Administrative and logistic support

The administrative and logistics support provided by the UNDP country office in Kazakhstan includes: airport pick-up, customs clearance of shipments, organization of events, rent of UNDP conference rooms, transportation services (UN vehicle or freelance) and organization of meetings. The focal point for these services (besides the last one) is the UNDP Administrative Associate, Ms. Svetlana Shadevskaya (svetlana.shadevskaya@undp.org).

Airport Pick-up

Exact information about arrival and departure time should be provided to the focal point well in advance.

Custom Clearance of Shipments

Information about shipments should include:
• contact details of the end-user
• copies of waybill and other shipment documents
• Agency Service Request to cover broker services and UNDP service charge

When shipping to Ministries/Astana the following address/contacts should be used:

UN Common Premise Astana
Astana,
26 Bukei Khan Ave.,
010000, Kazakhstan,
Tel. +7 7172 592550
Fax. +7 7172 592540
registry.kz.astana@undp.org

When shipping to Almaty the following address should be used:

UN Common Premise Almaty
Almaty,
67, Tole Bi Street,
050000, Kazakhstan,
Tel. +7 727 2582643; 2582442
Fax. +7 727 2582645
registry.kz@undp.org

When the UNDP office in Astana or the UNDP Liaison office in Almaty is notified of a shipment, it is the responsibility of the office to immediately notify the customs broker and the end-user. All the subsequent procedures related to customs clearance are handled by the customs broker; UNDP office staff may assist by signing and stamping the documents prepared by the customs broker. To avoid delays, the customs broker shall receive all the necessary documents, information and if necessary, clarification, on time. The UNDP office in Kazakhstan can not bear any costs related to the clearance of the shipment, such as storage costs due to delays in the clearance process. In order to avoid such delays it is very important to provide complete documentation related to shipment in advance.

Organization of Events

The UN agency should communicate to the UNDP Administrative Associate the request for service, indicating clearly what type of support is required (organization of coffee-breaks, arranging translation services, etc). If the UNDP staff is required to provide services that are not included in the UPL, the UNDP country office will charge based on the real staff cost.

If the requesting agency wants to organize a larger meeting/conference and the UNDP country office does not have enough manpower to support such an event, the UNDP office may assist with hiring local personnel.

Rent of UNDP Conference Rooms

To make a reservation of the conference rooms available in UN Common Premises in Astana and Almaty, please write to Ms. Svetlana Shadevskaya (for Astana) (svetlana.shadevskaya@undp.org) or Ms Irina Kolykhalova (in Almaty) (irina.kolykhalova@undp.org), indicating the date, time, equipment required, number of participants, quantity of coffee breaks and other details.

Transportation Services (UN vehicle or freelance cars)

Please provide in your Agency Service Request the details including date and time when you need a vehicle, the route, and the number of passengers. Please also indicate if you require a UN vehicle or a freelance driver. The Administrative Associate will provide information about fees of freelance drivers.

Organization of Meetings

If your agency plans a mission to Kazakhstan and requires UNDP office support for the organization of meetings, please contact the focal point – Ms. Leila Akhmetova, UN Coordination Assistant (leila.akhmetova@undp.org). Please kindly provide name and contact details of the person you would like to arrange meeting with. If the person you intended to meet is not available please provide a back-up option for a meeting.

If meetings need to be organized with Government officials, the first step required is that the agency prepares and sends a letter either in Russian, or with a Russian translation (to ensure faster response) addressed to the Minister.

Please note that unless such a letter has been sent to the Ministry, UNDP office can not start organizing meetings, as the Ministries will nominate a focal point after they receive the letter.

Please note that meetings can not normally be organized at one week’s notice. The preferable period of time between the letter and the requested meeting is two weeks.