Registrar's Office

The Office of the Registrar arranges variety of administrative functions for the University under the supervision of the Registrar of the University.

Major Functions
  • Conduct of meetings of Statutory bodies of the University, viz: Syndicate, Academic Council, Affiliation Committee and Selection Board.
  • Monitoring and control of Quality Management System of the Department for the betterment of the University.
  • Monitoring and control of the security and general administrative matters to keep the environment smooth for the Students, Faculty  Members and other Staff.
  • Human Resource Management of University Employees & related matters.
  • Updating and completing personal files of University employees.
  • Correspondence with External Agencies.
  • Compilation of University Act / Statutes / Regulations.
  • Dealing with legal matters of the University.
  • Conduct of the University Convocation.
  • Operation and maintenance of light & heavy vehicles.

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Job Descriptions

Staff Officer

Job Title: Administration

Position Title: Staff Officer /Dy. Registrar

Reports to: Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar Office

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

To assist the Registrar in all administrative matters of the University. Independently handle administrative duties including, budget preparation, co-coordinate all seminars, events; and work as part of a team on a wide range of Center programs, projects.

(1) Administration Principal Duties and Responsibilities (Essential Functions**):

  1. Participation in the meetings of Purchases, Tenders & Auctions.
  2. All administrative arrangements matters pertaining to Convocation.
  3. All matters pertaining to correspondence with other public and private sector organizations/ institutions
  4. Preparation of Registrar Office Estimated Budget.
  5. All matters/ correspondence pertaining to MINTEX
  6. All matters/ correspondence pertaining to HEC
  7. All matters/ correspondence pertaining to PEC
  8. All matters/ correspondence pertaining to SFDAC and PTC
  9. All matters pertaining to WASA, FESCO, PTCL, and SNGPL
  10. All matters pertaining to Employee Associations (NASA ASA)
  11. All matters pertaining to administrative arrangements of Events/seminars, conferences, HoDs meetings, ACMs, Executive Committee meetings, BoG meetings, Faculty Selection Board meetings, Staff Selection Board meetings, etc.
  12. All matters pertaining to explanation show cause, all kinds of inquiries and disciplinary actions of faculty, Staff.
  13. All matters pertaining to Litigation Cases.
  14. All matters pertaining to visitors and delegations of NTU National/International level and local delegations.
  15. Any other duties assigned by the Competent Authority.

(2) Academics Principal Duties and Responsibilities:

  1. All matters pertaining to statutes (rules and regulations) of the University.
  2. University Ordinance/Act.  
  3. Service Rules/Schedules.
  4. All matters pertaining to preparation of Agendas of HoDs, Academic Council, Executive Committee and Board of Governors.
  5. All matters pertaining to recording the minutes of meetings of HoDs, Academic Council, Executive Committee and Board of Governors.

Admin Officer

Job Title: (HR-II)

Position Title: Admin Officer

Reports to: Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Human Resources

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

To assist the Registrar in all matters pertaining to Human Resources (Faculty and Staff above 17 Scale) of the University.  Independently handle the duties of the Office of Human Resources (HR-II.)

Principal Duties and Responsibilities (Essential Functions**): 

  1. All matters pertaining to sanctioned strength and working strength of faculty and staff of all departments of the University
  2. All matters pertaining to Selection Board faculty & Staff above 17 Scale Or on Contract appointments of faculty & Staff above 17.
  3. All matters pertaining to hiring of visiting faculty on Contract Employment
  4. All matters pertaining to anomaly cases of faculty and staff above 17 Scale
  5. All matters pertaining to pension of faculty and staff above 17 Scale
  6. All matters pertaining to Employee benevolent fund and group insurance of Faculty and Staff above 17 Scale
  7. All matters related to house building and conveyance advance Faculty and Staff above 17 Scale
  8. Maintenance of service Books of Faculty & Staff above 17 Scale
  9. Maintenance of Leave Record of Faculty & Staff above 17 Scale
  10. All matters pertaining to higher education of faculty and staff above 17 Scale
  11. All matters pertaining to leave of faculty and staff above 17 Scale those who are studying in other Inland and abroad institutions
  12. All matters pertaining to TTS Faculty
  13. All matters pertaining to annual increments of faculty and staff above 17 Scale
  14. All matters pertaining to revision of pay scales and allowances of faculty and staff
  15. All matters pertaining to conversions from NTU pay scale to BPS Faculty and Staff
  16. All matters pertaining to plagiarism Faculty and Staff above 17 Scale
  17. All matters pertaining to deputation of Faculty and Staff above 17 Scale
  18. All matters pertaining to revision of pay scales and allowances of Faculty and Staff
  19. All matters pertaining to ACRs of faculty and staff
  20. Any other duties assigned by the Competent Authority.

