Job Description

1) develops and updates internal regulations (Rules, Procedures, Bylaws, Instructions, etc.) regulating the activities of the University in the field of documentation, documentation management, carries out their agreement in accordance with the established procedure;

2) administers the Repository of internal regulations of the University;

3) maintains and updates the List of internal regulations of the University;

4) keeps recording of repealed internal regulations of the University;

5) prepares and implements the information work plan related to the System of internal regulations and provides training related to the System of Internal Regulations;

6) coordinates the work on current issues of functioning and on improving and updating the function of the Repository of internal regulations of the University;

7) administers the process of endorsement and approval of internal regulations in the electronic document management system;

8) conducts work with the Table of the University's document templates;

9) coordinates work with developers (Information services) of the electronic document management system on current issues of the system functioning;

10) participates in monitoring the organization of documentation and records management in the structural divisions/organizations of the University;

11) prepares draft decisions of the University management and other documents on issues within the competence of the Division;

12) provides methodological assistance to structural divisions, organizations of the University on record keeping;

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

14) upon the instruction of the Line Manager, 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);

20) timely and properly executes the tasks of the Line Manager and the University management;

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

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

23) 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;

24) 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

Five years minimum or minimum three years with master`s degree in the relevant area

Knowledge

- knowledge of legislation in the field of documentation management and record keeping;

- knowledge of the principles of electronic document management systems;

- knowledge of the principles of working with internal regulations;

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

- fluency in English, Russian and Kazakh languages

Skills

- experience in preparing reports and analytical notes;

- organizational skills;

- changes and project management skills;

- presentation preparation and conducting skills;

- impact on policy development (refines policy for a function or area of work);

- problem-solving (professional judgement);

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

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.