Specialist of the Department of Documentation Support

Department of Documentation Support

1) accepts and performs primary processing of incoming correspondence, maintains a register of incoming correspondence, distributes it to structural divisions;

2) 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;

3) personally delivers outgoing correspondence of the University to state bodies in the city;

4) prepares outgoing correspondence for shipment by courier services, informs about the movement and delivery of outgoing correspondence, controls the timing of its delivery;

5) keeps recording and issues letterheads to structural divisions and organizations of the University, draws up acts for their destruction;

6) compiles files and documents in accordance with the approved File register and conducts the current paperwork management of the Division;

7) provides technical support for the operation of the Division;

8) checks payment invoices issued by courier services for University expenses;

9) submits the documents of the Division to the archive;

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

11) participates in the formation, adjustment of the budget application of the Division for the corresponding financial year;

12) prepares documents on issues within the competence of the Division;

13) participates in identification, evaluation, management and monitoring of risks within the framework of supervised direction;

14) performs functions (serve in place) of employees of the Division during their temporary absence (for up to one month);

15) timely and properly executes the tasks of the Line manager and the University management;

16) observes the requirements of the legislation of the Republic of Kazakhstan and the internal documents of the University;

17) is responsible for exercising the labor and performance discipline;

18) is responsible for ensuring the integrity of official documents, and prevention of the disclosure or leakage of confidential and official information, as well as information of restricted access in accordance with the legislation, Charter and internal documents of the Employer;

19) in case of dismissal, is responsible for timely transfer of all paper documentation, digital information, inventory to another employee as instructed by the line manager (to be certified by the act of acceptance-transfer).

Education: 

Not less than a  Bachelor's/Specialist's degree

Work experience: 

One-year minimum or no working experience with master`s degree in the relevant area 

Knowledge: 

- knowledge of the legislation of the Republic of Kazakhstan in the field of document management;

- knowledge of working with electronic document management;

- knowledge of Microsoft Office, Fine Reader, Acrobat, Power Point, Visio programs;

- fluency in English, Russian and Kazakh languages

Skills: 

- problem-solving (problems are routine)

 

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