Record Section

Record section in Auqaf Department is mandated to keep, maintain, safeguard and organize records of all files pertaining to waqf properties Notifications, Court Cases and all other important old records. 

Accounts & Finance Section

The Accounts section in the Auqaf administration handles budget and finance-related affairs, managing financial transactions, overseeing budget reports, and reconciling receipts collected from the leases and rents of waqf properties, which include commercial, residential, and agricultural assets. Additionally, it is responsible for payroll, pension management, loan management, and other HR-related functions. This section is headed by the Assistant Accounts Officer.

Basic functions:

• To supervise all the affairs of the Accounts Section of the Auqaf Department under the supervision of the  Deputy Administrator and Administrator Auqaf, Khyber Pakhtunkhwa
• Ensure efficient dealing of all financial matters under relevant rules and regulations.
• To reconcile the receipts and expenditures statements of the Auqaf Department with Banks being deposited in the designated accounts of the department.
• Prepare and present budget estimates, including revised estimates.
• Reconcile Departmental Accounts with the Accountant General's office as well as Local Fund Audit Department and submit statements to the high ups.
• Handle re-appropriation of Auqaf funds to ensure proper allocation.
• Process cases for additional and supplementary grants as required.
• Address cases related to audit objections, PAC, DAC Committees meetings, etc.
• Prepare and process the drawing and disbursement of salaries of Auqaf employees, TA/DA, contingent bills, pension cases and other related matters.
• To check and maintain the Cash Book, Stock Register etc
• Coordination with Banks regarding maintenance of the Auqaf accounts etc
• To ensure compliance of Audit & Accounts Rules of the Auqaf Department, General Financial Rules (GFRs), Treasury Rules, Audit/Accounts & Financial instructions of the Government.
• Reconciliation of monthly receipts of the waqf properties with Banks
• Oversee the procurement of stationery, furniture, fixtures, machinery, and equipments.
• Manage cases related to the maintenance of the office building, Auqaf Masajid, Maddaris & Schools etc
• To process the case for transfer and managing of the Auqaf funds being collected through premium, transfer fee, advances, monthly rent and annual leases, cash boxes and other receipts etc before the Administrator & Chief Administrator Auqaf for effective management and better utilization of the fund.
• Monitor and ensure the effective utilization of the developmental budget.

Engineering/ Technical Section

The Engineering/Technical Section is responsible for planning, designing, executing, and maintaining engineering and technical projects within the department. This section handles all technical aspects of property management, infrastructure development, and maintenance, ensuring that projects are completed efficiently, safely, and in compliance with regulations. The section requires expertise in project management, technical problem-solving, and coordination with various internal and external stakeholders to meet the department’s objectives.

Key function of this Section in the Auqaf Administration are as folllows:

• Supervise both electrical and civil works of the Auqaf Department, ensuring compliance with standards, codes, and regulations.
• Oversee construction and maintenance projects, conducting site visits, and ensuring timely completion.
• Monitor ongoing developmental projects within the Auqaf Department, ensuring adherence to project timelines and budgets.
• Provide regular updates to the Senior Deputy Administrator Auqaf, Administrator Auqaf & Chief Administrator Auqaf on project progress and challenges.
• Provide technical expertise and guidance in evaluating the electrical and civil requirements for proposed constructions or renovations.
• Collaborate with architects and contractors to ensure seamless integration of electrical and civil elements in the developmental projects.
• Preparation of PC-I’s & PC-II’s, Technical and Financial proposals if required.
• Assist managers in the rent assessment of Auqaf shops, conducting surveys, and evaluating market rates.
• Provide input on the condition of properties and make recommendations for rent adjustments.
• Collaborate with internal sections, architects, contractors, and external agencies to facilitate the successful execution of projects.
• Coordinate with other government departments/authorities/agencies for necessary approvals and NOC’s.
• Assist in preparing budgets for electrical and civil works, ensuring efficient resource allocation.
• Monitor project expenditures to stay within budgetary constraints.
• Maintain accurate records of project specifications, drawings, and correspondence.
• Prepare regular reports on project status, developmental projects.
• Enforce safety protocols to ensure a secure working environment during construction and maintenance activities.
• Ensure compliance with electrical and civil safety regulations and standards.
• Ascertain the skills and capacity of the staff working under him.
• Write the ACRs of the Sub Engineers and other staff under his supervision and forward these to the Administrator Auqaf for countersigning

