Executive Assistant to Country Representative

Executive Assistant to Country Representative

Location: Kathmandu

Company 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.

Our Mission:

At WWF Nepal, we firmly believe people and nature are inextricably linked. Our mission is to stop the degradation of our planet’s natural environment, and build a future Nepal in which people live in harmony with nature.

Our Vision:

From its origins as a small group of committed wildlife enthusiasts, WWF has grown into one of the world’s largest and most respected independent conservation organizations, active in over 100 countries.

Over this time, WWF’s focus has evolved from localized efforts in favor of a single species and individual habitats to an ambitious strategy to preserve biodiversity and achieve sustainable development across the globe.

WWF-Nepal envisions a prosperous Nepal, with an active and socially responsible citizenry that a greater sense of stewardship towards the environment.

Our Core Values:

We celebrate and respect diversity in nature and among the people, partners, and communities with whom we work. Across the many cultures and individuals that represent WWF, we are unified by one mission, one brand, and one common set of values:

Courage: We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
Integrity: We live the principles we call on others to meet. We act with integrity, accountability, and transparency, and we rely on facts and science to guide us and to ensure we learn and evolve.
Respect: We honor the voices and knowledge of the people and communities that we serve, and we work to secure their rights to a sustainable future.
Collaboration: We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

Job Description

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 high confidentiality.

Major Duties and Responsibilities:

1. Ensure the 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 exchange of information. Appropriately schedules appointments, coordinating with various departments with a keen eye for detail.

​​​​​​​​​​​​​​2. Liaison

Makes high-level contacts of a complex and confidential nature inside and outside the organization. Answers and screens telephone inquiries based on familiarity with the subject matter and refer to appropriate staff members or departments. Takes messages as directed. Responds to routine and non-routine inquiries; refer 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.

​​​​​​​​​​​​​​3. 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, and 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.

​​​​​​​​​​​​​​4. 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. Communicate with the respective budget holder regarding the exact requirements and act accordingly.

​​​​​​​​​​​​​​5. 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.

​​​​​​​​​​​​​​6. 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 edits for grammar, punctuation, spelling, and general sentence structure.  Drafts correspondence for CR’s signature. Takes overall responsibility and acts as the focal point for mass distribution of letters/ documents/ invitations. Takes charge of all incoming letters, and registers, and forwards them to respective staff after routing them 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.

​​​​​​​7. 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 statements 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.

​​​​​​​​​​​​​​8. Other Duties

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

Supervisory Responsibility: None

Working Relationships:

Internal: This position has daily contact of a 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.

Qualifications

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, and empathy and should be people-oriented. S/he also requires diplomacy and the capacity to take initiative and work as a part of the team. Strong oral and written communication (i.e. spelling, grammar, and proofreading) skills are 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.

Additional Information

Interested applicants are requested to apply for the position by 17:00 hours on January 22, 2025. Only shortlisted candidates will be informed.

Please do not click on “Apply with Indeed” button once you start the application process.

All your information will be kept confidential according to EEO guidelines.

WWF is an Equal Opportunity Employer. Please join us in our mission to save life on Earth.