Manager of the Department of Documentation Support

Department of Documentation Support

1) translates incoming correspondence (from external counter parties) addressed to the President of the University into English;

2) co-administers the Repository (uploads documents, publishes, changes the status and access levels) of internal regulations of the University;

3) participates in the maintenance and updating of the List of internal regulations of the University;

4) participates in keeping records of repealed internal regulations of the University;

5) participates in the layout checking of the internal regulatory documents of the University;

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

7) consults University employees on work in the electronic document management system and Repository, interacts with system administrators and developers on issues within its competence;

8) forms a budget application (forms, stationery, subscription to periodicals, image products, seals and stamps) of the Division for the corresponding financial year in accordance with the budget items of the University administered by the Division;

9) administers the internal Web page of the Division (uploads, edits, publishes checklists, guides, manuals, and other relevant materials in the field of document management);

10) provides administrative support to the Head of the Division within the framework of personnel search and recruitment (monitoring of vacancies, placement of advertisements, search for candidates, organization of pre-interviews, coordination of interviews with HR);

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

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

Education requirements:

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 requirements:

Three years minimum or minimum one year with master`s degree in the relevant area.

Knowledge required to perform the duties of the job:

1) 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.

Professional skills and competencies:

1) change and project management skills;

2) presentation preparation and conducting skills;

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

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

5) experience in preparing reports and analytical notes;

6) organizational skills;

7) problem-solving (professional judgement);

8) competencies in developing internal policies and regulations (clarifies policies and regulations and makes recommendations for improvement).

Language requirements:

Fluency in English, Russian and Kazakh languages.

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.

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