Manager (maternity Leave Cover) Of The Department Of Documentation Support

Manager (Maternity Leave Cover) of the Department of Documentation Support

Job Description

1) Performs registration, recording, issuance, and storage of decisions of the University management on core activity, controls the execution of the decisions;

2) Maintains a list of decisions of the University management on the core activity;

3) Performs the recording of repealed decisions of the University management on core activity;

4) Controls the execution of decisions of the University management on core activities and prepares an analysis of the state of issues and the level of performance discipline on the execution of decisions of the management on core activities, informs the responsible performers and heads of structural divisions about the deadlines for the execution, prepares information to the University management on performance discipline;

5) Maintains a Table of template forms of the University decisions, monitors and controls the relevance of template forms of the University decisions, arranges the work on updating outdated template forms of decisions and develops new template forms of decisions for the University Schools;

6) Keeps a timesheet of employees of the Division;

7) Creates accounts in external electronic document management services used by the University and controls the process of unloading of electronic documents by structural divisions and Schools;

8) Accepts, checks and arranges the storage of documents of the University bodies (Managing Council, Academic Council, and Research Council);

9) Consults the University employees on working in the electronic document management system, communicates with administrators and developers of the EDMS on issues within his/her competence;

10) Participates in the formation of budget application of the Division for the corresponding financial year in accordance with the budget items of the University;

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

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).

Qualifications

Education:

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

Work experience:

Three years minimum or minimum one year 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:

- Changes and projects management skills;

- Presentation preparation and conducting skills;

- Analytical skills (uses insights from multiple sources to advise the line manager of trends and recommend policy change);

- Skills to make a forecast based on available data;

- Skills of preparing reports and analytical notes;

- Organizational skills;

- Problem-solving (problems are routine);

- Impact on policy development (interprets policy for a function and recommends improvements).

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