Assistant to the Executive Vice President

Описание

General Provisions

• The Assistant to the Executive Vice President (hereinafter referred to as the Assistant) is appointed in accordance with the labor legislation of the Republic of Kazakhstan, the Charter, and internal documents of the Employer.

• The Assistant must have 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,” “Nazarbayev Fund,” as well as other legislative and regulatory legal acts of the Republic of Kazakhstan relevant to the position held.

• In their work, the Assistant shall be guided by the legislation of the Republic of Kazakhstan, the Charter and internal documents of the Employer, decisions of the management, the Regulations on the Department of Accounting and Financial Reporting (hereinafter referred to as the Department), and this job description.

• The Assistant reports directly to the Executive Vice President (hereinafter EVP).

Job Duties and Responsibilities

The Assistant performs the following duties:

1. Provide organizational support to the EVP (manage calendar, organize meetings, plan and coordinate work processes, etc.);

2. Receive and redirect incoming phone calls;

3. Determine priorities and sequence of tasks, manage time efficiently;

4. Monitor documentation control and storage, ensure proper condition and safety of EVP’s documents until they are archived;

5. Transfer documents to the archive according to the EVP’s file index;

6. Annually draft the EVP’s file index;

7. Control and manage electronic document systems of the EVP, ensure proper review of documentation;

8. Check documents (both electronic and paper) submitted for EVP’s signature or decision-making for correct formatting and compliance with internal regulations;

9. Plan and organize business trips for the EVP;

10. Prepare committee and working group meetings chaired by the EVP;

11. Draft memos, outgoing letters, decisions, and other documents on behalf of the EVP;

12. Facilitate communication between the EVP and university departments, including schools and private institutions;

13. Collect and provide the EVP with all requested information;

14. Translate documents from government bodies into English;

15. Perform oral and written translations from English;

16. Accompany the EVP at meetings and other events;

17. Upon request of the EVP, create and participate in working groups for various business processes;

18. Take minutes during meetings with the EVP when necessary, prepare participant lists, agendas, attendance sheets, and draft final documents;

19. Organize visits and programs for local and international partners;

20. Coordinate specific issues with department staff and relay EVP's directives when requested;

21. Regularly participate in professional development;

22. Properly carry out assignments from the EVP;

23. Interact with government bodies on matters within the EVP’s scope when instructed;

24. Gather materials and prepare analytical information as needed by the EVP;

25. Participate in the processes of identifying, assessing, managing, and monitoring risks in the relevant area;

26. Timely and properly fulfill tasks from the immediate supervisor and University management;

27. Comply with the legislation of the Republic of Kazakhstan and internal documents of the University;

28. Ensure adherence to labor and service discipline;

29. Ensure integrity of official documents and prevent disclosure or leakage of confidential and business information or information with restricted access, in accordance with legislation, the Charter, and internal documents of the Employer;

30. In the event of dismissal, ensure timely transfer of all paper documentation, digital information, and inventory to another employee as directed by the immediate supervisor (with a handover report).

Education:

• Higher professional education, preferably from higher education institutions where instruction is in English.

Preferred Fields of Study:

• Administration or related field

• Finance

• Public Policy

Work Experience:

• Preferably at least 3 years of professional experience in educational organizations and/or international teams

Knowledge and Skills:

• Strong written and oral communication skills

• Presentation and negotiation skills

• Proficiency in MS Office, Excel, and PowerPoint

• Fluency in English, Kazakh, and Russian

Competencies:

• Ability to analyze and systematize information and materials

• Ability to perform effectively under tight deadlines

• Ability to work independently and in a team

• Project presentation skills

• Effective time management and planning skills

Other Requirements:

• Commitment to the University’s goals and values

• Critical thinking

• Building effective relationships

• Communication skills

• Teamwork

• Responsibility

• Strong leadership qualities

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