Мanager, Department of Documentation Support

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Position name

Мanager

Key and functional tasks of the function

–     To improve the forms and methods of work with documents in the University;

–      Providing a unified procedure for documenting, organizing paperwork, creation and maintenance of information retrieval systems, monitoring the execution of documents and preparation of documents for transfer to the University archives;

–     Reduction of document flow volume in the University;

–     Development and implementation of new processes for working with documents and information based on the use of funds and organizational computing, including the ordering of documents and information indicators

Key and functional tasks of the position

–     Receiving the appeals (applications) from individuals and legal entities, their registration, accounting and storage;

–     Analyzing the state of files and the level of performance discipline on appeals (applications) from individuals and legal entities, systematic informing of in-charge employees and heads of structural units of the document performance deadline, preparing information for the University management about the performance discipline on this type of documents;

–     Controlling the execution of incoming documents within the established deadlines, regulating the implementation progress;

–     Analyzing the state of files, the level of performance discipline on incoming documents, systematic informing of in-charge employees and heads of structural units of the document performance deadline, preparing information for the University management about the performance discipline;

–     Controlling the execution of protocol decisios (orders) developed by the Department, informing the University management of its execution (if required);

–     Collecting the information about the implementation of some KPI of general directors of the University private entities;

–     Keeping accounting, registration and issuance of memorandums;

–     Consulting the University employees on work in the electronic document management system on issues within his/her competence;

–     Participating in training of document managers of structural units and organizations of the University;

–     Providing methodological assistance to structural units, organizations of the University on document keeping, carrying out the audit of document management therein;

–     Providing proposals on planning of training, professional development, and the holiday schedule for the Department employees;

–     Participating in the identification, assessment, management and monitoring of risks within the supervised direction of the Department

Education

Higher education, preferably higher education institutions with English as a language of instruction.

–     Preferred majors: document science (if a degree is not in document science, a candidate must have certificates in advanced training in documenting); law; other humanities

Required professional experience 

at least 2 years of relevant professional experience in areas corresponding to functional areas of the specific position if a candidate holds a Master’s  degree; or

– at least 4 years of relevant professional experience in areas corresponding to functional areas of the specific position if a candidate holds a Bachelor’s or Specialist degree;

– or at least 3 years of work experience at Nazarbayev University, in the fields that correspond with functional areas of the specified position

Professional competence and personal qualities

–     Knowledge of the legislation in the field of documentation and records management

–     Analytical skills

–     Skills of preparation of reports and analytical notes

–     Organizational skills

–     Commitment to values and goals of the University;

–     Interpersonal skills;

–     Stress resistance;

–     Discipline;

–     Sense of responsibility;

–     Teamwork

Proficiency in languages

Kazakh, Russian, English languages proficiency adequate for performance of duties.

Computer Literacy

A highly trained PC user (Microsoft Office, Fine Reader, Acrobat, PowerPoint and document management system)

Deadline for CV

Until position is filled.