Organisational Structure

Public Relations Section

LEPL – David Aghmashenebeli National Defence Academy of Georgia

Provision of the Administration

 

Article 1. General Provisions

  1. This provision defines legal status, structure, authority, accountability of the Administration (hereafter Administration) of LEPL David Aghmashenebeli National Defence Academy of Georgia (hereinafter - Academy) and regulates other issues related to the Administration activities.
  2. The Administration is a structural unit of the Academy.
  3. The Administration conducts its activities in accordance with the Constitution of Georgia, the legislative acts, the subordinate normative acts, the statute of the Academy, and the present provision.
  4. Within its competence, the Administration is accountable to the Head of Administration.

 

 

      Article 2. Mission of Administration

  1. The main missions of Administration are the following:
  2. a) Financial and economic management of the Academy;
  3. b) Logistic support of the academic process;
  4. c) Administration of personnel activities.

 

Article 3. Main Functions of Administration

  1. The main functions of Administration are the following:
  2. a) Define the main directions of the financial policy of the Academy, plan the state budget within the scope of competence and fulfil the budgetary obligations;
  3. b) Provide legal support of the structural units of the Academy and control disciplinary proceedings of the employees;
  4. c) Develop annual state procurement plan for Academy and execute the procurement process;
  5. d) Plan and manage the provision of the Academy with material and technical assets and control the above-mentioned process;
  6. e) Provide logistic and transportation support for the requirements of the Academy, as well as the residential service of the territory of the Academy;
  7. f) Conduct activities to promote the popularization of the Academy and increase its awareness in society;
  8. g) Conduct the procedures for clerical work, currier service, and keeping and archiving the records at the Academy;
  9. h) Manage human resources at the Academy;
  10. i) Provide medical service for the personnel of the Academy;
  11. j) Support the organization of sports activities and recreation at the Academy;
  12. k) Conduct protocol activities at the Academy.
  13. l) Within the scope of competence, perform other functions defined by the legislation, the present provision and the Statute of the Academy.

 

 

Article 4. Leadership of Administration

  1. The Administration is led by the Head of the Administration, who is appointed and dismissedd by the Minister of Defence of Georgia on the suggestion of the Rector.
  2. The Head of the Administration is directly subordinate and is accountable to the Rector.
  3. The Head of the Administration:
  4. a) Is an administrative authority of the Academy, who represents the Academy in financial and economic relations;
  5. b) Leads subordinate personnel;
  6. c) Organizes combat trainings for subordinate structural units;
  7. d) Submits proposals to the Rector on the encouragement of administrative staff and the use of disciplinary measures;
  8. e) Is entitled to make financial and economic agreements in accordance with the budget of the higher education institution on behalf of the Academy;
  9. f) Prepares the project of the next year budget of the Academy and submits it to the Ministry of Defence of Georgia for approval by agreement with the Rector;
  10. g) Is responsible for legitimacy and effectiveness of financial and economic activities of the Academy;
  11. h) Develops the project of the Administration Structure and submits it to the Rector;
  12. i) Prepares the annual report of the completed work and submits it to the Rector for approval;
  13. j) Solicits with the Rector to raise the qualification of the staff of the Administration and to retrain them;
  14. k) Periodically makes the report on the activities of the staff and heads of the structural units of the Administration;
  15. l) Issues an individual administrative-legal act within his/her competence;
  16. m) Signs and vises the documents prepared in the Administration and other subordinate units;
  17. n) Distributes the correspondence on the Administration among the Administration personnel;
  18. o) Performs other tasks received from the Rector;
  19. The Head of the Administration has a deputy (hereinafter - the Deputy) who is appointed and dismissed by the Rector of the Academy.
  20. The Deputy:
  21. a) Is directly subordinate and accountable to the Head of the
  22. b) Acts in accordance with the granted authority in the absence of the Head of the Administration,
  23. c) Participates in discussion of the financial and economic issues;
  24. d) Coordinates the activities of Finance Management Division, Procurement Section and Logistical Support Section of the Academy, as well as the administration of protocole activities and recreation centre;
  25. e) Within the scope of competence coordinates the work of other structural units subordinate to the Administration, monitors activities and assigns tasks;
  26. f) Submits application about conducting effective activities to the Head of Administration;
  27. g) Performs other tasks received from the

 

Article 5. Structural Units Subordinate to the Administration and their Functions

 

  1. Structural units subordinated to the Administration are the following:
  2. a) Chancellery;
  3. b) Human Recourse Management Department;
  4. c) Material and Technical Support Department;
  5. d) Logistic Support Department;

d.a) Storing Group;

d.b) Transportation Group;

d.c) Residential Service Group;

  1. e) Medical Centre;
  2. f) Legal Division;
  3. g) Finance Management Division;

g.a) Accounting Group;

  1. h) Procurement Department;
  2. i) Public Relations Department;
  3. j) Signal and Information Technology Department;
  4. k) Sports Complex.

