Administrative Executive – University Operations

Company: University of Gezira
Location: Wad Madani, Sudan
Job Type: Full-Time
Department: Administration & Institutional Support Services
Experience Required: 3–5 Years
Education: Diploma in Business Administration, Public Administration, Management, Office Administration, or a related field
Salary: SDG 900,000 – SDG 1,000,000 per month (depending on qualifications, experience, and institutional policies)
Industry: Higher Education, University Administration, Academic Services

Administrative Executive – University Operations

Job Overview

The University of Gezira is seeking a highly organized and professional Administrative Executive to support university operations, coordinate administrative activities, maintain institutional records, and ensure efficient office management. The successful candidate will work closely with academic departments, faculty members, administrative staff, and university leadership to facilitate smooth day-to-day operations.

This role is ideal for professionals with experience in Administrative Management, Office Administration, and Operations Coordination within educational institutions, government agencies, or corporate environments.

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Key Responsibilities

• Coordinate daily administrative and office operations.
• Manage correspondence, documentation, and institutional records.
• Support scheduling of meetings, academic events, and administrative activities.
• Prepare reports, presentations, and official communications.
• Maintain filing systems and document management processes.
• Coordinate travel arrangements and logistical support when required.
• Assist with procurement and office resource management.
• Support departmental budgeting and expenditure tracking.
• Facilitate communication between departments and stakeholders.
• Ensure compliance with university policies and procedures.
• Handle inquiries from students, staff, and external stakeholders.
• Support data entry, reporting, and administrative recordkeeping.
• Organize workshops, conferences, and institutional events.
• Monitor office supplies and administrative resources.
• Contribute to process improvement initiatives.

Core Duties

Administrative Operations

• Manage Administrative Management activities.
• Support efficient office workflows.
• Maintain accurate records and documentation.
• Ensure operational effectiveness across departments.

Office Administration

• Oversee Office Administration processes.
• Coordinate correspondence and scheduling.
• Support executive and departmental functions.
• Manage administrative resources efficiently.

Records and Documentation

• Maintain Document Management systems.
• Ensure secure recordkeeping practices.
• Support compliance and audit requirements.
• Prepare official reports and documentation.

Institutional Coordination

• Strengthen Operations Coordination across departments.
• Facilitate stakeholder communication.
• Support academic and administrative initiatives.
• Promote efficient institutional operations.

Required Skills

The ideal candidate should demonstrate proficiency in:

• Administrative Management
• Office Administration
• Operations Coordination
• Document Management
• Records Management
• Executive Support
• Data Entry
• Scheduling
• Communication Skills
• Report Writing
• Microsoft Office
• Customer Service
• Organizational Skills
• Time Management
• Stakeholder Management
• Problem Solving
• Budget Monitoring
• Event Coordination
• Process Improvement
• Team Collaboration

Education Requirements

• Diploma in Business Administration, Public Administration, Office Management, Management Studies, Human Resources, or a related field.
• Additional administrative or office management certifications will be advantageous.
• Computer literacy and proficiency in office software are essential.

Experience Requirements

• Minimum 3–5 years of experience in administration, office management, executive support, or institutional operations.
• Experience within higher education, government, or corporate environments is preferred.
• Demonstrated ability to manage multiple administrative responsibilities effectively.
• Experience handling confidential information and institutional records.

Preferred Qualifications

Candidates possessing any of the following will have an added advantage:

• Higher education administration experience.
• Event planning and coordination expertise.
• Records and archives management knowledge.
• Procurement and logistics coordination experience.
• Financial administration exposure.
• Advanced Microsoft Office proficiency.

Training and Development

The University of Gezira supports professional development through:

• Administrative leadership workshops.
• Office management and productivity training.
• Communication and stakeholder engagement programs.
• Records management certification opportunities.
• Digital administration and technology training.
• Professional development seminars.
• Career advancement and mentorship initiatives.
• Continuous learning and institutional development programs.

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Salary and Benefits

Compensation Package

• Monthly salary ranging from SDG 900,000 – SDG 1,000,000.
• Annual performance reviews.
• Institutional allowances where applicable.
• Professional development support.

Employee Benefits

• Paid annual leave.
• Training and certification opportunities.
• Career progression pathways.
• Employee wellness initiatives.
• Academic and professional networking opportunities.
• Supportive working environment.
• Access to institutional learning resources.

Working Environment

The Administrative Executive will work within a dynamic university environment supporting academic excellence, institutional effectiveness, and administrative efficiency. The role involves collaboration with faculty members, administrative personnel, students, government agencies, and external stakeholders to ensure smooth operational performance.

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Application Process

Interested candidates should submit:

• Updated Curriculum Vitae (CV).
• Copies of academic qualifications.
• Professional certificates and training records.
• Employment references.
• Cover letter highlighting relevant administrative experience.

Shortlisted candidates may be invited to participate in administrative competency assessments, interviews, document management evaluations, and reference verification processes.

Equal Opportunity Employer

The University of Gezira is committed to equal employment opportunities and fostering an inclusive workplace. Applications from qualified candidates of all backgrounds are encouraged and will be evaluated based on qualifications, experience, professional competencies, and organizational fit.

Join the University of Gezira and contribute to excellence in higher education through administrative management, office administration, operations coordination, records management, stakeholder engagement, institutional support, and effective university operations.