The head of department: Yusupova Muhabbatjon Shokirovna

Contact information:

E-mail: info@polytech.tj

Address: Khujand city, I.Somoni avenue 226, the main campus (main building), cabinet 103

Website:

From the History of the Department:

The Department of Human Resources, Records Management, and Performance Monitoring functions on the basis of the Law of the Republic of Tajikistan “On Education”, the Labor Code of the Republic of Tajikistan, the Law of the Republic of Tajikistan “On Higher Professional Education and Postgraduate Professional Education”, the Law of the Republic of Tajikistan “On Appeals of Individuals and Legal Entities”, the Resolution of the Government of the Republic of Tajikistan “On Standard Instructions for the Work of State Bodies, Institutions, Enterprises, and Other Organizations of the Republic of Tajikistan”, as well as other resolutions and decrees of the Government of the Republic of Tajikistan, regulatory acts and orders of the Ministry of Education and Science of the Republic of Tajikistan, the Charter and Regulations of the Institute, and other normative legal acts governing the sphere of education. Furthermore, the Department carries out its activities in compliance with its internal Regulation, adopted in October 2024.

From September 2010 to January 2018, the Department of Human Resources, Records Management, and Performance Monitoring functioned as the Personnel and Retraining Department. Following the restructuring of the Institute, from 2018 until September 2024, it was renamed the Human Resources Department.

Staff Composition and Main Activities of the Department

The Department of Human Resources, Records Management, and Performance Monitoring consists of the Head of the Department, the Head of the Records and Regulation of Appeals Division for Legal Entities and Individuals, a Chief Specialist, a Specialist, a Secretary-Administrator, the Head of Legal Support, the Head of the Archive, a Mail Clerk, and the Head of the Occupational Safety and Civil Protection Division. From the establishment of the department until April 2024, the Human Resources Department was headed by Yakubova Makhbuba Alievna.

Main Activities of the Department:

The Department of Human Resources, Records Management, and Performance Monitoring serves as the Institute’s personnel management center, with the ultimate goal of ensuring the successful functioning of the department, enhancing professional and material satisfaction of each employee, protecting health, and ensuring labor safety.

·  professional selection, adaptation, and assessment of employee suitability;

·  compliance with labor legislation and provision of consultations to personnel on labor-related matters;

·  preparation of documents, personnel recordkeeping, and management of personnel documentation and reporting;

·  planning, development, and implementation of a system for tracking employee requests and social development activities.

Key Personnel

Head of the Department of Human Resources, Records Management, and Performance Monitoring – Yusupova Mukhabbatjon Shokirovna, higher education. In 2003, she graduated from the Khujand Branch of the Tajikistan Technological University with a degree in Finance and Credit.

Responsibilities of the Head:

·  maintain personnel records and prepare related documentation;

·  organize and prepare the Institute’s personnel reserve;

·  manage documentation related to employee hiring, transfer, and dismissal;

·  conduct timely employee attestation;

·  regularly analyze the personnel composition and provide the Institute’s Management Board with relevant information regarding personnel matters;

·  monitor compliance with labor discipline and internal labor regulations;

·  report to the Director of the Institute and fulfill assigned tasks promptly; submit reports to the Academic Council (at least twice a year) on departmental activities, bearing personal responsibility for personnel management according to established procedures;

·  during periods of leave, the Head performs the duties of the Head of the Employment and Appeals Regulation Division for Legal Entities and Individuals;

·  organize and maintain employee personal files concerning changes in their employment;

·  ensure accuracy and preservation of personal file data and employment records;

·  maintain regular reporting and analysis of employee business trips and leaves;

·  oversee preparation and submission of archival materials;

·  assist in recruitment and allocation of administrative, scientific, pedagogical, technical, auxiliary, and service personnel, as well as employees in the education and economic sectors;

·  support Institute structures in strengthening labor discipline and ensuring compliance with the Labor Code of the Republic of Tajikistan;

·  issue personal identification cards and certificates to Institute employees;

·  prepare and submit documentation for higher education employees for awards at the sectoral and state level;

·  draft orders, instructions, and other documents on personnel matters within the Institute;

·  monitor work progress within the Institute’s structures;

·  register, hire, transfer, and dismiss employees of all Institute divisions and prepare necessary documents confirming their positions;

·  prepare personal files for scientific-pedagogical staff and other divisions of the Institute, and provide necessary reference documents;

·  maintain individual and statistical records of employees across all structural units of the Institute in the prescribed format;

·  prepare necessary documents for employees sent on business trips;

·  maintain and manage employment records;

·  prepare required documents for determining pension benefits of higher education employees in coordination with the Trade Union Committee.

