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.
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:
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.
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.
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.
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.
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.
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.
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.
Completes other assigned duties relying on own initiative and independent action as authorized by the Director.
- 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.
Knowledge: Bachelor’s degree in any field
Experience: At least 2 years of experience in a similar position.
Skills and Abilities:
Deadline: 7th June, 2022