Information Technology Section

The IT Section is responsible for managing the technological infrastructure, systems, and services within the department. This includes overseeing the installation, maintenance, and security of hardware, software, and networks. The IT section ensures that all systems run efficiently, supports staff with technical issues, and implements new technologies to enhance operational effectiveness.

Key functions of the IT Section:

• To supervise the whole system relating to IT of the Auqaf and Religious Affairs Department
• Coordination with other departments in the matters relating to the field of Information Technology.
• Directs and supervises a staff of IT professionals and the management of IT functions and systems operations 
• Monitoring the performance of existing networks and systems and ensuring optimum utilization of IT resources;
• Leading the procurement of new IT systems and software including negotiating with prospective suppliers of IT products
• Maintaining security and privacy of the IT systems in Auqaf Administration Office
• Working with the management of Auqaf Administration where IT services needs to be updated or amended to improve delivery;
• Maintaining professional and technical knowledge by attending educational workshops, expanding professional networks.
• Providing management, support and guidance on IT matters to Administrator and Chief Administrator Auqaf
• Preparing IT related management reports and presenting the same to Administrator, Chief Administrator Auqaf
• Oversee the maintenance, upgrading, and troubleshooting of hardware, software, and network systems.
• Ensure the security and integrity of IT infrastructure through the implementation of appropriate measures and protocols.
• Conduct performance evaluations and identify training needs to enhance team capabilities

Establishment Section

The Establishment Section is responsible for handling administrative and HR matters within the Auqaf Department. This includes overseeing recruitment, promotions, transfers, retirements, employee records management, and compliance with Departmental policies, rules and regulations setforth by the Department. The section plays a critical role in ensuring that all administrative functions related to human resources are conducted smoothly and in accordance with Government rules and regulations.

This Section is headed by Superintendent Auqaf. Key role of this section is :

• Assisting the Administrator, Deputy Administrators Auqaf in day to day affairs of the Auqaf Department such as maintenance of record, supervision of his sub ordinate staff and tidiness and disciplines in the office.
• Preparation of drafts, summaries, briefs and presentations in different cases.
• Responsible with regard to dealing of Appointment, promotion, transfer, seniority, retirement and leave cases of the officers and other staff of the Department both office & Masajid establishment.
• Responsible to maintain all record of Auqaf Department, Khyber Pakhtunkhwa
• To process cases regarding amendments in Waqf Properties Ordinance, 1976 subsequently amended as Khyber Pakhtunkhwa Waqf Properties (Amendment) Act, 2021 and the rules/regulations framed thereunder including policy and procedure ancillaries to rules/regulations.
• Oversee Diary and Dispatch sections of the Auqaf Department.
• Co-ordination with different sections of the Department to ensure efficient and smooth disposal of Assembly business.
• Nomination of officers and other staff of the Auqaf Department for different trainings conducted by the Government.
• Handling of disciplinary cases of officers and staff of the Department.
• Circulation of instructions received from the Government from time to time.
• To initiate PERs of Matriculate Class-IV and the staff working in Auqaf administration.
• To maintain Service Books, PERs and Personal Files of the officers/ officials.
• To make arrangements for safety and security of the office premises of the Auqaf Office Complex and other assets.
• To process cases regarding discipline and conduct of employees of the Auqaf administration as per rules and instructions.
• To supervise the work of all sections of the Auqaf Administration.
• To route all office orders and instructions for the approval of competent authority.
• To deal with cases relating to creation / abolition / upgradation / down gradation of posts, training matters of the employees of Auqaf administration, as per rules and instructions.

