Admin Department

The Admin Department is responsible for maintaining day to day financial, accounting, administrative and personnel services in order to meet legislative requirements and support Academy’s operations.

The Secretary is the head of administration of Academy who reports to the Honorable Director General of Academy. He is responsible for maintaining Academy policies and procedures in compliance with all Provincial Acts and Legislation.

The Scope of Admin Department

 

  1. Administer and monitor the financial system in order to ensure that the Academy’s finances are maintained in an accurate and timely manner

Main Activities

  • Assist with preparation of the budget
  • Implement financial policies and procedures
  • Monitor the Reconciliation of the general ledger
  • Monitor the preparation and reconciliation of general bank statements
  • Supervise the maintenance of supplier accounts
  • Ensure transactions are properly recorded and entered into the accounting system
  • Administer the income statements
  • Monitor the preparation of balance sheets
  • Assist with the annual audit
  • Maintain financial files and records
  • Approval of day to day expense up to a predefined limit
  1. Oversee the accounts payable and accounts receivable systems in order to ensure complete and accurate records of all transaction

Main Activities

  • Ensure the safeguarding of all funds
  • Issue, code and authorize purchase orders
  • Monitor the reconciliation of the accounts payable
  • Monitor the reconciliation of the accounts receivable
  • Monitor the reconciliation of the weekly deposits
  • Manage distribution of utilities bills and collections of accounts

 

  1. Administer employee files and records in order to ensure accurate payment of benefits and allowances

Main Activities

  • Administer employment agreements
  • Verify and report on benefits payments
  • Maintain the leave management system
  • Review remittances
  • Supervise completion of the payroll
  • Review payroll reports
  1. Supervise administrative services within the Academy

Main Activities

  • Manage the filing, storage and security of documents
  • Develop disciplinary procedures
  • Ensure and implement the overall discipline of Academy
  • Take actions against any misconduct, misbehavior or misdemeanors of any employee
  • Respond to inquiries
  • Maintain insurance coverage
  • Issue permits and licenses
  • Assist with preparation of bylaws
  • Assist with preparation and advertising of new job opportunities
  • Manage and monitor the tangible and non-tangible resources of Academy
  • Administer contracts
  1. Perform other related duties
  • Monitor the arrangements of training programs
  • Correspond with the resource persons
  • Administer the arrangements of meetings
  • Assist in preparation of agenda of meeting
  • Preparations of minutes of meetings
  • Supervise the arrangements of events
  • Preparation and scheduling of activities of events
  • Monitor the arrangements for the catering of events
  • Sending invitations

All other special assignments directed by Honorable Director General of Sindh Judicial Academy.

Accounts Department

The Accounts department is responsible for maintaining day to day financial accounting, administrative and personnel services in order to meet legislative requirements and support Academy's operations.

The Accounts Officer is the head of Accounts Department who reports to the Secretary of Academy.

The Scope of Accounts Department

  1. Prepare and maintain the financial system and ensure that the Academy’s finances are maintaining in accurate and timely manner

Main Activities

  • Preparation of the budget
  • Development of financial policies and procedures.
  • Implementation of financial policies and procedures
  • Reconciliation of the general ledger
  • Preparation reconciliation of banks’ statements
  • Maintenance of supplier accounts
  • Ensure transactions are properly recorded and entered into the concern account
  • Preparation of the income statement
  • Preparation of balance sheet
  • Assist with the annual audit
  • Maintenance financial files and records
  • Processing of day to day expenses
  1. Manage the accounts payable and accounts receivable system to ensure complete and accurate records of all transactions

Main Activities

  • Ensure the safeguarding of all funds
  • Issue, code and authorize purchase orders
  • Reconciliation of the accounts payable
  • Reconciliation of the account! receivable
  • Reconciliation of the weekly deposits
  • Manage distribution of utilities bills and collection of accounts
  1. Administer employee files and records in order to ensure accurate payment of benefits and allowances

