Maintenance Department

REGULATIONS ON THE ADMINISTRATIVE AND FACILITIES DEPARTMENT

General Provisions

• The Facilities Department (FD), as one of the university’s structural units, is responsible for organizing and maintaining the university’s infrastructure. The university’s infrastructure is the foundation for conducting the educational process and includes:

• buildings, workspaces, and related work equipment;

• equipment for the educational process;

• support services (transport and communications);

• water and energy supply (electricity, gas, and heat energy), as well as the relevant utility networks required for these purposes.

• The FD is established, reorganized, and dissolved by a decision of the Academic Council of the University of Peoples’ Friendship named after Academician A. Kuatbekov (UDN) and by order of the University Rector.

• The FD reports directly to the Vice-Rector for Development and Administrative Affairs (DAA). In the Vice-Rector’s absence, their duties are performed by a person temporarily appointed to the position by order of the Rector.

• The FD operates in accordance with the following requirements: the Civil Code of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan “On Education,” the Law of the Republic of Kazakhstan “On Science,” the Labor Code of the Republic of Kazakhstan, the standard regulations on higher and postgraduate education organizations, the regulations governing professional development and retraining of personnel, the UDN Charter, the Internal Labor Regulations, Construction Norms and Rules of the Republic of Kazakhstan 3.02-02, 4.01-41-2006, and 2.04-05-2002, the Law of the Republic of Kazakhstan “On Public Procurement,” and the Law of the Republic of Kazakhstan “On Fire Safety.”

• Amendments to the Regulations on the Structural Unit (RSU) are made by the head of the department and must be recorded in the “Amendment Registration Sheet.”

Main Tasks

• implementing UDN’s Quality Policy and quality objectives;

• fulfilling UDN’s quality-related commitments and the requirements of the quality management system;

• carrying out repair and construction work (performing routine and major repairs to the premises of academic buildings and student dormitories, as well as water supply, sewerage, heating, and electrical systems; performing plumbing and carpentry work; manufacturing wooden products in accordance with requests submitted by UDN departments);

• providing material and technical supplies (organizing public procurement, concluding supply contracts, and arranging temporary storage);

• maintaining social infrastructure (maintaining the material and technical facilities in accordance with the requirements of ST RK, sanitary standards, and construction norms);

• ensuring the operation of transport and communications (operating and maintaining vehicles in proper technical condition, eliminating faults, and providing telephone and telecommunications services and internet access);

• providing the necessary working environment (ensuring safe and comfortable conditions for the educational process, providing classrooms, equipment, tools, and information resources required for educational, scientific, and innovative activities).

3 Functions

— maintaining the material and technical facilities (keeping the university’s infrastructure in proper condition in accordance with applicable standards).

— ensuring the supply of electricity, heat, gas, and water, as well as the operation of communication systems, in accordance with approved standards and regulations;

— ensuring sanitary conditions in the premises and on the grounds of academic buildings and student dormitories in accordance with applicable sanitary standards and regulations;

— maintaining the university’s infrastructure (academic buildings, student dormitories, fixed assets, and engineering utility networks) in proper condition;

— preparing the procurement plan for the following year, providing the university with fixed assets and materials, and organizing the procurement of educational equipment, office equipment, stationery, and construction materials for repair work in academic buildings and student dormitories;

determining the cost of routine repairs to academic buildings and student dormitories, as well as the cost of equipment used in the educational process, and ensuring the availability of the technical and design-and-estimate documentation required for major repairs to academic buildings and student dormitories;

maintaining the university’s vehicle fleet in working condition and ensuring the timely provision of transport;

operating, inspecting, and writing off the university’s fixed assets;

providing university employees and students with hot meals;

— maintaining sports facilities in proper condition.

4 Rights

Employees of the FD have the right to:

request the information necessary to perform the FD’s tasks from all departments within their respective areas of competence;

use the services provided by the educational institution’s departments;

develop job descriptions for subordinate employees.

The Head of the FD also has the right to submit proposals to the Rector regarding:

recognizing and rewarding employees for the timely and high-quality performance of their functions and tasks; promptly reporting violations of the Internal Labor Regulations by subordinate employees.

5 Responsibilities

• The Vice-Rector for Development and Administrative Affairs is responsible for developing the RSU, including its content, structure, formatting in accordance with the requirements of QMS KIPU/] 4.03-2016, approval, and implementation.

• The Head of the FD is responsible for communicating the approved RSU to the relevant FD employees. Confirmation that employees have read the document must be recorded in the “Acknowledgment Sheet” (Appendix A).

• The head of the department responsible for developing the document is responsible for making amendments to the original and its copies.

• The Head of the FD is responsible for:

failure to provide information to the Rector and Vice-Rectors in a timely manner or providing inadequate information;

poor organization of the operational process;

violations of occupational health and safety requirements, safety procedures, and commercial or official confidentiality;

inefficient use of working time, labor, financial, material, information, and technical resources, and improper allocation of the expenditure budget;

violations of financial and staffing discipline, labor regulations, the educational institution’s Charter, and other internal regulatory documents.

• Responsibility for occupational health and safety is assigned to the manager responsible for developing relevant instructions, monitoring the occupational health and safety information area, and instructing employees.

• The responsibilities of FD employees are established by the relevant job descriptions.

6 Interaction with Other Departments

• To carry out its tasks and functions related to organizing and maintaining the university’s infrastructure, the FD cooperates with the university’s faculties, departments, and other structural units.