Executive Assistant to Country Representative

Proactively coordinates and manages the overall functioning of the Country Representatives (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 CRs 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 highlevel 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 nonroutine 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 CRs 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 WWFs 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 inoffice 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 CRs 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 CRs 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. CRs 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: Bachelors 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 peopleoriented. 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. 

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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.

Remote Work :

No

Employment Type :

Fulltime