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Job Position   :   Administrative Associate  

Experience:2 years
Documents Required : CV (Resume)
Job Category:Finance / Administration
Job Type:Full Time
Educational Qualification:Bachelor’s degree
Posted Date:2018-01-11
Expiry Date:2018-01-30 - Expired
Job Description:

Responsibilities and tasks

Under the direct supervision of the DSC, the Admin Associate shall perform the following duties:
Administrative Support
  • 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.
Secretarial Support
  • 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

Minimum Qualifications

  • 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.
  • Excellent computer skills (MS Office applications).


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