Executive Assistant to the Dean of Research

Компания "University of Central Asia"

Location: Bishkek, Kyrgyz Republic

Department: Rector’s Office

Reporting to: Dean of Research

Deadline: 17 January 2025

UCA Background:

The University of Central Asia (UCA) was founded in 2000 as a private, not for profit, secular university through an International Treaty signed by the Presidents of Tajikistan, Kyrgyzstan and Kazakhstan, and His Highness the Aga Khan; ratified by their respective parliaments, and registered with the United Nations. The Presidents are the Patrons of the University and His Highness is the Chancellor. UCA’s mission is to promote the social and economic development of Central Asia, particularly its mountain communities, by offering an internationally recognised standard of higher education, and enabling the peoples of the region to preserve their rich cultural heritage as assets for the future. UCA brings with it the broader commitment and partnership of the Aga Khan Development Network. For more information: www.ucentralasia.org

Summary of Position:
The Executive Assistant (EA) to the Dean of Research (DoR) will be responsible for a wide range of significant administrative, operational, and strategy-supporting tasks. Core responsibilities include (i) providing daily calendar and meetings support; (ii) facilitating communication and interaction with senior-level UCA management personnel, academic programmes and units, and other UCA business units; (iii) supporting interaction with key stakeholders internal and external to UCA, including through translation and language support; (iv) supporting the DoR in the development of policies and processes relating to academic research; (v) accompanying the DoR on significant visits to internal (including to UCA offices) and external stakeholders.

A high attention to detail along with excellent organizational, communication, presentation and advanced reporting skills are key components of the role. S/he should be a resourceful candidate able to demonstrate flexibility, working independently in a challenging environment, and be experienced in handling sensitive information. The role holder, like the DoR, will formally be part of the UCA’s Rector’s Office and should expect to maintain close working relationships with that office. The role holder should also have an active interest in academic research and university research policy.

Main Duties and Responsibilities:
• Serve as a primary/initial contact and authoritative information source on the activities and whereabouts of the DoR;
• Ensure proper organization and follow up on meetings of the Dean (including planning, arrangement, taking minutes and filing/e-archiving);
• Draft/circulate Dean’s Memos regarding academic research and research related policies;
• Draft/Prepare documents for the DoR in relation to the UCA Research Strategy and other related activities;
• Support the DoR in preparing papers and materials for University committees including the Research Committee, the Research Ethics Committee, Academic Council, Management Executive Committee and meetings of the University Board;
• Provide key liaison with senior-level management and relevant business units;
• Monitor and track the DoR execution of tasks and delivery on mandate;
• Proof-read documents and correspondence and act as interpreter and translation when necessary;
• Provide any administrative support related to: travel arrangements, appointment of meetings, scheduling daily and long-term activities etc.
• Process all transactions for the DoR in the erp (SAP) system and provide training support for the DoR in use of SAP;
• Organize and coordinate relevant events in cooperation with SAS/GSD teams;
• Any other relevant tasks and responsibilities assigned by the DoR or as required by the UCA Rector’s Office.

Required Qualifications and Experience:
• BA/MA degree in Linguistics/General Management Studies / Business Administration or other related areas;
• Minimum 3-5 years of experience in a similar role;
• Experience working in academia/higher education institution/establishment;
• Excellent communication, interpersonal and writing skills;
• Experience of handling sensitive information, using discretion and confidentiality;
• Ability to manage multiple tasks successfully;
• Ability to work independently;
• Ability to work under pressure;
• Demonstrated ability or previous experience working in a multi-cultural environment and establishing harmonious and effective working relationships both within and outside the organization;
• Demonstrate a high level of energy, enthusiasm, initiative, motivation and commitment;
• Ability to travel occasionally within Central Asian region;
• A demonstrated interest in academic and policy related research and its relevance for Central Asia.

Skills Required:
• Strong academic and business writing skills (reports, protocols, concept papers, graphs etc);
• Advanced user of MS programmes (Word, Excel, Outlook, Power Point);
• Experience working in ERP systems (SAP) is highly desirable.

Language:
• Advanced/proficient knowledge of English and Russian;
• Knowledge of Kyrgyz or another Central Asian language would be an advantage.

How to Apply

Ready to join our team? We kindly invite you to submit your application for this position by clicking the Apply button on this page. To facilitate a smooth application process, please create an account on our website. Be assured that the account setup and application steps are straightforward.

Applications will be reviewed when received. Early applications are strongly encouraged.
Only shortlisted candidates will be contacted.

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