Religious Affairs Section

The Religious Affairs Section is responsible for overseeing and managing activities related to religious matters within the department’s jurisdiction. This includes organizing and supervising religious events, maintaining places of worship, ensuring compliance with religious laws and traditions, and promoting religious harmony. The section works closely with various religious leaders, institutions, and community stakeholders to ensure smooth functioning of religious activities and services.

Some key functions performed by this section are as under:

• Organize Seeratun Nabbi (SWA) functions.
• Holding of Mehfil-e-Shabina during the Holy month of Ramadan
• Organizing Qirat competitions on District level as well as Provincial level
• Monitoring and support of Masajid staff under the administrative control of Auqaf Department
• Arrangement of other religious events & functions organized by the Department
• Sepcial arrangements of Eid-ul-Fitr & Eid-ul-Azha prayers at Eidgah Masjid Peshawar
• Maintain close coordination with religious scholars from all sects 
• Perform any other activity relating to religious Affairs

Management Section

The Property Management Section is responsible for overseeing the administration, management, and maintenance of all properties owned, leased, or managed by the department. The role includes managing day-to-day property operations, ensuring compliance with legal and regulatory standards, handling leases, rent collection, and coordinating property maintenance.

Key role of Manager/ Assistant Manager who manages the waqf properties in their respective areas of jurisdictions:

• Identify new Waqf Properties for potential inclusion.
• Manage, looking after and control already notified Waqf Properties within the assigned ambit.
• Process documentation for the notification of Waqf Properties.
• Ensure timely and accurate notification procedures are followed.
• Oversee the removal of encroachments on Waqf properties under his/her respective areas of jurisdictions.
• Implement measures to safeguard properties against unauthorized occupation.
• Conduct audit of receipts from commercial and agricultural waqf properties under his/her area of responsibilities.
• Ensure financial transparency and compliance with regulations.
• Reconciliation of receipts with Banks of respective wards/ circles.
• Waving of surcharge amount as per authorization laid down in the Waqf Properties (Lease) Rules, 2023.
• Defend Waqf properties in various courts of law.
• Present cases on behalf of the Administrator Auqaf during property related legal proceedings.
• Coordination with Legal Counsels of Auqaf Department regarding property issues pending in various courts of law.
• Prepare reports to high ups regarding disputed properties and processing/preparation of the case for out court settlement in the best interest of waqf properties.
• Conduct auction of Waqf properties of his/her respective circle (s)/ ward (s).
• Prepare documents for property advertisements to attract potential clients in order to ensure maximum participation of aspirants so as to secure maximum economic benefits out of such waqf properties.
• Finalize and process the auction proceedings for soliciting the approval of the competent authority of the successful bidders.
• Seek and implement strategies to boost the revenue of the department.
• Supervise Auqaf Masajid operations.
• Monitor and check the performance of the Masajid staff under his/ her respective Ward (s)/ Circle (s).
• Organize religious festivals and other functions of the Department.
• Prepare briefs, summaries, and handouts for high ups if required.
• Preparation of property and revenue reports for future projection.
• Coordination with the IT Section to generate efficient and accurate reports.
• Supervise notified graveyards, ensuring proper maintenance and adherence to regulations.
• Safeguarding the graveyards from illegal occupation.

Litigation Section

The Litigation Section is responsible for managing and overseeing all legal disputes and court cases involving the department. The role includes providing legal advice, preparing legal documentation, representing the department in legal proceedings, and ensuring compliance with applicable laws and regulations. Key features of the Litigation Section are as under:

• Represent the Department in all type of litigation matters, including civil, service and administrative cases.
• Attend hearings, trials, and other legal proceedings on behalf of the Department in any Court of Law.
• Coordinate with external legal counsel if and when required.
• Manage and maintain records of ongoing cases, including filing, organizing, and tracking case documents.
• Ensure timely submission of court documents, pleadings, and other legal paperwork.
• Monitor and follow up on court proceedings, deadlines, and judgments.
• Conduct thorough legal research on applicable laws, statutes, and precedents related to the department’s cases.
• Provide legal advice and guidance to the department’s management on litigation risks and strategies.
• Draft legal opinions and memos to assist management in decision-making on legal matters.