Consultant of the Documentation Office

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1

Position

Consultant of the Documentation Office 

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Main and functional tasks of the office

To support the work of Private Institution “Nazarbayev University Research and Innovation System” (hereafter – Institution) in the field of paperwork management, systematization, record keeping.  

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Crucial and functional tasks of the position

·        To carry out timely and unfiling document flow between structural units of the Institutions and the Autonomous Educational Organization “Nazarbayev University” (hereinafter – the University) in strict adherence to the applicable requirements for the forms and terms of documents submission and reporting;

·        To carry out reception, initial processing, preliminary consideration, registration and incoming Institution correspondence distribution;

·        To accept incoming correspondence for consideration by the head, to turn over in accordance with the taken decision to structural divisions or to a specific target for use during work or preparing answers;

·        To accept documents and personal applications for the signature of the head;

·        To carry out processing, registration and dispatch of the outgoing correspondence of the Institution, control over the operative delivery by the courier companies of the outgoing correspondence of the Institution;

·        To carry out the transfer of business correspondence of the Institution to the state bodies and organizations of Astana;

·        To exercise control over punctual and competent performance of documents and instructions of Institution Head within defined timeframes;

·        To perform work in management of the state language in the paperwork of the Institution;

·        To exercise control over the correctness of drawing up of documents and the formation of cases in the structural divisions of the Institution;

·        To provide methodological and practical assistance to the staff of the Institution in matters of archiving and documentation;

·        To form cases in accordance with the approved nomenclature, to ensure their safety and deliver them to the archive within defined timeframes;

·         To answer the phone, fixe and transmit the sensitive information to the Head;

·         To perform other functions within own competence.

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Business trips

Possible

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Education

University degree, at least one year of professional experience, experience in the field of paperwork.

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Desirable and professional experience (duration, field, sphere of activity, etc.)

·        Knowledge of the basic principles of document management;

·        Excellent professional communication skills;

·        Time management skills;

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Professional knowledge and personal characteristics

Marginal commitment to quality. Discipline and undistracted attention. Good communicative skills and team spirit. Excellent knowledge of business ethics. Learning capability.

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Level of languages proficiency, including state language,

(to be specified)

Fluency in English, Russian and Kazakh.

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Computer skills (programs, level of proficiency) 

·        Microsoft Office, Microsoft Project.

·        Experience with e-mail and creation of documents, processing, etc.

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Deadline of CV submission

Before selection of candidates, correspond to aforementioned requirements.