Assistant Registrar

Job Title: (HR-I) 

Position Title: Assistant Registrar 

Reports to: Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Human Resources

Prepared by: Jalil ud Din Butt 

Date: 24/06/2016 

 

Position Overview:

To assist the Registrar in matters pertaining to all Human Resources (Staff Scale 01 to 16) of the University. Independently handle the duties of the Office of Human Resources (HR-I).

Principal Duties and Responsibilities (Essential Functions**): 

  1. All matters pertaining to advertisements for new hiring of staff
  2. All matters pertaining to Selection Committee for staff
  3. All matters pertaining to Departmental Promotion of Staff
  4. All matters pertaining to demotions of staff
  5. All matters pertaining to anomaly cases of staff
  6. All matters pertaining to hiring and pay/ allowances of daily wages staff
  7. All matters pertaining to postings and transfers of Staff
  8. All matters pertaining to honorarium/ remuneration to staff
  9. All matters related to appointment of new staff and retirement of existing staff including renewal and expiry of contracts
  10. All matters pertaining to hiring for Projects Staff
  11. All matters pertaining to pension of staff
  12. All matters pertaining to Employee benevolent fund and group insurance of Staff
  13. All matters related to house building and conveyance advance of Staff
  14. Maintenance of Service Books of all Staff Scale 01 to 16
  15. Maintenance of Leave Record of Staff Scale 01 to 16
  16. All matters pertaining to sanctioned strength and working strength of  staff of all departments of the University
  17. All matters pertaining to higher education of staff 01 to 16
  18. All matters pertaining to leave of staff those who are studying in other Inland and abroad institutions.
  19. All matters pertaining to deputation of staff
  20. All matters pertaining to annual increments of staff
  21. All matters pertaining to revision of pay scales and allowances of staff
  22. All matters pertaining to uniform and liveries of staff
  23. All matters pertaining to conversions from NTU pay scale to BPS of Staff
  24. All matters pertaining to interns (Staff)
  25. All matters pertaining to ACRs of staff
  26. Any other duties assigned by the Competent Authority.

Executive Secretary

Job Title: Management

Position Title: Executive Secretary

Reports to: Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar Office

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

To assist the Registrar for under mentioned administrative matters of the University.

Principal Duties and Responsibilities (Essential Functions**):

  1. All matters pertaining to Degree Verification of All Faculty & Staff                            
  2. All matters pertaining to dispatch & receipt
  3. All matters pertaining to postal & postage/ courier services       
  4. All matters pertaining to Hostels Mess, University Cafeterias and Hostels Canteens
  5. All matters pertaining to horticulture affairs       
  6. All matters pertaining to duties assigned by Election Commission of Pakistan
  7. All matters pertaining to Boiler Inspection
  8. All matters pertaining to land and building of the University including relevant services.
  9. All matters pertaining to civil, electrical, mechanical, etc. works
  10. All Misc. Jobs and Sanitary Works
  11. All matters pertaining to Photocopy Machine
  12. All matters pertaining to medical affairs
  13. All matters pertaining to allotment of residences
  14. Any other duties assigned by the Competent Authority.

