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.
• 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 ERP system 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.
• [SC1] 
• 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
• Not needed due to new structure but replace with.  To liaise with Transport Division on chief requirements for travel to and from workplace and meetings.

 REQIIREMENTS:

• Bachelor degree
• 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