Head of the Department of Administration and Regulation of Appeals of Legal Entities and Individuals – Nizomitdinova Farzona Burkhonovna, higher education. In 2013, she graduated from the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi in Khujand with a Bachelor’s degree in World Economy, and in 2022, she received a Master’s degree in Economics and Enterprise Management from the same institution.

Responsibilities of the Head of the Department:

·  oversees the implementation of resolutions of the Government of the Republic of Tajikistan, decisions of the Academic Council, decisions of the Supervisory Board under the Director, as well as directives and orders of the Director of the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi assigned to the Department, and prepares information on the results of their execution for the Head of Department and the Director of the Institute;

·  conducts activities in accordance with normative legal acts and the principles of the rule of law in the field of education;

·  timely prepares and processes diplomas and other official documents, submitting them for approval to the Institute Council;

·  prepares monthly, quarterly, and annual labor statistics reports and registers them on the website office.stat.tj;

·  monitors the maintenance of documentation and timekeeping records in the division;

·  controls registration of personnel changes in employment records and FT-2 personal files;

·  verifies employee time sheets and submits them to the accounting department;

·  checks personal files of Institute employees and faculty;

·  addresses urgent issues related to the division’s activities;

·  reviews, edits, and submits diplomas and other normative documents of the division for the Director’s signature;

·  prepares documents for graduates of previous years (e.g., name changes, damaged or lost diplomas, unclear diploma seals, and other reasons);

·  monitors the issuance of graduation certificates to students;

·  prepares and submits to the Ministry of Education and Science of the Republic of Tajikistan and the Institute’s accounting office normative legal acts regarding the invalidation of diplomas (damaged, altered names, unclear seals, errors made by responsible personnel);

·  obtains state diplomas of education from the Ministry of Education and Science of the Republic of Tajikistan based on submitted documents (powers of attorney) and maintains strict accounting;

·  controls and maintains diploma issuance books in proper condition;

·  monitors and verifies documents for obtaining copies (duplicates) of diplomas;

·  drafts orders for issuing copies (duplicates) of diplomas and submits them for signature;

·  monitors incoming requests and letters, prepares responses, and removes them from control;

·  maintains diplomas stored in the department in proper sanitary and hygienic condition;

·  complies with the annual orders of the Institute Director;

·  timely reviews incoming letters, applications, and requests, preparing responses to authors within established deadlines;

·  drafts responses to all requests and monitors their execution;

·  ensures regular execution of tasks assigned by the Head of the Department and the Institute Director.

Chief Specialist of the Department of Registration and Regulation of Appeals of Legal Entities and Individuals – Dodokhodjaeva Mohira Nasimovna, higher education. In 2010, she graduated from the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi in Khujand, specializing in Garment Design.

Responsibilities of the Chief Specialist:

·  carries out assignments of the Head of the Department and the Department Head promptly in accordance with the job description;

·  addresses urgent issues related to the department’s activities;

·  assists in reviewing, editing, and submitting diplomas and other normative documents of the department for the Director’s signature;

·  assists in the preparation and submission of reports on diplomas issued to graduates;

·  timely manages periodic departmental document flow;

·  maintains strict records and keeps in proper condition personal files of employees and faculty (including diploma issuance books);

·  controls and reviews documents for obtaining copies (duplicates) of diplomas;

·  ensures proper sanitary and hygienic condition of diplomas stored in the department;

·  timely reviews incoming letters, applications, and requests, preparing responses to authors within established deadlines;

·  registers incoming applications in the diploma department;

·  drafts responses to all requests and monitors their execution.

Specialists of the Department of Registration and Regulation of Appeals of Legal Entities and Individuals:

1.  Iskandarova Muniradzhon Gaibulloevna – higher education; in 2011, she graduated from the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi in Khujand, specializing in Garment Design.

