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Departments -Human Resources Administration
Staff Department
The Staff Department is one of the most vital sections within the Personnel Affairs Secretariat, serving all categories of employees who form the backbone of operations, such as technicians, laboratory assistants, secretarial staff, and college deans. The department is responsible for handling all tasks related to employee affairs, including:
– Recruitment procedures
– Issuing annual bonuses and promotions
– Managing all types of leave (annual, unpaid, spousal accompaniment, secondment, delegation)
– Responding to employee inquiries
– Implementing and adjusting salary structures in accordance with government regulations and laws
Categories Covered by the Staff Department:
– Technicians
– Laboratory assistants
– Library assistants
– Accountants
– Clerks (male and female)
– University guards
– Storekeepers
Required Qualifications and Recruitment:
Technicians:
– Qualification: Applied diploma from technical colleges.
– Job grade upon appointment: Grade 9.
Laboratory Assistants:
– Qualification: High school certificate (scientific track) or equivalent.
– Includes technical assistants, pharmacy assistants, and nurses.
– Job grade upon appointment: Grade 14.
Library Assistants, Accountants, Clerks (Male and Female):
– Qualification:
– High school certificate → Appointment at Grade 14.
– Bachelor’s degree → Appointment at Grade 9, with the possibility of advancing to Grade 7 based on the specified tenure for employees.
University Guards:
– Qualification: High school certificate.
– Job grade upon appointment: Grade 14.
– Preference given to those with a military certificate or similar experience.
Workers’ Department and Its Role in the University
The Workers’ Department is considered the foundational pillar and primary backbone of the university, serving the vulnerable segments of skilled and unskilled workers with limited income, who act as the driving force behind university operations. The department handles all matters related to personnel affairs, starting from recruitment procedures, issuing bonuses and promotions, managing accountability boards, and overseeing various types of leave (annual, unpaid, delegation, etc.). It also responds to all inquiries received from workers.
Categories Served by the Workers’ Department
- Vehicle Drivers
- Appointed at Grade 16, then promoted to Grade 15 after 3 years, based on the time-bound system applied in higher education institutions.
- Progress through bonuses and promotions until reaching Grade 8.
- Drivers with a mechanical transport certificate are appointed at Grade 13.
- The university provides training courses to enhance their skills and efficiency.
- Laboratory and Library Attendants
- Appointed with an intermediate academic qualification (previous success certificate, completion of basic education, or secondary education).
- Granted Grade 16 and progress through bonuses every 3 years until reaching Grade 8 with good performance.
- Janitors
- Appointed at Grade 17 with the condition of basic literacy (reading and writing).
- Promoted to Grade 16 after 4 years, then to higher grades every 3 years until reaching Grade 8.
- Skilled Workers
- This category includes electricians, plumbers, mechanics, carpenters, and lathe operators.
- Appointed with a vocational training diploma at Grade 15.
- Progress to Grade 13 with good performance and continue advancing until reaching Grade 8.
- University Guards (Workers)
- Appointed with completion of general secondary education or an intermediate success certificate.
- Can also be appointed with a certificate from the armed forces or police, with service duration evaluated.
- Progress through promotions until reaching Grade 8.
- Health Workers
- Appointed at Grade 17 with the condition of basic literacy (reading and writing).
- Promoted to Grade 16 after 4 years, then to higher grades every 3 years until reaching Grade 8.
- Unskilled Workers
- Appointed at Grade 17.
- Promoted to Grade 16 after 4 years, then continue advancing until reaching Grade 8.
Role of the Workers’ Department
The Workers’ Department serves all these categories, focusing on organizing their entitlements related to personnel affairs in accordance with applicable systems and policies.
Budget Department
Role of the Budget Department in the Secretariat
The Budget Department plays a fundamental role in monitoring job functions and preparing the annual budget, ensuring it aligns with reality and adheres to approved limits without exceeding them.
Tasks of the Budget Department
Monitoring the Functional Budget
– Overseeing the preparation of the budget and any amendments made throughout the year.
– Ensuring compliance with reality and adherence to authorized limits.
Preserving Data and Documents
– Organizing and maintaining correspondence for each department, including appointments, promotions, and terminations in accordance with regulations.
