Personnel department has acted at all times of existence of the University, and on 06.06.2014 it was renamed as Human Resources department.
The main purpose of the department shall be to provide the university with decent and qualified personnel on time and according to human resources policy, to arrange the training of the personnel for increasing their professional skills, theoretical knowledge and abilities, and to keep constantly team spirit, to improve the motivation of personnel by way of meeting their material, moral and social needs, to increase their productivity and commitment to the University.3 “R” (right time, right position, right person) principle shall be followed in management of human resources.
The main features in the activity of the department: The relations complying with the strategic objectives and values of the Azerbaijan State University of Economics as well as required from every employee working at the University shall be as follows:
Honesty;
Quality;
Knowledge;
Philanthropy;
Sustainable development.
REGULATIONS OF HUMAN RESOURCES DEPARTMENT (HRD) OF THE AZERBAIJAN STATE UNIVERSITY OF ECONOMICS
I. GENERAL PROVISIONS
1.1. Human Resources Department (hereinafter–the “Department”) shall be a organizational unit of the Azerbaijan State University of Economics (hereinafter–the “University”) and report to the rector of University as per the job description.
1.2. Since the period of starting the activity by the higher institution, it has been established as Personnel department.
1.3. The Department shall follow Labour Code of the Republic of Azerbaijan, the relevant laws and legal acts of the Republic of Azerbaijan, the University’s Charter, other legal acts regulating its activity as well as these Regulations.
1.4. In the process of carrying out the functions specified in the Regulations, the Department shall act in cooperation with other organizational units of the University.
1.5. The Department shall have relevant stamp and seal for carrying out its functions.
II. THE MAIN OBJECTIVE OF THE DEPARTMENT
2.1. The main purpose of the department shall be to provide the university with decent and qualified personnel on time and according to human resources policy, to arrange the training of the personnel for increasing their professional skills, theoretical knowledge and abilities, and to keep constantly team spirit, to improve the motivation of personnel by way of meeting their material, moral and social needs, to increase their productivity and commitment to the University.
2.2. 3 “R” (right time, right position, right person) principle shall be followed in management of human resources.
2.3. The main features in the activity of the department: The relations complying with the strategic objectives and values of the Azerbaijan State University of Economy as well as required from every employee working at the University shall be as follows:
Honesty;
Quality;
Knowledge;
Philanthropy;
Sustainable development.
III. THE MAIN FUNCTIONS of the DEPARTMENT
The Department shall perform the following functions:
3.1. In accordance with the objectives and the strategic development of the University, to provide human resources planning;
3.2. In accordance with international standards, to carry out the procedures on attraction of personnel to the University, their selection, hiring and firing;
3.3. Assessing the performance of the University personnel and arrange their motivation procedures;
3.4. Ensuring modern training and training courses for establishing human capital and achieving their regular development;
3.5. Implementing the procedures for career planning of the University personnel;
3.6. Preparing proposals on determining the forms and amount of compensation for the University’s personnel;
3.7. Establishing the database on personnel based on the required criteria and carrying out the activity of the database through the automated electronic program;
3.8. Ensuring the development of job descriptions per all existing functions at the University;
3.9. Maintaining the documentation and card-registration work on human resources;
3.10. According to the development strategy of the University, developing strategic and tactical plans of the department as well as various legal acts, reports and information on human resources;
3.11. Making the required exchange of information with the universities of foreign countries to improve the compliance of human resources with international standards at the University;
3.12. Reviewing the applications received by the department and preparing response to the letters and requests filed by the legal and physical persons;
3.13. Performing such other functions as provided for in the legislation.
IV. DUTIES OF THE DEPARTMENT
4.1. The human resources department shall perform the following tasks:
4.1.1. Development of necessary internal normative and methodological documents on the planning process of the University’s human resources and ensure their improvement as per to the international practice;
4.1.2. Carry out the University’s recruitment process in accordance with relevant regulations and standards, staffing existing vacancies as well as sustainable and operational activities for ensuring the University with the human resources in necessary quantity and quality;
4.1.3. In accordance with the defined employees’ needs, to study the working resources and attracting the appropriate personnel;
4.1.4. The organization of competitions for the recruitment, selection and interviews of the initial response;
4.1.5. Documentation relating to the conduct of the recruitment process;
4.1.6. Ensuring human resource planning and recruitment to ensure the implementation of programs and projects;
4.1.7. Preparation of various reports on the implementation of the tactical plan of the department and other current work performed;
4.1.8. In order to organize education, to study and selection of local and international training;
4.1.9. Arrangement of the process of education and development of personnel and the organization of the university;
4.1.10. Staff training and related documentation for the organization to carry out activities;
4.1.11. Career planning, organizing and carrying out the process for the personnel;
4.1.12. Adjusting the limits of the salary of the employees of the University’s education system and the labour costs level and preparation of proposals in this area to ensure competitiveness;
4.1.13. Identification of the factors that affect the efficiency of the employees of the University of regular exchange of information with the heads of department and all personnel carry out survey requests, proposals in this area;
4.1.14. Preparation of proposals to strengthen the social welfare of the employees of the University;
4.1.15. Making proposals on improvement of the University salaries and motivation procedures in line with international standards;
4.1.16. Preparation of various reports on the implementation of the tactical plan of the department and carry out other current work;
4.1.17. Maintaining University personnel’s personal and keeping records;
4.1.18. Preparation of employment agreements of the University personnel, making them additions and amendments, personnel motivation and application of actions on disciplinary measures;
4.1.19. For staff units of all departments of the University, the heads of those departments and the University management shall jointly prepare job descriptions, and their content and form shall comply with the quality standards ISO;
4.1.20. Execution of employment agreements as well the issuance of orders on recruitment and ensuring the performance of the job descriptions by the personnel;
4.1.21. Monitoring the efficient use and development of the employees for the purposes of the University within the organizational unit as well as ensuring the employees’ rights and privileges;
