Specialist of the Department of Documentation Support

Company Description

Department of Documentation Support

Job Description

1. accepts and performs primary processing of incoming and unregistered correspondence on paper, maintains logs of incoming and unregistered correspondence, distributes to structural subdivisions;
2. distributes original hard copies of incoming documents according to the management resolutions and File Register to the University's structural subdivisions and organizations;
3. delivers documents to the front offices of the University management and receives documents from the front offices of the University management, distributes them to performers, makes copies of the required amount of incoming correspondence;
4. personally delivers outgoing correspondence of the University to state bodies in the city;
5. prepares outgoing correspondence for shipment by courier services, informs about the movement and delivery of outgoing correspondence, controls the timing of its delivery;
6. provides methodological assistance to structural divisions and organizations of the University on record keeping and document management;
7. conducts work on the production of seals and stamps of the University, keeps records of them and their issuance to structural subdivisions and organizations of the University, draws up acts on their inspection/destruction;
8. keeps records and issues letterheads to structural subdivisions and organizations of the University, consolidates the required number of forms, analyzes the number of forms used by structural subdivisions and organizations of the University, draws up acts for their destruction;
9. distributes the approved form of the act of acceptance-transfer of files upon dismissal of employees of structural units, and maintains control over the withdrawal of legal e-signature for closing the bypass list of the University employees;
10. compiles files and documents in accordance with the approved File register and conducts the current paperwork management of the Division;
11. submits the documents of the Division to the archive;
12. maintains time sheets for employees of the Division;
13. on behalf of the Head provides technical support for the operation of the Division;
14. checks payment invoices issued by courier services for University expenses;
15. participates in the formation, adjustment of the budget application of the Division for the corresponding financial year;
16. prepares documents on issues within the competence of the Division;
17. participates in identification, evaluation, management and monitoring of risks within the framework of supervised direction.

Qualifications

Education:

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:

One year minimum or not required with Master's degree in the relevant area

Knowledge:

1) basic 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;

4) Knowledge of English, Russian and Kazakh languages at the level required to perform job duties.

Skills and competencies:

1) analytical skills;

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

3) skills in preparing presentation materials, analytical notes for management;

4) organizational skills;

5) basic competencies in developing internal policies and rules

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

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