– Preparing a detailed list for each college, including:
– Date of appointment.
– Date of birth.
– Date of termination and mandatory pension.
– Recording all information in Form No. (10).
Providing Technical Advice
– Offering consultation during the approval of new positions.
– Monitoring job functions in coordination with other departments of the Personnel Affairs Secretariat.
Organizing Internal Correspondence
– Maintaining all documents related to the secretariat.
– Preparing memos to facilitate the tasks of other departments, especially in recruitment processes.
Objectives of the Budget Department
– Linking all departments together, particularly in researching:
– Approved, occupied, and vacant positions.
– Cases of secondment and delegation.
– Cases of termination and absence.
– Preparing the annual budget in the most efficient manner possible.
– Developing a comprehensive database and an integrated program to manage positions and the budget with precision.
Pensions Department
The Pensions Department is regarded as the final station for every employee reaching the legal retirement age. The work in this department is characterized by a high level of sensitivity due to the psychological pressure retirees face upon receiving their service termination notice. Therefore, the department strives to alleviate this stress and convey a positive message: retirement is not the end of life, but the beginning of a new, promising phase.
Tasks of the Pensions Department
Settling Retirees’ Entitlements
- Receiving retirees’ files at the end of each year from various secretariat departments.
- Settling the entitlements of all university employees whose services end due to:
- Reaching retirement age.
- Death.
- Termination.
- Disciplinary boards or other reasons.
File Classification Procedures
- Classifying and reviewing retirees’ files with precision, ensuring all required documents are complete.
- Issuing the retiree a specific clearance form from certain university units and verifying the settlement of all entitlements.
- Preparing a pension file containing all financial correspondence and supporting documents related to the retiree.
- Delivering the file to the retiree with a designated form, enabling them to submit it to the National Pension Fund for entitlement settlement.
Coordination with the National Pension Fund
- The department maintains a close connection with the National Pension Fund – Gezira State, where each entity complements the other’s work.
- Following up on procedures for disbursing retirees’ pensions in coordination with the National Pension Fund manager to ensure timely monthly pension payments.
Handling Other Service Termination Cases
- Executing pension procedures for retirees due to:
- Death.
- Resignation.
- Termination from service.
- These cases do not significantly differ in procedure from regular retirement processes.
Future Vision of the Department
- A scanner has been introduced to electronically archive files, replacing paper-based archiving, to keep pace with digital advancements and globalization.
- The department aims to enhance operational mechanisms to ensure the speed and efficiency of pension procedures.
Legal Basis for the Department’s Work
- The department’s operations are governed by the Public Service Pensions Law – Amendment of 2004, with work conducted in accordance with its provisions to safeguard retirees’ rights.
National Service Department
Tasks of the National Service Department at the University
- Monitoring the recruitment procedures for university employees without requiring referral to the National Service.
- Completing the census of employees subject to National Service requirements.
- Scheduling employees for National Service in coordination with relevant authorities at the state and local levels.
- Tracking the implementation of National Service for enrolled employees and ensuring their return to the institution after completing their service period.
- Conducting statistics and data collection for employees, and following up on the completion of birth certificates or age verification in their files.
- Representing the university in state and local National Service meetings twice a month.
- Annually compiling data on graduates and sending it to the state National Service for them to perform their service.
Partnership Between the University and National Service
- Establishing a partnership between the National Service and the university in community programs through faculties engaged in community development, such as the Faculty of Community Development, which focuses on enhancing women’s capabilities in rural and urban areas.
- Providing students and university employees for maximum benefit, considering this as part of the National Service, to ensure that work is not disrupted due to full-time employee call-ups.
- Implementing all projects on a part-time basis for two hours during working hours.
Among the projects:
- “Call Tree” (Shajarat al-Nidaa)
Correspondence Department
This department serves as a hub for all incoming and outgoing correspondence across the university’s units, whether internal or external.
Objectives of the Department:
- Training new employees on the operations within the secretariat, enabling them to review and engage with all correspondence.
- Providing employees with a clear understanding of decision-making processes by tracking various correspondences.
- The department operates continuously and diligently, never resting, as it follows up on correspondence with its respective owners to ensure swift responses and effective communication.
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