Senior manager of Department of documentation support

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Job title

Senior manager of Department of documentation support

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Key and functional tasks of the department

1.      to improve the forms and methods of work with documents in the University;

1.       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;

2.      reduction of document flow volume in the University;

3.      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

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Key and functional tasks of the position

1)                 participation in drafting internal regulations (bylaws, rules, instructions) governing activities of the University in documenting, document management, and coordination of these documents in the prescribed manner;

2)   registration, listing, issuance and storage of decisions on the main activity of the University, preparation of the necessary list of these decisions, control over performance of assignments given in the decisions;

3)   organization of work related to approval of the Nomenclature of the documentations of the University in the prescribed manner;

4)   preparation and adjustment of a budget;

5)   preparation of draft decisions of the university management on matters within the competence of the Department;

6)   preparation of materials for development of reports and plans on activities of the University on matters within the competence of the Department;

7)   participation in training of records managers of structural divisions and organizations of the University;

8)   development of requirements’ specification of business process  automatization as well as amendments and additions to software of the electronic document management system;

9)   providing methodological assistance on records management to structural divisions and organizations of the University, checks of records management in structural divisions and organizations of the University

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Business trips

None

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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

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Computer skills

to be able to work with the programs Microsoft Office, Fine Reader, Acrobat, PowerPoint and also experience with electronic document management system

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Desired professional experience (duration, sphere, and other details)

– at least 5 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 7 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.

At least 4 (four) years of experience in documentation support, archiving is desired

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Professional knowledge and personal qualities

1)            knowledge of the legislation in the field of documentation and records management

2)            analytical skills

3)            skills of preparation of reports and analytical notes

4)            organizational skills

5)            commitment to values and goals of the University;

6)            interpersonal skills;

7)            stress resistance;

8)            discipline;

9)             sense of responsibility;

10)        teamwork skills

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Proficiency in languages, including state language                        

Kazakh and English languages proficiency adequate for performance of duties

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Final date of CV submission

Before selection of required candidates