Main Activities

  • Administer employment agreements
  • Verify and report on benefits payments
  • Maintain the leave management system
  • Supervise completion of the payroll
  • Review payroll reports
  • Preparation and timely payments of honoraria of resource persons
  1. Supervise administrative services within the Accounts Department

Main Activities

  • Manage the filing, storage and security of documents of Accounts Department
  • Develop disciplinary procedures
  • Ensure and implement the overall discipline of Academy
  • Recommendations to take actions against any misconduct, misbehavior or misdemeanors of any employee of the accounts department
  • Respond to inquiries
  • Maintain insurance coverage
  • Assist with preparation of bylaws
  • Assist with preparation and advertising of new job opportunities
  • Manage and monitor the tangible and non-tangible assets of Academy
  • Management contracts with respect of budgeting and agreements with donors
  1. Perform other related duties

Main Activities

  • Providing of financial analysis of training programs
  • Actively participation in the arrangements of events
  • Preparation of payments to the catering of events

All other special assignments directed by Honorable Director General of Sindh Judicial Academy.

Library Department

The Library Department is responsible for providing library and research services for the Academy and maintenance of the library and its collections.

The department is headed by a qualified Librarian who reports directly to the Honorable Director General of Sindh Judicial Academy and provides librarian and research services. His responsibility is also to provide adequate services to ensure that materials are current and accessible, and available to library users when required.

The Scope of Library Department

  1. Manage the planning and administrative functions of library and information services

Main responsibilities

  • Establish and implement library and information policies and procedures
  • Develop and manage convenient, accessible library and information services
  • Maintain the library accession register
  • Order materials and maintain records for payment of invoices
  • Analyze and evaluate library and information services
  • Prepare reports related to library and information services
  1. Provide effective access to library collections and resources

Main responsibilities

  • Develop and maintain collections management policies and procedures
  • Perform original cataloguing and classification of print resources and electronic resources (CD’s and DVD’s etc.)
  1. Maintain the organization of library materials

Main responsibilities

  • Classification of books and accommodate in their proper shelves
  • Ensure an accurate inventory of resources
  • Ensure efficient retrieval by users
  • Search external database programs for the availability of cataloguing copy
  • Maintain inventories, compile statistics and generate reports as required
  • Develop and maintain cataloguing procedures
  • Determine the type of cataloguing required

Enter cataloguing data into the library's automated system LMS (Library Management System)

  • Process resources for placement on shelf
  • File cards in shelf list
  1. Provide library services in response to the information needs of library users

Main responsibilities

  • Train library assistant to effectively search the Library catalogue, LMS and Internet
  • Maintain circulation files, records and statistics
  1. Perform the following duties when directed:
  • Select old and wretched books for binding
  • Contact with booksellers regarding new purchase
  • Bargain with booksellers for the maximum discount
  • Actively participate in all activities done the Academy
  • Get the book(s) from Honorable Sindh High Court in case of unavailability of the required book(s) in Academy’s library

All the tasks assigned by the superior officers of Academy

I.T Department

The I.T department is responsible for maintaining day to day I.T related jobs in order to meet legislative requirements and support Academy's operations.

The I.T Expert/Faculty Member is the head of I.T Department who reports to the Honorable Director General of Academy. His job is to ensure the effective and efficient use of IT in enabling the organization to achieve its goals. Following are the job responsibilities for:-

