Career in Nepal| Executive Assistant to CR

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Short Info

Career Level: Mid Level
No. of Vacancy: 1
Experience: 2 Years
Views: 2614
Apply Before: 2022-06-07 (Closed)

Offered Salary: Negotiable
Gender: Both
Driving License: No
Education Preference: BBS/BBA

Job Description:

WWF Nepal, the global conservation organization leading international efforts for a living planet, seeks applications from qualified Nepali candidates for the following full-time position. If you think you are an achiever and willing to work within a diverse team in a multicultural environment with commitment and passion for what you believe in, you are highly encouraged to apply.

The Executive Assistant to the Country Representative (CR) is responsible for coordinating and managing the overall functioning of the Country Representative’s office. S/he will provide administrative support to the Country Representative by using extensive knowledge of organizational policy & procedures with a high level of technical skill. This position operates with considerable independent judgment and initiative while maintaining a high degree of confidentiality.

Major Functions:

Proactively coordinates and manages the overall functioning of the Country Representative’s (CR) office. Provides administrative support to the Country Representative by using extensive knowledge of organizational policy & procedures with a high level of technical skill. This position operates with considerable independent judgment and initiative while maintaining a high degree of confidentiality.

Major Duties and Responsibilities:

Ensure smooth functioning of the CR’s Office

Organizes and maintains the calendar of the CR. Coordinates with internal and external individuals to optimize time and to facilitate the exchange of information. Appropriately schedules appointments, coordinating with various departments with a keen eye for detail.

Liaison

Makes high-level contacts of complex and confidential nature both inside and outside the organization. Answers and screens telephone inquiries based on familiarity with the subject matter and refers to appropriate staff members or departments. Takes messages as directed. Responds to routine and non-routine inquiries; refers unusual or complex inquiries to appropriate individuals. Maintains contact with the CR while s/he is on travel and facilitates the exchange of information. Keeps track of his/her movements and contact addresses. Directs any urgent mail to the CR or the concerned person. Replies on his/her behalf to certain requests. Ensures that requests, memos, and other circulars coming from the staff are brought to the CR’s attention in a timely fashion.

Visitor Management

Arranges necessary logistics (hotel bookings, travel, airport assistance and necessary permits etc.) for international visitors/donors. Maintains database of visitors/donors traveling to WWF Nepal and follows up and communicates with the respective people in the WWF offices including the Headquarter on the outcomes of their visits. Sends greetings on special occasions like National Holidays, New Year and Christmas to donors/staff in the WWF offices. Fixes appointments for the visitors/donors with the Government officials, WWF’s partner organizations, I/NGOs. Travels to the field offices with the visitors/donors as and when required.

Provides logistical support to program units in organizing study tours for participants from the WWF network and foreign countries whenever required.

Arrangement of national and international workshops and seminars

Coordinates and arranges workshops and seminars at WWF as required. Provides logistics support to regional and international workshops and seminars. Acts as the focal person for all international and regional seminars and conferences. Checks the related bills and passes them to Accounts. Communicates with respective budget holder regarding the exact requirements and acts accordingly.

Rapporteur in-office meetings

Organizes senior staff and general staff meetings. Attends and takes minutes of such meetings. Circulates, compiles records and follows up on action points. Also acts as rapporteur in meetings/seminars whenever required.

Correspondence Management, Central Filing System and Reports

Reviews correspondence requiring the signature, regardless of its origination, for general format and style.  Proofreads for accuracy and edit for grammar, punctuation, spelling, and general sentence structure.  Drafts correspondence for CR's signature. Takes overall responsibility and acts as focal point for mass distribution of letters/ documents/ invitations. Takes charge of all incoming letters, registers, and forwards it to respective staff after routing it through the central filing system (CFS). Maintains an updated mailing list of all relevant government organizations, partners, INGOs and NGOs.

Compile monthly work plans and monthly reports of senior staff and ensures that they are submitted to the CR on time. Compile Trip reports of all staff that travel within and outside the network to attend meetings of various nature.

Establishes and maintains CR's confidential and other files, files and retrieves materials, establishes new folders and sections as needed, and periodically purges files of outdated materials. Maintains and updates the Central Filing System for the office and ensures its smooth functioning. Liaise with all program units/ departments for categorizing documents and updating the system periodically. Ensures proper functioning and maintenance of the system.

CR’s Travel Facilitation

Organizes travel and lodging arrangements of the CR as well as coordinates visa applications and other permits as and when required. Prepares statement of expenses on behalf of the CR and obtains claims from the accounts department. Facilitates advance requests of the CR. Prepares travel itinerary and collects reference materials for the same.

Other duties as assigned

Completes other assigned duties relying on own initiative and independent action as authorized by the Director.

Supervisory Responsibility: None
Working Relationships:

Internal: This position has daily contact of complex and confidential nature with senior staff members and regularly with staff in the office and the WWF network.

External: This position has daily contact with external individuals to coordinate and respond to requests, coordinate external activities, etc. Interacts frequently with Government officials, partner organizations, donors, embassies, hotels, travel agencies etc. and the WWF network.

Required Knowledge, Skills, and Abilities

Education + Experience

Knowledge: Bachelor’s degree in any field

Experience: At least 2 years of experience in a similar position.

Skills and Abilities:

This position requires organizational, prioritization and analytical skills necessary to coordinate complex travel schedules and coordinate executive office activities
This incumbent requires excellent communication skills, empathy and should be people-oriented. S/he also requires diplomacy and capacity to take initiative and work as a part of the team. Strong oral and written communication (i.e. spelling, grammar and proofreading) skills is required
Excellent interpersonal skills requiring coordination, courtesy, and tact are necessary to communicate effectively with staff, partners, donors, and visitors
Should have the ability to take initiative, prioritize, complete work with minimal supervision, and meet deadlines
Should maintain a high degree of confidentiality
The candidate should be willing to travel to the field and should possess good organizational and interpersonal skills.

Identifies and aligns with WWF’s core values: Courage, Integrity, Respect, and Collaboration:
- Demonstrates courage by speaking up even when it is difficult, or unpopular
- Builds trust with colleagues by acting with integrity, owning mistakes, and holding oneself accountable
- Welcomes other points of view and ideas, recognizing and embracing different and contrary perspectives with kindness, curiosity, and encouragement
- Makes conscious efforts to promote cooperative practices, behaviors, and ways of working across many groups and individuals

Apply Instruction:

Deadline: 7th June, 2022

Website: https://www.wwfnepal.org/opportunities
Email: hr@wwfnepal.org