 1421-003
APP 915-09
APP 1426-21
APP 1427-15
APP 1425-01 APP 1428-05
APP 1429-09
APP 1427-14
APP 1427-10
APP 915-05
APP 1418-006
APP 1423-01
APP 1423-001 APP 1417-009
APP 1426-24
APP 915-02
APP 915-11
Dating of Documents
Extramural Visit
Patient Registration System
Translation
Staff Retention
Staff Grievance Review
Conflict of Interest
Standby/On-Call Overtime
Rehire of Former Employees
Program Air Paid Ticket
Processing of Iqamas
Manpower Planning Process
Central Archiving of Document Files
Copier Machines
Employee Achievement Award
Employee Orientation Guide
Express Mail Service
Employee of the Month
Guidelines for Half Time Positions & Employees
Handling Official Correspondences & Confidential
Matters
Health Affairs Stamps
Job Classification System
Job Description Process
Letter of No Objection/Release
Locums
Note: The above-listed references are originated from Administrative Affairs departments’ and it’s relevant to their functions and job responsibilities.
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