Supdt

Job Title: Administration  

Position Title: Superintendent  

Reports to: Staff Officer / Dy. Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar

Prepared by: Jalil ud Din Butt 

Date: 24/06/2016 

 

Position Overview:

To assist the Staff Officer / Dy. Registrar in the administrative duties of the University and support an administrative staff.

Principal Duties and Responsibilities (Essential Functions**):

  1. To receive and to initial and date each receipt in token of his having seen it and to record therein instructions wherever necessary for the guidance of the staff working under him.
  2. To deal with letters with the assistance of the reporting officer.
  3. To mark and to distribute the letters in the name of dealing officers with relevant files.
  4. To exercise check and follow up of letters received from the All Departments of the University, MINTEX, HEC and all other Education institutions/Universities etc.
  5. To draft of routine in nature and submit to higher officers, and given interim replies.
  6. To attend meetings if required, issue notice of meetings, and take follow-up actions.
  7. To supervise the work of subordinate staff in the form of periodic check of the work carried out by the staff.
  8. To inspect the racks and tables of assistants/and/or/ senior assistants working under him and satisfy himself that no papers of files have been overlooked and that there are no odd receipts or bills lying indisposed off. 
  9. To give instructions regarding destruction of old records according to the directives of the Officers/Head.
  10. To assist the concerned officer in all administrative arrangements of Events/seminars, conferences, HoDs meetings, ACMs, Executive Committee meetings, BoG meetings, Faculty Selection Board meetings, Staff Selection Board meetings, etc.
  11. To assist the concerned officer all matters pertaining to visitors and delegations of NTU National/International level and local delegations.
  12. To assist the concerned officer in all matters pertaining to WASA, FESCO, PTCL, and SNGPL.
  13. To assist the concerned officer in all matters pertaining to allotment of residences.
  14. To assist the concerned officer in all matters pertaining to Convocation with administrative arrangements.
  15. To follow up all matters pertaining to Litigation Cases with the consultancy of the concerned officer.
  16. To attend such other work as may be given to him with the approval of the Registrar/Competent Authority from time to time.

Office Assistant

Job Title: Administration

Position Title: Office Assistant

Reports to: Staff Officer / Dy. Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar Office

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

Under the supervision of Staff Officer / Dy. Registrar to perform the duties.Office Experience (General, Scheduling, Telephone Skills, Typing, Documentation Skills, Meeting Planning, Verbal Communication, Written Communication, Dependability, Attention to Detail, Administrative Writing Skills) including prepare noting drafting.

Principal Duties and Responsibilities (Essential Functions**):

  1. To assist the Staff Officer / Dy. Registrar.
  2. Provide secretarial and administrative support in order to ensure effective and efficient office operations.
  3. Type letters, memorandums, office orders, notices, notifications, reports, and other material from copy or rough drafts as assigned on MS Word, MS Excel etc.
  4. Types agendas for meetings i.e. BOG, Executive Committee, ACM, Faculty Board of Studies, HOD Meeting etc.
  5. Types minutes for meetings i.e. BOG, Executive Committee, ACM, Faculty Board of Studies, HOD Meeting etc.
  6. Prepares meeting packages and distributes to all the Members at least two weeks prior to the meeting
  7. To maintain and up to date telephone directory of numbers and addresses.
  8. To attend the phones calls in a courteous manners.
  9. To maintain Files of all correspondence and meetings Files.
  10. Updates the bulletin board by posting and removal of outdated materials.
  11. To perform any other duty assigned by the Competent Authority.

 

Job Title: Administration

Position Title: Office Assistant

Reports to: Assistant Registrar (HR-I & II)

% Effort or Wkly Hrs: 36hrs/week

Department: Human Resources

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

Under the supervision of Assistant Registrar (HR-I & II) to perform the duties.Office Experience (General, Scheduling, Telephone Skills, Typing, Documentation Skills, Meeting Planning, Verbal Communication, Written Communication, Dependability, Attention to Detail, Administrative Writing Skills) including prepare noting drafting.