 

  1. The functions of the units subordinated to Administration are the following:
  2. a) Functions of the Chancellery are the following:

a.a) Carrying out the general rule of proceedings in the Academy in accordance with the acting legal acts of the legislation and the Academy;

a.b) Controling the rules of working on documents and documenting in accordance with the general rules and norms of proceeding, archiving completed documents in material form, stok accounting and organizing documents circulation;

a.c) Improving the forms and methods of working on the document;

a.d) Implementing electronic documents circulation through the electronic documents circulation program (e-flow) operating in the Academy.

a.e) Sorting, systematizing, storing and stock producing the official documents;

a.f) Elaborating the nomenclature of the Chancellery (classified, non-classified);

a.g) Discussing the incoming documents timely and submitting them to the leadership;

a.h) Organizing the operational copying and mailing of the document;

a.i) Accounting the incoming, outcoming, internal, classified and non-classified documents, processing and/or registering them electronically, distributing and controlling their fulfillment;

a.j) Finding documents and issuing copies of documents preserved in the Chancellery upon request;

a.k) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. b) The functions of the Human Resource Management Department are the following:

b.a) Arranging the necessary documents for the appointment and dismissal of the staff of the Academy (academic, administrative, military, auxiliary) on vacancies and submitting them to the leadership;

b.b) Processing information on the request of personnel and the capability of change or development of qualification;

b.c) Preparing the plan for the staff training and qualification improvement in coordination with the relevant structural units of the Academy and submitting it to the Head of the Administration;

b.d) Studying the staff of the Academy in accordance with education, training, professional skills and working experience;

b.e) Instilling the human resource management system (instilling the subsystems of job analysis, organizational descriptions, job descriptions, job performance assessment, professional development, career management and motivation);

b.f) Preparing the projects on the personnel issues (assign, dismissal, transfer, awarding, encouragement, vacation, business trip and other commands within the scope of competence) and submitting them properly;

b.g) Preparing the documentation on disciplinary liability within the competence.

b.h) Reviewing incoming correspondence and controling the correctness of the documents to be submitted to the leadership within the competence;

b.i) Creating multi-component, complete, computer registry base of employees;

b.j) Preparing and proceeding the personnel insurance data;

b.k) Organizing the submission of the documentation on educational/military professional courses/programs;

b.l)  Completing the officer personal history of graduates/Junkers/students;

b.m) Proceeding the assessment and maintenance process of military personnel, time control;

b.n) Developing current, total statistic reports of personnel employed in the Academy and submitting them to the relevant structures in accordance with the established forms and rules;

b.o) Organizing contract procedures for contracting professional military personnel (officer, corporals and sergeanst, privates, Junker/student) and controling the terms of the contract;

b.p) Submitting the military personnel of the Academy and those, to be called up for armed forces to the relevant service in accordance with the established rules, for the purpose of examining the health condition, determining the suitability for the military service;

b.q) Proceeding the personal histories and service record cards of the staff of the Academy in accordance with the established rules;

b.r) Organizing the admission of entrants at the Bachelor's and Master's programs of the Academy;

b.s) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. c) The functions of the Material and Technical Support Department are the following:

c.a) Planning and controlling the material and technical assets of the Academy;

c.b) Planning for the support of necessary armament, ammunition, engineering-chemicals, expandable items, spare parts, MRE, stationery and utility goods, office equipment and medicines;

c.c) Collecting, sorting and analyzing data for the material and technical support of the Academy;

c.d) Controling the storage of weapons and ammunition in depot;

c.e) Controling the level of technical preparation of personnel during combat and mobilization readiness;

c.f) Organizing the distribution of material values necessary for the working process of the Academy;

c.g) Cooperating with the relevant services of the Ministry of Defence of Georgia and the General Staff of the Georgian Armed Forces;

c.h) Collecting and sorting data about the material and technical resources of the Academy, preparing the letters and forms in the determined format for further submission to the higher bodies.

