Manager of the Department of Documentation Support

Job Description

accepts outgoing correspondence of the University and registers it, keeps recording and ensures storage;

monitors the correctness of outgoing letters in the electronic document management system;

accepts outgoing correspondence marked “For official use” and registers it and keeps recording;

accepts appeals (applications) of individuals and legal entities, registers them, keeps recording and ensures storage;

controls the timely execution of appeals (applications) of individuals and legal entities and regulates the course of their execution;

analyzes the state of issues and the level of performance discipline on the execution of appeals (applications) of individuals and legal entities, 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;

prepares information for consideration by the University management on the execution of certain documents of the University, the summary of which is conducted by the Division;

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

interacts with courier services (feedback, control over the fulfillment of contractual obligations, control over the expenditure of funds on acts of work performed and reconciliation acts);

arranges the work on the production of the University letterheads;

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;

conducts the formation of schedules and organization of work on trainings conducted by the Division, and interacts with structural divisions / Schools on the issues of conducting trainings;

prepares documents on issues within the competence of the Division;

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

participates in identification, evaluation, management and monitoring of risks within the framework of supervised directionю

Qualifications

Education requirements:

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

2) Bachelor’s/Specialist’s degree

3) Master's degree and professional certificates are recommended

Work experience requirements:

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

Knowledge required to perform the duties of the job:

1) knowledge of the principles of electronic document management systems;

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) change and project 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) experience in preparing reports and analytical notes;

6) organizational skills;

7) problem-solving (professional judgement);

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

Language requirements:

Fluency in English, Russian and Kazakh languages

Additional information

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.