Principal Duties and Responsibilities (Essential Functions**):

  1. To assist the Assistant Registrar (HR-I & II) in all HR matters.
  2. Provide secretarial and administrative support in order to ensure effective and efficient office operations.
  3. To assist the concerned officers in all matters pertaining to sanctioned strength and working strength of faculty and staff of all departments of the University.
  4. To assist the concerned officers in all matters pertaining to advertisements for new hiring of faculty and staff.
  5. Type all HR relevant letters, memorandums, office orders, notices, notifications, reports, Contract of Employees, Appointment Letters and other material from copy or rough drafts as assigned on MS Word, MS Excel etc.
  6. Types agendas for meetings of Selection Board, Selection Committee, DPC, Anomaly Committee etc.
  7. Types minutes for meetings of Selection Board, Selection Committee, DPC, Anomaly Committee etc.
  8. Prepares meeting packages and distributes to all the Members prior to the meeting.
  9. To attend the phones calls in courteous manners.
  10. To maintain Personal Files of all Employees.
  11. To maintain correspondence and meetings Files.
  12. Updates the bulletin board by posting and removal of outdated materials.
  13. To perform any other duty assigned by the Competent Authority.

 

Job Title: Administration

Position Title: Office Assistant / PA

Reports to: Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar Office

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

Under the supervision of the Registrar to perform the duties as Personal Assistant.Office Experience (General, Scheduling, Telephone Skills, Typing, Documentation Skills, Meeting Planning, Verbal Communication, Written Communication, Dependability, Attention to Detail, Administrative Writing Skills) including prepare noting drafting.

Principal Duties and Responsibilities (Essential Functions**): 

  1. To assist the Registrar as personal secretary in over all matters in drafting and typing etc.
  2. Overall Coordination of Registrar Office with NTU.
  3. Provide secretarial and administrative support in order to ensure effective and efficient office operations.
  4. Type letters, memorandums, office orders, notices, notifications, reports, and other material from copy or rough drafts as assigned on MS Word, MS Excel etc.
  5. To assist in arrangements of various internal meetings.
  6. To prepare the Foreign Evaluation of Faculty & TTS Faculty for promotion concern.
  7. Types agendas for meetings.
  8. Prepares meeting packages and distributes to all the Members at least two weeks prior to the meeting.
  9. To maintain records of all in-coming mail with the date stamps.
  10. To maintain records of all outgoing mail with the date stamps.
  11. To maintain and up to date telephone directory of numbers and addresses.
  12. To attend the phones calls in a courteous manners
  13. To maintain the office machines (computer, fax, and copier etc.)
  14. To maintain Files of all correspondence.
  15. To perform any other duty assigned by the Competent Authority.

 


Sr-Clerk

Job Title: Administrative  

Position Title: Senior Clerk 

Reports to: Executive Secretary

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar

Prepared by: Jalil ud Din Butt 

Date: 24/06/2016 

  

Position Overview:

Under the supervision of an Administrator, performs a wide variety of routine work as detailed below:

Principal Duties and Responsibilities (Essential Functions**):

  1. To help in Noting, drafting, typing letters, memorandums, reports etc.
  2. To help in maintenance of service books of employees.
  3. To help in pay fixation and annual increments.
  4. To help in keeping record of employees relating to their joining, contract, retirement.
  5. To help in communication with other institutions relating to employees retiring benefits.
  6. To help in moving of the files of employees relating to their GPF, CPF, Gratuity, Pension.
  7. To help in maintain in-coming mail Register.
  8. To maintain out-going mail Register.
  9. To maintain Correspondence/Personal Files.
  10. To perform any other duty assigned by the Competent Authority.

Leave Recorder

Job Title: Admin

Position Title: Security Guard/Record Keeper

Reports to: Assistant Registrar (HR-I & II)

% Effort or Wkly Hrs: 36hrs/week

Department: Human Resources

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

 Position Overview:

Under the supervision of Assistant Registrar (HR-I & II), performs a routine clerical work involving typing duties and other related duties as required.

