Directorate of Correspondence Affairs

Corporate

0 232 999 29 29 Dahili: 1500

[email protected]

Organizing Municipal Council and Executive Committee meetings,
Drafting decisions taken during the meetings and, once signed by the relevant parties, forwarding them to the concerned departments,
Sending the finalized council decisions to the District Governorship,
Registering official documents received by hand, mail, KEP (Registered Electronic Mail) or UETS (National Electronic Notification System) from official institutions and petitions submitted by citizens into the Electronic Document Management System (EBYS),
Directing registered documents in EBYS to the authorized personnel for assignment,
Delivering physically received documents to the relevant departments with proper handover procedures,
Ensuring the dispatch of outgoing documents prepared by municipal departments to external institutions or individuals via post or KEP.

Recording official documents received from institutions or citizens into EBYS,
Forwarding registered documents to authorized personnel for assignment,
Delivering physical copies of documents assigned in EBYS to the relevant departments via handover,
Handling postal processes for outgoing documents prepared by departments,
Managing the dispatch process for official documents sent via KEP system.

Listing new topics from departments and those reviewed by specialized commissions,
Preparing the agenda for council meetings and obtaining the Mayor's signature,
Distributing the meeting agenda to departments, council members, and the public,
Arranging for the agenda to be published on the municipality’s website,
Attending council meetings and transcribing the recorded audio and video discussions into official minutes,
Preparing decision summaries after council resolutions are finalized and publishing them on the website,
Obtaining the necessary signatures on council decisions, minutes, and attachments from the Council Chair and secretaries,
Sending finalized council decisions to departments both physically and via EBYS,
Archiving all council-related documents, including decisions, summaries, and minutes,
Sending finalized council decisions to the District Governorship within seven (7) days.

Listing topics submitted by departments for discussion in Executive Committee meetings,
Preparing the agenda and obtaining the signature of the Executive Committee Chair,
Distributing the agenda to committee members at the beginning of meetings,
Attending meetings and ensuring the decisions from previous meetings are signed,
Drafting new decisions, assigning reference numbers, and obtaining committee member signatures,
Delivering finalized decisions to departments both physically and through EBYS,
Recording decisions into the official register and archiving original copies.