Job Description
Responsibilities
The Admin Associate for LML unit will be providing administrative and management support to deliver results in line with the commitments we have made in our Strategy 2030: Moving Mountains and as our Medium-Term Action Plan V (2023-2026): Embracing Change and Accelerating Impact.
The Admin. Associate shall fulfil the following duties and responsibilities:
Administrative Support and Coordination
- Serve as the primary point of contact for all administrative and logistics matters within LML.
- Process procurement requests for fixed assets, field equipment, consumables, and stationery in compliance with organizational policies.
- Coordinate with Procurement, Travel & Hospitality, Finance, and other support units to ensure smooth operations.
- Manage administrative aspects of agreements, contracts, Letters of Agreement/Intent, and consultancy arrangements.
- Maintain effective communication channels between LML team members and internal/external stakeholders.
- Ensure timely processing of payments, approvals, and other administrative requirements.
- Support the logistical and administrative aspects of staff onboarding and offboarding, including workspace setup, equipment needs, and coordination with HR.
Event Planning and Coordination
- Plan and coordinate meetings, workshops, and events organized by LML.
- Arrange logistics including venue booking, catering, equipment setup, and participant materials.
- Manage event budgets and coordinate with Finance for timely processing of eventrelated expenses.
- Prepare meeting materials and ensure all necessary documentation is available
- Coordinate travel arrangements for workshop participants and visiting experts.
Resource Management
- Assist in monitoring and managing resources, including finances, materials, and equipment relevant to the Unit’s activities.
- Collaborate with finance teams to track spending against budgets, highlighting any discrepancies and suggesting corrective actions as necessary.
Knowledge Management
- Establish and maintain a centralized repository for LML documents, publications, and research materials.
- Ensure proper filing of all unit documentation in ICIMOD's Document Management System.
- Support in preparing reports and maintaining project documentation.
Additional Responsibilities:
- Provide program support to Specialists, Technical Officers, and Senior Associates as directed by the Unit Head.
- Facilitate visitor tours of the Living Mountain Lab facility.
- Perform other duties as assigned by the Outreach Specialist to support LML's objectives.
Job Specification
Minimum qualifications and experience
ESSENTIAL
- A master’s degree in management, business administration, or a relevant field with two years of relevant experience OR a bachelor's degree in the stated field with four years of relevant experience
- Proven experience in office administration and logistics management
- Excellent written and verbal communication skills in English and Nepali
- Proficiency in MS Office Suite and digital collaboration tools
- Strong organizational skills with ability to manage multiple priorities
- Experience in event planning, budget tracking, and maintaining databases Demonstrated ability to work effectively with diverse stakeholders
DESIRABLE
- Experience in international organizations or development sector
- Basic financial/bookkeeping experience
- Knowledge of gender, social inclusion, climate change, and biodiversity issues
- Experience in the HKH or other mountainous regions
- Additional language skills relevant to the HKH region
Apply Instructions
APPLY NOW
