Description

RESPONSIBILITIES:

• To organize and keep department’s document flow (register documents, systematize all incoming and outgoing correspondence), to message necessary documents to immediate chief or specific executors according to the accepted rules. 
• To prepare necessary documents and materials for immediate chief.
• To keep records of meetings and negotiations of immediate chief.
• Communication with other departments of the company.
• Conclude contracts with contractors of the magazine (journalists, photographers, etc.)
• Control the process of making payments to the magazine's contractors
• Organize the dispatch and delivery of internal and external correspondence of the department.
• To arrange phone-calls and other meetings of immediate chief; to register all the information in the absence of immediate chief and to report to immediate chief. 
• To prepare everything for the meetings held by immediate chief (collecting of necessary materials, informing members about the time, venue and agenda)
• To compose letters, requests and other documents, prepare replies to letters by immediate chief’s orders.
• To follow up over deadline compliance of immediate chief’s orders.
• To organize reception of visitors, to assist in expediting consideration of requests from employees.
• To create all internal applications in системе BPS, KC HR, Elma, KC Pay systems according to the requests of immediate chief and department employees. To control for the timely processing of applications. 
• To create receipts for all internal applications in ERP system. 
• To pass on time all necessary documents to financial department (PJF, CJF, invoices, acceptance acts and etc.) To control the timely submission of expense reports by department employees.
• To organise duty trips of immediate chief and, if necessary, department’s employees (booking tickets, hotels, visas, transfers and preparation of all necessary documents for duty trips).
• To submit a package of documents to internal security unit for updating and obtaining passes to the territory of the airport for the employees of the department.
• To carry out oral and written translations by immediate chief’s order.
• To organize and control the process of reviewing and signing standard contracts by immediate chief’s order. 
• To prepare and pass timely necessary documents to other departments.
• To follow the established procedures of file register and terms in case of submitting documents to the corporate archive.
• To maintain monthly timesheets of all employees of the department and pass timely to human resource and administration department with deadline compliance.
• To consolidate all the necessary information for the department’s budget.
• To arrange provision of stationary, consumables and other goods and materials necessary for the work of immediate chief and department employees. 
• To perform other duties in the profile and specifics of the department's activities.
• To support in Academy projects as required

 REQIIREMENTS:

• Bachelor degree in journalism, PR, marketing, jurisprudence
• Fluent Russian and English, Kazakh 
• Good PC user (MS Excel, MS Word, MS Power Point, Outlook)
• Multitasking, diligence, attentiveness, accuracy, responsibility, ability to work in stressful situations and to work in the team
• Able to take initiative
• Ability to learn quickly