Economic-Administrative Department and ICT Secretary

The Secretary performs administrative and organizational tasks, ensures the smooth operation of various processes, and supports the management and staff in administrative and strategic activities.

The Secretary supports the management of ICT, handling daily administrative tasks, organizing meetings, conferences, training sessions, and other events, and coordinating communication between departments and external partners.

They ensure the smooth execution of administrative and operational processes, including procurement, asset management, financial transactions, and other operational tasks (e.g., invoice processing, expense monitoring, and management of telephone and IT services).

The role also includes project support, such as EU-funded projects, and administrative task coordination related to research or other professional activities.

It is an independent organizational unit responsible for executing several key tasks related to administrative duties, financial administration, and technical support activities essential for the institute’s daily operations. The department works closely with other units to ensure the efficiency and smooth operation of all internal processes.
Key responsibilities include:

1. Purchase and Procurement of Assets and Material
   It is an independent organizational unit responsible for executing several key tasks related to administrative duties, financial administration, and technical support activities essential for the institute’s daily operations. The department works closely with other units to ensure the efficiency and smooth operation of all internal processes.
2. Asset Management and Record-Keeping
   The ICT secretary and the Economic-Administrative Department ensure thorough record-keeping of all institute assets, covering both technical and operational documentation as well as ongoing monitoring of asset conditions. The department oversees regular inventory audits, ensures protection against damage or theft, and manages the decommissioning process. It also facilitates the disposal of obsolete assets, ensuring they are handled by applicable legal regulations and internal policies.
3. Invoicing and Accounting
   The department handles invoicing for all services and goods provided, ensuring that all financial obligations are fulfilled accurately and in a timely manner. This process also involves tracking invoices and communicating with external suppliers and partners, which helps maintain smooth financial operations and ensures all commitments are met.
4. Registry Management and Document Archiving
   The department is responsible for managing the registry, which includes archiving all essential documents, records, and written materials related to the institute’s activities. It also oversees the proper disposal and shredding of documents that are no longer needed, ensuring the protection of sensitive data and compliance with legal regulations on document management.
5. Contract Management
   The department is also responsible for overseeing and managing the Institute’s contractual relationships, including the preparation, conclusion, and archiving of contracts with external suppliers, partners, and other organizations. This includes monitoring contract compliance and ensuring that all agreements are executed in accordance with applicable laws and internal regulations.
6. Budget Preparation and Financial Oversight
   The ICT Secretary and the Economic-Administrative Department are responsible for preparing and processing the Institute’s budget proposals, covering both operational and capital expenditures and revenues. The department continuously monitors and evaluates budget utilization to ensure the efficient use of financial resources and to promptly identify any discrepancies in economic performance.
7. Basic Financial Oversight
   As part of its responsibilities, the department conducts basic financial oversight to ensure that all expenditures and revenues comply with applicable regulations and the Institute’s internal policies. This process is essential for maintaining transparency and ensuring responsible management of public funds.
8. Telephone Services (HVPS)
   The department also manages telephone services within the Institute. This includes oversight and control of telecommunication equipment and associated costs, as well as ensuring the availability and functionality of these services for all staff and personnel.
9. SANET Node Operations
   The department contributes to the management and operation of the SANET node, providing both technical and administrative support for the telecommunication infrastructure to ensure its smooth and continuous operation.
10. Support for EU Structural Fund Projects
    Another key responsibility is the financial management and support of projects financed by European Union structural funds. This includes providing administrative and logistical assistance, preparing documentation, liaising with grant agencies, and monitoring the use of allocated financial resources.

In addition to the activities above, the department is responsible for managing the rental of buildings designated for training sessions, workshops, and other educational events. These areas are equipped with modern ICT technologies that meet the requirements for practical education and professional training. The department also performs various operational tasks essential for the smooth running of the Institute and supports its broad range of activities.