Manager of the Department of Documentation Support

Job Description

1) registers the incoming correspondence in the electronic document management system, puts them under control, distributes incoming documents according to the resolutions of the management to the structural divisions and organizations of the University;

2) carries out reception, primary processing, preliminary inspection, registration and submits the incoming correspondence marked “For official use” to the management for consideration;

3) informs about the flow of incoming correspondence;

4) accepts documents sent by e-mail and fax;

5) controls the timely execution of incoming documents, regulates the course of their execution;

6) analyzes the state of issues and the level of performance discipline on the execution of incoming documents, regularly informs responsible performers and heads of structural divisions about the deadlines for the execution of documents, prepares information for the University management about the performance discipline;

7) prepares reports and summary analysis on the volume of document flow at the University;

8) forms a consolidated File register of the administrative units of the University for the corresponding clerical year, prepares relevant extracts, makes amendments and additions to the File register of the University based on the submitted proposals of the structural divisions of the University;

9) provides methodological assistance to structural divisions and organizations of the University on record keeping and document management;

10) consults the University employees on working in the electronic document management system, communicates with administrators and developers of the EDMS on issues within his/her competence;

11) participates in the formation of budget application of the Division for the corresponding financial year in accordance with the budget items of the University;

12) prepares documents on issues within the competence of the Division;

13) coordinates the processes of risk identification, assessment (analysis), management and monitoring at the level of supervised areas of the Division.

Qualifications

Education:

1) Higher education (preferably in the field of document and archival science, philology and linguistics or similar fields);

2) Bachelor's / Specialist's degree

3) Master's degree and professional certificates are recommended.

Work experience:

Three years minimum or minimum one year with master`s degree in the relevant area.

Knowledge:

1) knowledge of working with electronic document management;

2) knowledge of Microsoft Office (Word, Excel, Power Point, Visio), Fine Reader, Adobe Acrobat programs;

3) knowledge of the Constitution of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan “On the Status of Nazarbayev University, Nazarbayev Intellectual Schools, and Nazarbayev Fund”, as well as other legislative and regulatory acts of the Republic of Kazakhstan in the field of document management.

Professional skills and competencies:

1) changes and projects management skills;

2) presentation preparation and conducting skills;

3) analytical skills (uses insights from multiple sources to advise the line manager of trends and recommend policy change);

4) ability to make a forecast based on available data;

5) skills of preparing reports and analytical notes;

6) organizational skills;

7) problem-solving (problems are routine);

8) competencies in developing internal policies and regulations (clarifies policies and regulations and makes recommendations for improvement).

Fluency in Kazakh, Russian and English languages

Recruitment and selection process
Recruitment and selection at Nazarbayev University include the following process: preliminary selection based on experience and qualifications, assessments (e.g. technical skills/capabilities, aptitude, personality, work samples, in-basket exercises, and informal interviews), and motivation.

Formal interviews form the final stage of the selection process.
They are typically based on organizational values and behaviors and conducted in English.
You are encouraged to share your views and values to identify how they fit into Nazarbayev University core values