c.i) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. d) The functions of Logistic Support Department are the following:

d.a) Receiving goods/services/activities on the basis of contracts delivered within the competence;

d.b) Receiving the relevant property handed over to the Academy according to the Georgian legislation;

d.c) Providing the structural units of the Academy with the necessary inventory and equipment considering the existing stock;

d.d) Electronic and documentary accounting of the received and issued goods;

d.e) Conducting systematic control on warehousing;

d.f)  Controlling the warehousing activities;

d.g) Controlling the receipt/issuance of documents relevant to the storage in the warehouse;

d.h)  Controlling and empoying the auto-equipment assigned to the Academy;

d.i)  Cooperating with auto service centers in accordance with the contract;

d.j)  Conducting proper and qualitative residential service of the Academy and controling it;

d.k) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. e) The functions of the Medical Centre are the following:

e.a) Providing the Academy personnel with medical support (incomplete medical service), prevention of diseases and controling the sanitary-epidemiological condition;

e.b) Providing medical support for field training exercises;

e.c) Providing twenty-four-hour medical service in accordance with the established rule;

e.d) Providing patients within emergency medical aid and outpatient treatment within the scope of competence;

e.e) Carrying out appropriate measures for the in-patient treatment and/or providing the transfer of patients to Giorgi Abramishvili Military Hospital of Ministry of Defence of Georgia, if necessary.

e.f) Relating with relevant services of the Ministry of Defence of Georgia and the General Staff of the Georgian Armed Forces within the scope of competence for conducting activities providing the personnel with medical and social support;

e.g) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. f) The functions of the Legal Division are the following:

f.a) Participation in the development of the projects of administrative acts, and contracts to be prepared in the structural units of the Academy;

f.b) Legal support of the activities of the structural units of the Academy;

f.c) Preparation of legal conclusions on documentation, as well as legal expertise of administrative acts drafted by the structural units of the Academy;

f.d) Control and coordination on the formation of the legal system of the Academy, its further development and perfection;

f.e) Ensure compliance of the legal acts of the Academy with Georgian legislation;

f.f) Preparation of proposals on the management and activities of the Academy on the basis of legislation in force;

f.g) Protection of interests of the Academy in state or private institutions and courts;

f.h) Discussion of applications/correspondence of physical and legal entities within the scope of competence;

f.i) Implementation of disciplinary proceedings against the staff of the Academy and control of case management;

f.j) Conduct legal training and preparation of personnel within the scope of competence;

f.k) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. g) The functions of the Finance Management Division are the following:

g.a) Organizational support of financial accounting and reporting in the Academy, complex and operational analysis of financial condition of the system based on accounting, development and renewal of financial policies, procedures, norms and rules in the Academy;

g.b) Participation in conducting inventory of property and financial liabilities to ensure the authenticity of accounting and reporting data;

g.c) Draft budget of the Academy, submit to the Head of the Administration and monitor the budget execution;

g.d) Managing and monitoring financial transactions related to remuneration of employees of the Academy and pay for travel expenses;

g.e) Financial operations related to financial support of social and other assistance;

g.f) Conducting tax, treasury and banking operations and electronic declaration of ussied data in accordance with the Legislation;

g.g) Carrying out financial operations related to the procurement of goods and services;

g.h) Preparing financial statements and submitting it as required;

g.i) Development of proposals for regulating the budget process within the academy, which defines the forms of demarcation and distribution of the authorities in the process of budgetting and general principles of drawing up, reviewing, approving and elaborating the budget of the Academy;

g.j) Carrying out the measures envisaged by the Budget Code of Georgia within the scope of competence;

g.k) If necessary, preparing a proposal on the specification of the budget approved by the Minister of Finance of Georgia in accordance with the established rule;

g.l) Participation in the process of preparation of agreements on behalf of the Academy within the scope of competence;

g.m) Planning of financial resources for realization of the plans of the Academy;

g.n) Ensuring the implementation of the obligations under the Tax Code of Georgia;

g.o)  Opening the payroll accounts for the personnel of the Academy;

g.p) Coordination of issues of supporting the Academy employees with salery cards and communication with relevant banking service institutions;

g.q) Synthetic and analytical record of material values;

g.r) Periodically comparing the quantity of material values and accounting data in the warehouse with the heads of warehouses;

g.s) Periodical comparison of material values with structural units;

g.t) Collecting/sorting documents for the electronic and documented accounting of material values;

g.u) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. h) The functions of the Procurement Department are the following:

h.a) Conducting state procurement procedures at the Academy;

h.b) Development of annual state procurement plans according to sources of funding and appropriate procedures;

h.c) Determining the supposed cost of the object of procurement according to the existing prices of the internal or, if necessary, the international market for implementation of procurement procedures, grouping the homogeneous procurement objects established by the normative act, selecting the procurement means, taking into account the monetary limits specified by the state procurement legislation and other cases;

