Assistant to the Vice President (maternity leave cover)

1) Responsibility for providing organizational support for Vice Presidents activities (maintenance of work schedule organization of meetings and sessions planning and distribution of workflow etc.);

2) Receiving and redistributing incoming telephone calls;

3) Prioritizing work and allocating work time effectively;

4) Control over the accounting and storage condition and safety of Vice Presidents documents before transferring them to the University archive for storage;

5) Transfer of files according to the File Register of Vice President for storage in the archive;

6) Annual drafting of the File Register of Vice President;

7) Control and maintenance of electronic document management systems of Vice-President ensuring the review of documents of Vice-President; 

8) Checking the documentation (electronic and paper) submitted for signature or for decision making to Vice President for its proper implementation and compliance of its content with the internal regulations of the University;

9) Planning and organization of business trips of Vice-President;

10) Preparation of meetings of committees and working groups chaired by Vice President;

11) Drafting memos outgoing letters decisions and other documents on behalf of Vice President;

12) Building communications between Vice President and structural units of the University including Schools and private entities;

13) Collecting and providing Vice President with all necessary information upon request.

14) Translation of documents into English from state bodies;

15) Performing oral and written translations from English;

16) Accompanying Vice President to meetings and other events;

17) Creation of working groups on various business processes on behalf of Vice President participation in working groups if necessary;

18) Maintaining minutes of the meeting conferences with the participation of Vice President if necessary preparation of the list of participants agenda attendance sheets and draft final documents;

19) Organization of meetings and programmes of events for local and foreign partners;

20) Coordination of certain issues with the employees of structural subdivisions on behalf of Vice President informing them about the instructions and orders of Vice President;

21) Regular professional development;

22) Duly fulfilment of the instructions and assignments of Vice-President;

23) Co-operation with state bodies on issues within the competence of Vice President;

24) Collecting materials and information required by Vice President preparation of analytical information;

25) Participation in the processes of identification assessment management monitoring of risks within the supervised area;

26) Fulfilment of the tasks of the immediate supervisor and the University management in a timely and proper manner;

27) Compliance with the requirements of the legislation of the Republic of Kazakhstan and internal documents of the University;

28) Observance of labor and service discipline;

29) Responsibility for ensuring the integrity of official documents and preventing the disclosure or leakage of confidential and business information and restricted access information in accordance with the law the Charter and internal documents of the Employer;  

30) In case of dismissal responsibility for the timely transfer of all paper documentation digital information inventory to another employee as instructed by the immediate supervisor (according to the acceptance certificate).

Qualifications :

Higher professional education preferably in higher education institutions with English as a language of instruction

Priority areas of specialization:

- Administration or related field

- Finance

- Public policy

At least 3 years of professional experience in educational organizations and/or international teams

Additional Information :

Written and oral communication skills

Presentation skills

Negotiation skills

Knowledge of MS Office Excel PowerPoint

Fluency in English Kazakh and Russian

Ability to analyze and systematize information and materials

Ability to function effectively under tight deadlines

Ability to work both individually and in a team

Project presentation skills

Effective time management and planning skills

Commitment to the goals and values of the University

Critical thinking

Effective relationship building

Communication skills

Teamwork

Responsibility

Developed leadership skills

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

Remote Work :

No

Employment Type :

Full-time