2.  Boboeva Farzona Sheravganovna – higher education; in 2014, she graduated from the Tajik State University of Commerce, specializing in Accounting and Auditing.

Responsibilities of Specialists:

·  address urgent matters related to the department’s activities;

·  assist in reviewing, editing, and submitting diplomas and other normative documents of the department for the Director’s signature;

·  timely process and archive periodic departmental documents;

·  maintain diplomas stored in the department in proper sanitary and hygienic condition;

·  comply with annual orders of the Institute Director;

·  timely review incoming letters and applications and prepare responses to the authors within established deadlines;

·  register incoming applications in the diploma department;

·  draft responses to all requests and monitor their execution;

·  prepare documents for submission to the Ministry of Education and Science of the Republic of Tajikistan for obtaining state diplomas of higher education.

Secretaries – Records Specialists of the Department of Records Management and Regulation of Appeals of Legal Entities and Individuals:

1.  Ishanova Sarvarkhon Safiullovna – higher education; in 1998, graduated from the Khujand Branch of the Tajik Technological University, specializing in Economics and Enterprise Management.

2.  Aliyeva Mukhiba Abdulloevna – higher education; in 2014, graduated from the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi in Khujand, specializing in Production, Storage, and Processing of Crop Products (Bachelor); in 2021, graduated from Khujand State University named after Academician B. Gafurov, specializing in Biology (Master).

3.  Jumaev Isroildzhon Rasuljonovich – higher education; in 2025, graduated from the Polytechnic Institute of Tajik Technical University named after Academician M.S. Osimi in Khujand, specializing in Automotive Service.

Responsibilities of Secretaries/Records Specialists:

·  collaborate with department staff according to the department’s document list;

·  assist staff in timely preparation and processing of diplomas and other documents;

·  ensure timely execution of assignments from the Department Head and Division Manager;

·  perform tasks assigned by the Department Head and the department in accordance with their job description;

·  process documents in accordance with the department’s documentation list;

·  organize departmental document flow according to the established procedures;

·  maintain the timekeeping records;

·  manage personal files of employees and faculty.

Head of the Archive – Nodira Abdukakhurovna Khojaeva Education – Higher. In 1993, she graduated from the Khujand State Pedagogical Institute named after S.M. Kirov with a degree in Tajik Language and Literature.

Duties of the Head of the Archive:

·  reception of citizens, graduates, and expelled students on various issues;

·  acceptance of record books and documents from expelled students and those transferred to another university;

·  acceptance of student attendance journals;

·  preparation of an act on the destruction of students’ written works whose retention period has expired;

·  providing extracts from orders (upon request).

Head of the Occupational Safety and Civil Defense Department – Hofiz Hofiz
Education – Higher. In 1988, he graduated from the Higher Komsomol School in Moscow with a degree in History.

Duties of the Head of the Occupational Safety and Civil Defense Department:

·  in accordance with sectoral regulatory documents: reviewing issues and taking immediate measures to ensure the readiness of PITTTU’s civil defense for territorial adaptation to safety, health protection, and work capacity of employees in the course of their professional activities.

·  risk analysis: studying and assessing the risks of emergencies and threats specific to production conditions, implementing management methods, and fostering a culture of counteracting potential risks in the working environment.

·  preparedness: ensuring the readiness of vital elements of the territory, economy, and employees to act in the prevention and elimination of risks in case of emergencies, as well as maintaining the sustainability of economic facilities during emergencies.

·  training and preparation: organizing and preparing training groups (from among regular staff) on issues of emergency response and civil defense against natural disasters and threats. Familiarizing employees with safety rules, methods of counteracting risks and hazards, and protection techniques. Training in protective means against dangers arising during emergencies and military actions. Taking measures to ensure staff accountability for compliance with safety rules.

·  responsibilities: implementing a strategically comprehensive approach (joint actions) in the direction of prevention (in the absence of disasters, before emergencies) and liquidation of emergencies (actions during and after emergencies).

·  organizational activities: organizing the work of civil defense bodies, territorial self-defense forces, and taking measures to equip them with technical means and protective and rescue equipment.

·  monitoring: controlling and systematically assessing the state of territorial safety of the Institute and the working conditions of employees. Assisting government authorities and organizations in resolving issues of civil defense.