Central Mail & Secretariat Unit
📧 University Email of the Unit: [email protected]
This is an administrative division specialized in managing and documenting all official correspondence, with a focus on confidentiality and fast access to information.
Unit Head
Zahraa Saleh HusseinMain Responsibilities
Receive and classify all official books and correspondences coming to the college according to the concerned department.
Register all incoming and outgoing correspondence in accurate and secure records to ensure easy reference.
Distribute correspondences to the relevant departments and units after review by responsible authorities.
Send official outgoing correspondences from the college to external entities.
Maintain confidentiality (Secretariat Desk) and handle sensitive correspondences with direct follow-up on responses.
Archive all correspondence and documents, both paper and electronic, in an organized manner to ensure confidentiality and easy access.
Head of Unit: Zahraa Saleh Hussein
Official Unit Email Address: [email protected]
It is a specialized administrative division within the college. This unit is responsible for managing and documenting all official correspondence, with particular emphasis on ensuring confidentiality and facilitating rapid access to information.
Main Duties
The unit’s core tasks include the following:
- • Receipt and Classification of Mail:
- Receiving all official letters and transactions addressed to the college and classifying them according to the concerned department or entity.
- • Registration and Documentation:
- Recording all correspondence (incoming and outgoing) in accurate and secure registers to ensure easy retrieval when needed.
- • Distribution:
- Delivering correspondence to the relevant departments and units within the college after presenting it to the concerned officials (such as the Dean or Department Head) for instructions.
- • Dispatch of External Correspondence:
- Sending official letters and communications issued by the college to external entities.
- • Confidentiality Management (Secret Registry):
- Handling highly important or strictly confidential correspondence and documents with special care, responding to them directly from the office of the senior official, following up on replies, and keeping copies in a secure location.
- • Archiving:
- Archiving all correspondence and documents—whether paper or electronic—in a manner that ensures their confidentiality and proper organization.