Position: Executive Secretary (Hot Job)

Job Description

Job Purpose: This position is overall responsible for:

• Secretarial support- Ensure the operation of an efficient, reliable and
  courteous secretarial service at the Country Office
• Coordination and communication - Act as the focal person for regional
  and international workshops and events managed by the Country Office
• Human Resource Management assistance- Provide support in human
  resource management in the organization
 
Roles and Responsibilities
1. Compliance to policies, rules/regulations and guidelines
• Adheres to relevant policies, rules, regulations and guidelines of
  HELVETAS Swiss Intercooperation Nepal (Nepal Personnel Regulation
  of HELVETAS Nepal;  Financial, Administrative policies, Security
  Response Guideline, Gender Equality and Social Inclusion Guideline,
  Sexual Harassment & Mobbing Policy; Code of Conduct etc.).

2. Secretarial services (60%)
•  Draft, proof read and edit organizational communication materials and
   conduct correspondence politely and succinctly;
•  Adhere to corporate identity guidelines in letters, agreements, and
   documents sent by the Country Office;
•  Provide effective and efficient administrative support to the Country
   Director for setting meetings, appointments, briefings and developing
   power point presentations;
•  Assist Country Director in planning and setting annual performance
   review meetings;
•  Oversee  the management of incoming and outgoing documents;
•  Ensure an efficient filing (soft and hard copies) and archiving (hard
   copy) system for the Country Director and the Country Office.  Also  
   review and update hard copies of archived files annually. Ensure
   safekeeping of confidential documents;
•  Ensure the regular dispatch of all written materials, etc. to Zuerich.
   (‘pouch mail’) and circulation of mail (‘pouch mail’) from HELVETAS,
   Zuerich;
•  Work closely with Country Office Secretary for optimal secretarial
   services at the Country Office;
•  Manage pool of consultants and keep updates;
•  Act as a minute-taker in official meetings/workshops, etc. – then
   preparing and circulating these minutes in a timely manner;
•  Act as Country Programme Management Meeting Coordinator and
   work closely with the Country Programme Management Meeting
   Chairperson and the facilitator for setting the meeting agenda and 
   preparing and circulating  the meeting minutes;
•  Act as Country Office Staff Meeting Coordinator, preparing minutes,
   sharing them with the Country Director and then circulating them to all
   participants.

3. Coordination and communication (15%)
•  Coordinate and communicate effectively with Country Office,
   Programme Office and Project Office staff for meetings, official events
   and necessary correspondence;
•  Act as focal point of HELVETAS Nepal for organizing international and
   regional workshops and ensuring knowledge management;
•  Update and share visitor lists and assist Country Director for
   necessary coordination.

4. Human Resource Management (25%)
•  Assist Human Resource Management Coordinator in compiling,
   developing and implementing training and development plan;
•  Assist in staff recruitment and selection, staff induction plan and other
   team building events organized by the Country Office/ Organization;
•  Maintain proper documentation in the personnel files maintained by the
   Country Office;
•  Assist Human Resource Management Coordination for contract
   management and correspondences including for consultants and
   service providers;
•  Assist Human Resource Management Coordinator to strengthen the
   Human Resource Management system.

5. Other specific responsibilities as assigned
•  Be proactive in bringing innovations and taking new initiatives in the
   organization;
•  This job description can be reviewed as and if felt necessary.

Job Specification

•  Excellent English writing and editing skills
•  Ability to build and maintain a good working relationship with
   colleagues  
•  Able to work independently and in a team
•  Demonstrated skills of managing multiple tasks
•  Able to prioritize work, set clear deadlines and manage time efficiently
•  Sensitivity towards issues related to gender equality, social inclusion
   and poverty reduction
•  Dependable and consistent

•  Ability to handle information and documents with confidentiality  
•  Proven record of commitment, loyalty and integrity to former employers
•  Proficiency in MS Office

Apply Instruction

Application Procedures: Interested candidates are requested to visit our website at http://apply.helvetas.org.np and submit their application online.

Telephone inquiries will not be entertained. Only short-listed candidates will be contacted for the selection process. HELVETAS Swiss Intercooperation Nepal reserves the right to reject any or all applications without assigning any reasons.

HELVETAS Swiss Intercooperation Nepal promotes workforce diversity and applies positive discrimination to women candidates and candidates from Dalit, Janajati, Madhesi/Terai, and other minority communities.