The Academy

  • Maintaining computer Networks (Admin and Academic Block)
  • Configuring the necessary software for the setup of infrastructure of the network
  • Making recommendations regarding policies and standards for the computers and computer networks
  • Arranging the installation of administrative and instructional software on computer networks
  • Providing software support on computer network
  • Analyzing needs and making recommendations for improvements and enhancement in the existing system
  • Troubleshooting of hardware and software conflicts and problems
  • Arranging and coordinating all necessary maintenance services to all networks
  • Planning and implementing required configuration changes to local area networks
  • Preparing proposals for purchasing new equipment
  • Configuring the DSL internet broadband connections on the servers
  • Maintaining the security measures for the internet
  • Performing the necessary tasks for the optimum use of the internet
  • Coordinating with the ISP (internet service provider) in case of external problems and hardware issues like DSL routers etc.
  • Configuration of internet at the client side
  • Installing the antivirus/internet security software on the network computers and the laptop machines
  • Upgrading the installed antivirus/internet security software
  • Responding to queries and enquiries
  • Composing and drafting internal and external correspondence
  • Ensuring the smooth functioning of the daily Office management and Administration tasks
  • Managing and Maintenance of Office Automation.
  • Supervising the arrangements of educational activities
  • Designing special curriculum as per the requirement or direction by the competent authorities
  • Providing voluntary assistance to the other faculty members and trainee officers in respect to solving the hardware and software problems caused to their personal laptops and PCs
  • Providing assistance to the other faculty members and trainee officers for purchasing the hardware like desktop computers, laptops, data-sticks or printers etc.
  • Describing the specification for the installation of new system and application software as per the need of trainee officers
  • Review of performance issues and tuning of systems for optimum proficiency
  • Participating in meetings, training seminars and user groups.
  • Respond to emergency situations to resolve problems, as required.
  • Installing, maintaining, defining, organizing, controlling and protecting hardware and software products
  • Configuration of computer operating systems.
  • Perform other related work as assigned.
  • Create backups on CD's and DVD's as per the requirements
  • Copy the software on CD's and DVD's as per the requirements
  • Look after the Library Management Software and troubleshoot up to a certain level

Website

The basic features of the website are:-

  • Strong text based techniques are adopted for the fast loading of the site even on a slow network with bottleneck situation
  • Browser Compatibility for all platforms and internet browsing software
  • An interactive and professional look to reflect the appropriate image of the organization
  • The selection and the placements of the contents are in a logical manner so that the precise (right) information can be obtained
  • Information structure is designed and presented in such a way to encourage user for optimum use.
  • Interactivity for capturing the users attention so that the information may be distributed more sufficiently
  • Built-in Search Engine (software) for a versatile search of the digital contents available on the website of the academy

Curriculum Designing & Training

A flexible course outline is designed on the basis of duration, expertise and level of audience on the following guidelines:-

  • The basics of Hardware and Software
  • The usage of QWERTY using standard procedures
  • An overview of Operating System and its types
  • Hardware and Software Troubleshooting
  • Windows® 7, 8, 8.1 and 10 their graphic user interface
  • An overview of Ubuntu Operating System
  • Word processing and its operations using MS-Word®
  • Spread sheet concepts and its operations using MS-Excel®
  • The development of presentations using MS-PowerPoint®
  • Desktop publishing using MS-Publisher®
  • Exploring Internet, i-e, browsing and searching techniques using standard search engines
  • Creating email accounts and sending/receiving emails
  • Chatting and audio/visual conferencing
  • Using and capability of voice recognition software
  • Scanning the documents
  • OCR (Optical Character Recognition)
  • Converting images into editable text using ABBYY FineReader®
  • Introduction to Cyber Crime
  • How to secure yourself on Internet
  • Introduction to Digital Evidence and Computer Crimes

To elaborate the training sessions, following manuals are prepared and designed:-

  • Computers Basics
  • Microsoft® Office 2007. That includes MS-Word, MS-PowerPoint, MS-Excel and MS-Access (4 manuals)
  • Microsoft® Office 2013. That includes MS-Word, MS-PowerPoint and MS-Excel (3 manuals)
  • Computer Shortcut keys
  • Introduction to Digital Evidence and Computer Crimes
  • To make the training sessions interesting and interactive, there are over 400 slide shows designed and prepared.

Hands on Training

  • Provide hands-on-training to the trainees
  • Troubleshoot the problems or mistakes during the training sessions

Software Development

Developed and Maintaining the following Modules:-

  • Contact Management System
  • File Management System
  • Schedule Management System
  • Result Management System
  • Inventory Control

Under-construction Systems

  • Inward/outward Management System
  • Payroll System