4.1.22. Employees recruitment and hiring, their transferring to other positions and dismissal according to legislation.
4.1.23. Documentation on human resources and maintaining personnel records;
4.1.24. Preparation of proposals on formation, management and automation of human resources;
4.1.25. Ensuring the implementation of programs and projects on the automated human resources;
4.1.26. Preparation of monthly, quarterly and annual reports about the movement of employees of the University;
4.1.27. Preparation of various reports on the activities of the department, and implementation of other current affairs;
4.1.28. Entering the information about the University personnel wages, loss of employment skills, business trips, vacations and other information in the system;
4.1.29. Issuance of relevant certificates to the University employees within its power;
4.1.30. Identification of reserve employees as per organizational units according to the staff schedule of the University and ensuring the provision of professional and qualified staff based on this reserve;
4.1.31. Personnel search, selection and recruitment, as well as identification and monitoring the implementation of the rules and procedures on changing the position;
4.1.32. Taking and executing the preventive measures on solving the conflicts, which could be arisen between the head of the organizational unit and the employee as well as increasing employee satisfaction;
4.1.33. Elimination of shortcomings identified as per legislation and employment agreement;
4.1.34. On the basis of assessment of the employee’s performance conducted by the management to execute the compliance of the employees with the professional and qualification degrees as well as if necessary, organization of certification of employees and taking in the work of the commissions to be established at the University;
4.1.35. The number and quality of the composition of the staff, as well as the annual flow analysis and preparation of proposals to the government in this area;
4.1.36. Preparation of materials for employees’ motivation as well as imposing financial and disciplinary proceedings.
4.1.37. Preparation of relevant documents for retirement and submission them to the social security authorities;
4.1.38. Preparation and approval of accounting and vacation schedules and execution of next and additional vacations as per the approved schedule;
4.1.39. Preparation of the election schedule to fill the positions;
4.1.40. Monitoring the condition of labour discipline as per the organizational units and adherence to the rules of internal discipline by the employees;
4.1.41. Reviewing the applications and complaints related to recruitment, transfer to another position dismissal, and violation of labour legislation and resolving the issues within the framework of its authority;
4.1.42. Calculation of length of service, maintaining the documents required for the employees as well as issuance of references on working activities of the employees;
4.1.43. Receiving, filling and storage of labour books and opening new ones;
4.1.44. Personnel registration, preparation and maintaining the personal records of the employees and making changes on labour activities;
4.1.45. Arrangement of archiving the documents related to its activities.
V. RIGHTS OF THE DEPARTMENT
The rights of the Department and Department employees shall be as follows:
5.1. Receiving the required information and materials from the organizational units including the followings for development of the matters related to the activity area of the Department envisaged in these Regulations:
* Information on the demand for the employees;
* The order to increase the skills of the employees;
* Presentation on the employees who are involved in the material, promotional and administrative disciplinary proceedings;
* Explanation about the employees violating labour and performance discipline procedures;
* Proposals on preparation of vacation schedule.
5.2. Receiving necessary information from the organizational units on performance of the duties;
5.3. Making written recommendations and instructions to the organizational units on personnel and social issues;
5.4. Monitoring the compliance with internal labour discipline and labour regulations by the employees in the organizational units;
VI. ORGANIZATION OF THE DEPARTMENT ACTIVITY
6.1. The structure of the Department and staff units shall be approved by the rector of the University.
6.2. The Department shall be led by the head of the Department who is appointed and dismissed by the rector of the University. Head of the Department shall carry out his/her activity as per the job description approved by the rector of the University.
6.3. Distribution of duties between the Department employees shall be carried out as per the job descriptions by the head of the Department.
6.4. Department staff duties and responsibilities shall be defined by their job descriptions.
6.5. Direct responsibility for the execution of the tasks provided for in the Regulations shall be borne by the head of the Department.
6.6. Head of the Department shall bear responsibility for selection, placement, performance and compliance of the staff with the rules of labour discipline as well as the protection of property, and ensuring the compliance with fire safety regulations.
6.7. In the absence of the head of Department, one of the employees of the Department shall carry out his/her duties in accordance with the instructions of the rector.
Note: Approved by order No. 53/3, dated of Rector of the Azerbaijan State University of Economy.