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ISTC Administrative Assistant

(Temporary Maternity Replacement – Service Contract)

 

1. General Description of the Position

Provides administrative and translation support on general matters to the operation of the Center and to the Executive Director.

The Administrative Assistant will act in the framework of the existing ISTC policies and procedures in accordance with the ISTC Agreement and Statute as well as with the Governing Board decisions.

2. Reporting

Administrative Assistant reports directly to the ISTC Executive Director    

3. Duties (Principle Tasks)              

Provides high-level administrative assistance and translation support to the Center and to the Executive Director in his daily management of the Center operations, in particular:

  • Coordinates ED / DED general schedule, appointments, and travel plans;
  • Types documents and prepares files for the meetings; 
  • Answers phone calls and direct incoming calls to appropriate addressee promptly and efficiently;
  • Assists Executive Director & the Center in preparing meetings with visitors to the Center and assists as necessary during these meetings, including interpretation/translation support.
  • Reviews and processes miscellaneous incoming and outgoing correspondence and documents; prepares background of these documents for Executive Director’s information and action;
  • Communicates and handles incoming and outgoing electronic communications upon request on behalf and upon request of the Executive Director (such as Executive Memoranda, etc.).
  • Assists the Executive Director in the preparation of external official visits and participates as necessary during these visits. Assists Executive Director with preparation of presentation materials;
  • Coordinates travel arrangements (such as meeting agenda, visa support, transportation,   accommodation, etc.), prepares travel vouchers and expense reports;
  • Assists in the preparation of the meetings of the ISTC Governing Board, Coordination Committee, and other events, organized by the Executive Director's Office; coordinates logistical and administrative support of these meetings; sends requests, as necessary, to appropriate ISTC Departments to ensure additional logistic support;
  • Arranges press conferences and briefings and maintains contacts with representatives of the mass media; supervises the preparation of public outreach materials, including ISTC official Website support;
  • Coordinates and supervises the course of processing requests to the ISTC Parties, including official requests to the Ministries of Foreign Affairs of the respective CIS States for ISTC staff accreditation and visa support, visa support for official ISTC Party representatives; keeps track of support, provided to organizations, involved in the joint activities with the Center. In particular, accepts visa and access requests for members of official delegations (e.g., Governing Board, Coordination Committee, Scientific Advisory Committee, auditors and scientific experts), delegated by the ISTC Parties;
  • Oversees Center-wide processes that assist in the efficient communication between the ISTC Departments, such as correspondence processing and filing of Center’s official documents. In that respect, works with the departments to ensure consistency of document registration, adherence to correspondence procedures and standards, and other items as instructed by the Executive Director;
  • Takes minutes during staff meetings and other meetings as required;
  • Provides translation of the Center’s documents/correspondence from English into Russian/Kazakh languages and vice-versa;
  • Provides oral translation from English into Russian/Kazakh languages and vice-versa during the meetings of the Center‘s personnel with visitors;
  • Supervises the English Editor and translator (external contractors);
  • Coordinates provision of office supplies (ordering & maintaining the inventory);
  • Carries out other duties and responsibilities as may be required and advised by the management.

4. Qualification Requirements

MUST HAVE:

  • Higher university education
  • 3+ years work experience
  • Excellent English language and communication skills (written and verbal).
  • Good knowledge and excellent business writing skills/style in English, Russian and Kazakh languages
  • Excellent calendar management skills, including the coordination of complex executive meetings
  • Experience scheduling travel arrangements for management level staff
  • Detail oriented dynamic, flexible and able to balance multiple priorities
  • Strong ability to hold confidential information
  • General knowledge of office management, setting up files; experience in tracking correspondence and databases
  • Good computer and typing skills; strong knowledge of MS Office, including Word, Excel, PowerPoint
  • Helpful, reliable, able to build effective collaboration with other members of the team.  
  • Experience with an international/multicultural working environment is a plus

Place of work: Nur-Sultan, Kazakhstan
Eligibility: Citizens of Republic of Kazakhstan

To apply, please send your detailed CV (in English) and a cover letter, indicating your professional interest in the job, to Gulnora Yakubova, yakubova@istc.int, before February 14, 2020.

References are preferable.


ISTC Project / Administrative Assistant

(Temporary Maternity Replacement– Service Contract)

 

Position Description

General

The Project Assistant (PA) / Administrative Assistant is co-responsible for the management of science and technology projects in ISTC in close collaboration with the ISTC Senior Project Manager(s) and with the Project Managers at CIS/Georgia research and technology institutes.

The PA / Administrative Assistant will act in the framework of the existing ISTC policies and procedures in accordance with the ISTC Agreement and Statute as well as with the Governing Board decisions.

Reporting

The PA / reports to the Executive Director and Senior Project Manager(s) (SPM) at ISTC.

Tasks

The tasks of the PA / Administrative Assistant are:

  • to provide administrative support to the Senior Project Manager(s);
  • to assist the SPM in monitoring projects without funds allotment authorities;
  • to participate in evaluation of project quarterly, annual and final reports, financial reports, quarterly grant payments, procurement requests, addendum to the projects, and other project related documentation;
  • to assist the SPM in the development and implementation, closure of projects;
  • to assist in the organization of seminars, workshops and other relevant events;
  • to coordinate meetings and travel related to project activities;
  • to provide administrative assistance to the Center and to the Executive Director; answer phone calls and direct incoming calls to appropriate addressee promptly and efficiently;
  • to assist the Center in preparing meetings with visitors to the Center and assist as necessary during these meetings, including interpretation/translation support;
  • to assist the Center in the preparation of external official visits and participate as necessary during these visits;
  • to coordinate travel arrangements (such as meeting agenda, visa support, transportation,  accommodation, etc.), prepare travel vouchers and expense reports;
  • to oversee Center-wide processes that assist in the efficient communication between the ISTC Departments, such as correspondence processing and filing of Center’s official documents;
  • to provide translation of the Center’s documents/correspondence from English into Russian/Kazakh languages and vice-versa;
  • to provide oral translation from English into Russian/Kazakh languages and vice-versa during the meetings of the Center‘s personnel with visitors;
  • to carry out other duties and responsibilities as may be required and advised by the management.

Qualifications

The PA / Administrative Assistant needs to fulfill the following qualifications requirements:

  • Higher university education;
  • 3+ years work experience
  • Preferable knowledge in Management, Economics and/or Law is recommended;
  • Good organizational skills;
  • Fluent English and knowledge of Russian are prerequisites. The knowledge of the Kazakh language is an asset;
  • Good interpersonal skills and being a team-player;
  • Relevant computer skills (Word, Excel, Power Point, other) are needed for this position.

Other requirements

Previous experience in working in international team/ organization and with project management is an asset.

The PA / Administrative Assistant needs to be able to work in an independent manner and needs to take steps at own initiative.

The PA / Administrative Assistant should be ready for background checks related to the CIS legislation governing access to research and production facilities with enhanced safety/security requirements.

The PA / Administrative Assistant must be ready to travel inside the CIS and in particular in Central Asia and occasionally in the Caucasus.

Ability and comfort in developing working relationships with relevant government officials as required by ISTC management would be considered an advantage.
Place of work: Nur-Sultan, Kazakhstan

Eligibility: Citizens of the Republic of Kazakhstan

To apply, please send your detailed CV (in English) and a cover letter, indicating your professional interest in the job, to Gulnora Yakubova, yakubova@istc.int, before February 14, 2020.

References are preferable.

 

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