Job Description
The Administrative manager performs the following duties and responsibilities:
1) participate in planning and development of the annual budget of the equipment, consumables, business trips, science publications and other expenses related for the activities of the Institute of Smart Systems and Artificial Intelligence;
2) documents preparation required for equipment, consumables, business trips, science publications and other expenses related for the activities of the Institute;
3) work closely with University’s structural divisions related to the activities of the Institute;
4) assisting to the Head in monitoring the supply of equipment and supplies for the activities of the Institute;
5) provide consultancy and information support to the staff of the Institute regarding procurement, budgeting and other issues within his/her competencies;
6) execution of materials for the development of contracts, monitoring of the deadlines for the performance of contractual obligations entered into with external counterparties and research assistants;
7) participate in the development and implementation of the Institute’s operational plan (if necessary);
8) participate in the preparation of financial statements for internal and external audit (if necessary);
9) interaction with structural divisions of the University in submission of reports and data when the need arises;
10) control over the accounting and storage, condition and safety of the documents of the Institute until they are deposited in the University archive;
11) transfer of documents according to the approved nomenclature of the Institute for the storage to the Archive;
12) to develop an annual draft File Register of the Institute;
13) to maintain document management of the Institute;
14) to issue, keep, and store blanks of the University to be protected in the unit;
15) participation in the identification, evaluation, management, and monitoring of risks within the framework of supervised direction;
16) temporary performs the duties (replaces) of the Coordinator during his/her temporary absence;
17) timely and properly executes the tasks of the line manager and the University`s management;
18) observes the requirements of the legislation of the Republic of Kazakhstan and the Employer`s internal documents;
19) is responsible for exercising the labor and performance discipline; is responsible for ensuring the integrity of official documents, and prevention of the disclosure or leakage of confidential and business information, as well as information of restricted access in accordance with the legislation, Charter and internal documents of the Employer;
20) in case of dismissal, is responsible for the timely transfer of all paper documentation, digital information, and inventory to another employee as instructed by the line manager (to be certified by the act of acceptance-transfer.
Requirements:
Education: higher professional, preferable from the higher education institutions with English language of instruction;
Master’s (preferred) degree in Management, Finance, Public Policy, or equivalent.
Priority specializations:
– economics;
– finance;
– procurement;
– business-management.
At least 1 year of the relevant work experience.
Knowledge of MS Office, Excel, PowerPoint, fluency in English, Kazakh, Russian.
Skills:
– budgeting skills;
– high analytical and organizational skills;
– developed leadership skills;
– high writing and speaking skills (Russian, English, Kazakh languages);
– skills of translation of documentation into English and record keeping in English.