h.d) Preparation and submission of public procurement reports to the relevant state organization according to sources of funding within the terms established by the legislation of procurement;

h.e) If necessary, preparation of a project for changes in the annual plan, in agreement with the Finance Management Division;

h.f)  Selection of suppliers during the simplified procurement and ensuring the preparation of a contract project on state procurement;

h.g) Presentation of opinions to leadership to improve and better conduct state procurement procedures;

h.h) Conducting the process of obtaining written permits on purchases caused by multi-year and urgent necessity;

h.i) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. i) The functions of the Public Relations Department are the following:

i.a) Establishment of effective system of issueing the information about the activities of the Academy, active cooperation with the public and various organizations, positive presentation of the events running in the academy;

i.b) Ensuring the publicity of various events planned and implemented in the Academy;

i.c) Promotion of activities of the Academy ;

i.d) Creation of a positive image of the Academy in the society;

i.e) Preparation of the official messages, statements and other information materials related to the activities of the Academy within the scope of competence and dissemination through mass media in accordance with the legislation;

i.f) Preparation of press releases, reviews, articles and photo-video materials and placing them in mass media within the competence, ensuring accuracy of published materials;

i.g) Planning and organizing various events in the Academy within the scope of competence;

i.h) Coordination with the relevant services of the Ministry of Defence of Georgia and the General Staff of the Georgian Armed Forces within the scope of competence;

i.i) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. j) The functions of the Signal and Information Technology Department are the following:

j.a) Control of the accounting, technical condition, their proper employment, storage, maintenance and repair of the communication facilities in the Academy;

j.b) Organization and control of planning, preparation and implementation of appropriate communication in the Academy;

j.c) Ensuring the implementation of requirements established for the invisible control of radio-telephone networks and armed forces in the Academy;

j.d) Information-technological support for teaching, labor and scientific research in the Academy;

j.e) Establishing the unified information space of the Academy and connecting it to the world (global) information space with modern information-technological means;

j.f) Establishing, managing, systematic updating-enhancement, maintaining the security of a common computer network in the academy, and providing software and hardwere necessary for the inclusion of new users;

j.g) Cooperation with the Ministry of Defence of Georgia and other relevant structures to implement innovations and develop existing information technology infrastructure;

j.h) Establishment of the Internetdomain of the Academy and formation of subdomains, functioning of the domain names server;

j.i) Software development, modernization and maintenance of computer devices of the Academy, and implementation of repair works within the scope of competence;

j.j) Arrangement and functioning of computer classes;

j.k) Supporting of computer software functionality in accordance with the requirements of the Academy;

j.l) Participation in the process of guaranteeing the computer and network equipment;

j.m) Communication with the mobile phone communication companies in the scope of competence;

j.n) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. k) The functions of the Sports Complex are the following:

k.a) Providing physical training and sports events for the Academy personnel;

k.b) Promoting training courses and sporting events in the Academy and planning sports activities within the scope of competence;

k.c) Providing proper maintenance and imployment of the sports infrastructure of the Academy;

k.d) Exercising other authorities within the scope of competence defined by the legislation.

 

  1. The structural unit subordinate to the Administration shall carry out its activities in accordance with Georgian legislation, the Statute of the Academy, the present provisions and other legal acts applicable to the Academy;
  2. The structural unit subordinate to the Administration is accountable to the head of the Administration of the Academy within the competence.
  3. A structural unit subordinate to the Administration is led by the head, who is appointed to the position in accordance with the rules of assignement of the auxiliary personnel approved by the Rector, in case if he/she is a civilian, the military personnel are appointed by the Minister of Defence of Georgia on suggestion of the Rector of the Academy.
  4. The head of the structural unit subordinate to the Administration:
  5. a) Leads the activities of the structural unit;
  6. b) Distributes the correspondence and tasks received from the leadership among the Administration personnel;
  7. c) Controls the execution of the duties of subordinate personnel, gives them tasks and instructions;
  8. d) Submits to the Head of Administration the report on the performed and ongoing activities;
  9. e) Exercises other authorities defined by legislation.
  10. In case of temporary absence of the head of the structural unit subordinate to the Administration, his / her duties shall be passed to the deputy head of subordinated structural unit or other personnel of the structural unit.
  11. The functions and responsibilities and job descriptions of the heads/employees of the subordinate structural unit are approved by the Rector of the Academy.

 

Article 6. The Rule for Making Changes and Amendments to the Provision

The changes and amendments to the provision shall be made in accordance with the procedure established for the adoption of this document.