Under the direct supervision of the DSC, the Admin Associate shall perform the following duties:
Assist the DSC in the smooth functioning of the respective office in close collaboration with other Associates in the Directorate.
Maintain all policy and confidential documents properly; facilitate partnership management and communication flow; assist in the preparation of documents for meetings, follow up with partners, draft agendas, etc.
Support the SCU by maintaining the Partnership Database, including the partner agreements, and update on the Intranet; provide administrative support where needed.
Carry out public relations duties, including organizing visits for representatives of other organizations, government officials, diplomats, donors and partners, while ensuring that related documents are made available.
Ensure that the DSC, SCU, and partner-related events on the calendar are up-to-date.
Extend administrative and logistical support to the DSC and the SCU as required.
Apprise the DSC of important issues that need his attention and action; arrange/reschedule appointments/meetings both internal and external for the DSC and maintain his calendar.
Prepare briefing materials for the DSC for use during official trips or for special meetings.
Maintain an effective filing system; keep confidential policy papers, project proposals, files, and general management files in proper order.
Receive, screen, and route correspondence (some of which are highly confidential); attach necessary background information and maintain an efficient follow-up system; maintain a tracking system of correspondence and communication, both incoming and outgoing.
Draft correspondence independently and ensure that necessary background information is enclosed; follow up on important documents and other related materials sent to various people/organizations.
Maintain a list of addresses of partners, ministries, donors, government officials, and diplomatic corps.
Maintain an electronic calendar of all meeting requests and ensure proper allocation of meeting rooms; prepare a monthly statement of expenses for submission to the Budget and Finance Section.
Participate in the organization and preparation of Partnerships Meetings and other special meetings and take minutes as and when required; organize the Units’ meetings regularly, take minutes, and follow up on action points.
Liaise with the travel section and event organizer regarding logistical and travel arrangements of the DSC, SCU members, and participants of various meetings/workshops.
Perform other duties as required by the DSC and SCU
Bachelor’s degree in Business Administration preferred; additional education or experience related to social and environmental sciences and natural resource management will be an asset.
At least two years of work experience in an administrative capacity.
Experience in financial reporting and maintenance of accounts.
Demonstrated ability to speak and write fluently in English and Nepali.