Chancellery

About Chancellery department

REGULATION

I. General rules

       1. Resolution No. 12 of the Cabinet of Ministers of the Republic of Uzbekistan dated January 12, 1999 “On measures to strengthen executive discipline”, Resolution of the Cabinet of Ministers of the Republic of Uzbekistan dated March 29, 1999 “Republic of Uzbekistan Resolution No. 140 “On approval of normative documents on the organization of work and executive control in state authorities and administrative bodies”, working with documents in ministries, state committees, agencies, economic associations, their structural and territorial divisions Procedure for organizing and monitoring the state of executive discipline (approved by the Prime Minister of the Republic of Uzbekistan on August 28, 2009 with No. 11-10), the President of the Republic of Uzbekistan dated August 9, 2017 Order No. F-5017 of the President of the Republic of Uzbekistan dated February 10, 2021 “On the measures to implement the system” on the personal leadership of state administration bodies and local executive authorities in the effective organization of the implementation of legislative acts Decree No. PF-6166 of the President of the Republic of Uzbekistan “On additional measures and measures to strengthen the responsibility” of the President of the Republic of Uzbekistan dated May 31, 2021 “Ijro.gov.uz”. Decision No. PQ-5132 “On additional measures aimed at ensuring Decision No. PQ-60 “On additional measures to ensure the independence” of the President of the Republic of Uzbekistan dated December 24, 2021 “Measures on granting financial independence to state higher education institutions” operates according to the decision PQ-61 and the Regulation “On the procedure for the examination of the value of documents”.

 2. Devonkhana is a structural unit of the Kokan branch of Tashkent State Technical University named after Islam Karimov and directly reports to the rector.

3. The office of the branch conducts its activities in accordance with the laws of the Republic of Uzbekistan, decrees, orders and decisions of the President of the Republic of Uzbekistan, statements, orders and decisions of the Cabinet of Ministers, the Board of the Ministry of Higher and Secondary Special Education of the Republic of Uzbekistan decisions, assignments and orders, decisions of the branch Council and orders of the rector, branch Charter and this Regulation.

4. A person with secondary specialized education can work in the position of head of the office.

5. A person with a secondary specialized education and at least two years of work experience in this field is appointed to the position of head of the office.

6. The number of employees of the office is determined in accordance with the procedure established by the legislation of the state unit and the general wage fund.

II. Objectives and tasks of the department

2. The purpose of the department is to organize and improve work with office documents in the branch, to record incoming and outgoing letters within the branch and to properly organize work with them, to ensure the execution of orders and orders of higher organizations, branch director. control of timely review, use of documents created in the course of work and ensuring their preservation.

  2.1. Main activities and tasks of the department

2.2. Gives branch faculties, departments and departments a list of administrative document collections;

2.3. Examines the status of working documents in the faculties, departments and departments of the branch;

2.4. Relevant employees of the branch (manager) give advice on working with work documents;

2.5. Ensures that higher organizations deliver the university rector’s orders, orders and tasks to the relevant executives;

2.6. Places orders, orders and assignments of higher organizations, the university rector in the appropriate computer program and monitors their execution;

2.7. Provides branch faculties, departments and structural units with special forms and order forms numbered according to the established procedure for writing outgoing letters according to their requests;

2.8. Performs other functions in accordance with the law.

     III . Rights and obligations of the department

3. The department has the following rights:

3.1. In agreement with the management of the branch, to give instructions to branch faculties, departments and structural units on issues of work, to demand consideration of the execution of documents;

3.2. Participation in the consideration of issues related to the office and archive work at the Branch Council and other meetings;

3.3. Controlling the activities of the branch archive;

3.4. May have other rights in accordance with the law.

3.2. Obligations of the department

3.1. Receive letters sent to the branch by e-mail during the day and deliver them to their executors;

3.2. Receiving and sending letters;

3.3. Documents to branch management and departments, their recording and regular control of execution;

3.4. Acquaint branch employees with relevant orders, orders and other documents;

3.5. Providing information to the management of the branch on the management of work and the control of the execution of letters;

3.6. Supervising the work of clerical service employees (secretaries) of branch structural divisions and providing them with methodological and practical assistance;

3.7. Development of practical recommendations for the organization of exchange of regulatory documents, implementation and effective use of technical means;

3.8. Ensuring maintenance, organization and continuous control of the approved “Collection of documents” in the branch’s structural units, and if necessary, making changes and approving them;

3.9. The Cabinet may have other obligations in the performance of assigned tasks and functions.

IV. Department management

4.1. The management of the office is carried out by the head of the office, who is appointed and dismissed by the order of the branch director based on the employment contract.

4.2. The organizational structure of the office includes the manager of the office, who is appointed and relieved of his duties based on the order of the branch director.

 4.3. The employees of the branch office carry out their activities on the basis of this Regulation and in accordance with the duties of the employees of the branch office listed in its annex.

 4.4. The distribution of tasks among the employees of the office is carried out by its manager.

 4.5. The director directs the activities of the office and acts on its behalf.

 4.6. The head of the office is personally responsible for the performance of the duties assigned to him.

V. Funding of the department

 5.1. All expenses related to the maintenance and operation of the office are carried out at the expense of the budget and extra-budget funds of the branch.

5.2. According to the procedure established by the legislation of the Republic of Uzbekistan, the office salaries of the employees of the office are determined by the branch, and all other payments are made from the budgetary and extra-budgetary funds of the branch with the permission of the head of the branch.

VI. Responsibility of the department

 6. The director and employees of the office shall be held accountable for failure to fulfill their obligations or failure to fulfill them properly in accordance with the law.

VII. Controlling the activity of the department

6.1. Supervision of the operation of the office may be carried out by the commission established by the branch in accordance with the procedure established by law, or by the appropriate control bodies during the period of scheduled inspection of the branch’s activities.

6.2. The head of the registry office is responsible for ensuring that documents related to the activity of the registry office are kept, maintained and submitted to the archive in the prescribed manner.

                Duties of employees of the office

The responsibilities of the office manager include:

     – To organize the correct accounting of the documents received at the branch, their timely recording and handing over to the executors;

     – Ensuring correct formalization of documents leaving the branch;

     – To receive documents addressed to the branch director, to record them on a sheet and submit them for notification;

     – Checking that the documents to be sent with the signature of the branch director are recorded and properly formalized;

     – Taking into account incoming letters, printing forms with branch details;

     -Sew executed documents into collections;

     -Supervising the work of branch departments, clerical service employees and providing them with methodological and practical assistance;

     – Development of practical recommendations for organizing the exchange of regulatory documents and ensuring effective use of technical means;

     – Formalization of completed documents for filing in the archive;

     – Supervision of archive activity;

     -Prepare a report to the director on the activities of the office and archive on the results of the calendar every year.

Duties of a branch manager include:

     – Ensuring proper formalization of documents;

     -Receive documents for entering the branch, record them on a sheet and hand them over for notification;

     – Sending documents for execution according to the instructions of the branch director;

     – Checking that the documents sent with the signature of the branch director are recorded and properly formalized;

     – Taking into account the incoming letters to the branch, the printing forms with the details of the branch;

     -Sew executed documents into collections;

     – Checking and receiving all mails received through the corporate portal of the Ministry of Higher and Secondary Special Education;

     – Formalization of completed documents for filing in the archive.

Duties of a courier include:

     -Delivering letters and documents to relevant organizations in accordance with the instructions of the branch director or head of the office;

     – Ensuring the delivery of letters prepared by the structural units of the branch and signed in the established order and registered in the registry office to the appropriate addresses through the postal communication departments;

     – To perform other job duties in accordance with the applicable laws.