JWU - THE ADMINISTRATION

THE ORGANIZATIONAL STRUCTURE OF JWU

The current organizational structure of JWU is the result of years of minor adjustments and changes to the original structure. Thus, the current structure does not properly reflect the distribution of functions and responsibilities among divisions and employees within the organization. JWU management recognizes these defects and sets its goals to achieve improvements in clearly defining the levels within the structure, structuring the lower levels, proper distribution of functions among organizational sections, separating customer services division and creating an Administrative Division that will report directly to the General Manager and bringing together existing functions such as the secretarial and computer services, as well as personnel and public relations.

THE ADMINISTRATION

Administrative Affairs are run by a team of aides attached to the General Manager's office. Presently, three sections report directly to the Manager:

the Computer Section is running two Local Area Networks ( LANs ) operating 24 hours a day. The capacity of these networks is 4.5 GB. They support 25 concurrent users working on accounting, engineering, invoicing, storing, personnel, word processing, transport and technical services. The hardware and software in this section are upgraded constantly to keep up with modern software programs, thus improving the efficiency and the performance at JWU.

The Secretarial and General Services Section handles most of the day-to-day secretarial activities in JWU. All of the word processing, typing and filing takes place in this section. Consumers records, contracts, national and international aid and all other kinds of files are kept and maintained in this section.

Personnel and Public Relations Officer reports also to the General Manager and handles contacts with employees and with national and international organizations.

THE TECHNICAL DIVISION

The Technical Division in the Undertaking consists of two sections; the network and the Meter Sections. The Network Section among other things handles water distribution, maintenance of lines, laying of new consumers connections, answering emergency calls for network repairs, projects design, monitoring and supervision.

The Meter Section is responsible for installing new meters, dismantling and maintaining used meters, recording the reading of meters, distributing water bills and collecting payments from consumers in addition to dealing with consumers complaints.

THE MECHANICAL DIVISION

The primary responsibilities of the Mechanical Division are to ensure the smooth running of all the wells, pumps and pumping stations and fix as quickly as possible any malfunction in the pumps and motors to ensure continuity of water distribution. All mechanical and electrical designs, contract documents tendering, maintenance for pumps equipment and vehicles are done by the mechanical section, or under its full supervision.

Pumping Station, Kufur Akab, 1950's

Pumping Station Ein Samia 1995

THE ACCOUNTING DIVISION

The Accounting Division handles the accounting system in the Undertaking, the warehouses, inventory, book keeping, prepare financial statements, reports, payroll, end- of- year balance sheet and final accounts, in addition to receiving payments from consumers who wish to pay at the Undertaking.

PROPOSED ORGANIZATIONAL STRUCTURES FOR JWU

The proposed organizational structures were developed taking into consideration the areas of concern and shortcomings identified in the current organizational structure as well as the potential requirements and future developments expected to take place on both the long and short term.

Short Term Organizational Structure

The proposed short term organizational structure was developed in a manner which provides solutions to the areas of concern and shortcomings identified in the current structure. The major changes made with regard to this structure include:

The establishment of an Administrative Division
The establishment of a Personnel and Public Relations Section and the introduction of jobs related to this section.
The introduction of the position of Purchasing Officer in the Administrative Division.
The introduction of the positions of Executive Secretary and Development Coordinator reporting to the General Manager.
The assignment of the responsibility of general maintenance and transportation to the Mechanical Division through the establishment of the Maintenance and Transport Section.
The separation of the functions of the Network (previously Technical) Division into a Planning and Projects Section and a Network Operation and Maintenance Section.
The separation of the section previously named the Water Meters Section from the Technical Division and changing its name to the Customers Services Division.

The main structure of this proposal is shown in Figure 3.

Long Term Organizational Structure

The proposed long term organizational structure Figure 4 takes into consideration all changes made on the short term as well as potential requirements and development at JWU. The major changes made in the long term (as compared to the short term) include:

The introduction of the responsibility of sewerage and treated water networks to the overall responsibilities of the JWU through the establishment of the related sections in both the Mechanical and Network Divisions.
The introduction of the function of Quality Control to the functions of the JWU through the establishment of the Quality Control Division including the Inspection and Testing Section and the Quality Assurance Section.
The establishment of the Supplies Section in the Administrative Division which includes the Purchasing and Inventory functions.
The introduction of the function of Cost Accounting to the Financial Division (previously Accounting Division) through the establishment of the Cost Accounting and Financial Studies Section.
The establishment of the Geographic Information and the Leak Detection Units within the Network Division.
The possible elimination of the Inspection and Collection Division since door to door fee collection may not be required in the future. The fee collectors will thus be transferred to other jobs while the Unit Supervisor may be transferred to the job of Inspector for the Customer Services Division.
The establishment of the posts of Assistant to the General Manager for Administrative, Financial and Quality Control and Assistant to General Manager for Technical, Customer Services and Mechanical Affairs.

The number of Mechanics and Guards at the Ein Samya and other Pumping Stations are expected to be reduced in the near future once remote control is installed in these stations. These employees will subsequently be transferred to other jobs at JWU, or their contracts terminated.