Principal Duties and Responsibilities (Essential Functions**): 

  1. Type letters, memorandums as assigned on MS Word etc.
  2. To maintain the Leave Record Register.
  3. To maintain the Attendance Register of Registrar Office.
  4. To operate photocopier.
  5. To attend the phones calls in courteous manners.
  6. To perform any other duty assigned by the Competent Authority.

Jr Clerk 

Job Title: Admin 

Position Title: Junior Clerk 

Reports to: Staff Officer/Dy. Registrar

% Effort or Wkly Hrs: 36hrs/week

Department: Registrar

Prepared by: Jalil ud Din Butt 

Date: 24/06/2016 

 

Position Overview:

Under the supervision of an Administrator, performs a wide variety of routine clerical work involving typing duties and other related duties as required.

Principal Duties and Responsibilities (Essential Functions**):

  1. Type letters, memorandums, reports, and other material from copy or rough drafts as assigned on MS Word, MS Excel etc.
  2. To maintain in-coming mail Register.
  3. To maintain out-going mail Register.
  4. To maintain all Correspondence of Personal Files of the employees
  5. To maintain Correspondence of all other admin Files.
  6. To maintain SIR Book
  7. To check Salary Registers of Daily Paid workers
  8. To maintain Post & Postage on daily basis
  9. To maintain impress account of postage
  10. To maintain the office machines (computer, fax, and copier etc.)
  11. To attend the phones calls in courteous manners.
  12. To perform any other duty assigned by the Competent Authority.

Naib Qasid

Job Title: Admin

Position Title: Naib Qasid

Reports to: Concerned Officer

% Effort or Wkly Hrs: 36hrs/week

Department: Human Resources / Admin

Prepared by: Jalil ud Din Butt

Date: 24/06/2016

 

Position Overview:

Under the supervision of an Officer, performs a relevant routine work as detailed below:

Principal Duties and Responsibilities (Essential Functions**):

  1. To make sure opening and closing of offices before arrival and after departure of staff and officers.
  2. To make sure cleanliness of office, machines and equipments.
  3. To make surer about switching on and off lighting during and after office timings.
  4. To keep the confidentiality and secrecy of documents and files while taking from one office to another.
  5. To respect staff, officers and their guests.
  6. To prepare and serve the tea etc. staff, officers and their guests.
  7. To keep the file and papers in safe place.
  8. Any other work assigned to him by the Competent Authority of the University from time to time.
NTU Statutes 2002 View
Benvelovent Fund Statutes 2014 View
CP Fund Statutes 2014 View
Efficiency & Discipline Statutes 2014 View
Employee Selection View
House Allot Rules (BPS-1-15-or-equiv) View
House Allot Rules(BPS-16-21-or-equiv) View
Leave Statutes 2014 View
Medical Attendance Statutes 2014 View
Model TTS Ver2(05-07-12) View
NTU Plagiarism Rules(Adaptation of HEC) View
Pre Employment Medical Examination View
Service Statutes 2014 Schedule IV View
Travelling Allowance Statutes 2014 View
Workforce Required From Horticulture and Sanitation Download
ACR for Faculty Download
ACR for Staff Download
Clearance Form for Employees Download
Job Application Form for Permanent / Regular Faculty Download
Job Application Form for Staff / Administration / Non-Faculty Download
Job Application Form for Visiting Faculty Download
Leave Application Form Download
Medical Declaration Form (Retired) Download
Medical Declaration Form Download
Medical Claim Form Download
TA-DA Form Download
Temporary Duty Proforma Download
NOC Request Form Download
Visiting Faculty Bill Download
Zakat Performa Download
CP Fund Agreement Form Download
CP Fund Nomination Form Download
Student Industrial Tour Proforma Download
Transport Requisition Form Download
Name: Mr. Zafar Javed
Position: Registrar
Office Address: Registrar Office, National Textile University , Faisalabad-37610, Pakistan
Office Phone: +92-41-9230081-85 Ext:158, 111, 110
Direct Line: +92-41-9230097
Fax: +92 (41) 9230098
Email: registrar@ntu.edu.pk