HELVETAS is an international network of independent affiliate member organisations working in the field of development cooperation and emergency response. As a network, we promote the fundamental rights of individuals and groups and strengthen governments and other duty bearers in their service provision. The HELVETAS network builds upon six decades of development experience. With 1400 collaborators, it is engaged in more than 30 countries. The affiliated members share a common vision and mission and subscribe to common working principles and policies. The members implement joint development programmes and adhere to a common strategy including defined working approaches and thematic areas of intervention.

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Current Vacancies:   Intern (Capacity Building and Database Management) - Women Only

Job Position : Executive Secretary

job location
: Country Office, Dhobighat, Lalitpur

no. of vacancies
: 1

: Minimum three years of work experience in similar responsibility

job category
: NGO/INGO/Social/Develop.Projects

job type
: Contract

job level
: Mid Level

: As per rules and regulation of HELVETAS Swiss Intercooperation Nepal.

educational qualification
: Bachelor’s degree (ideally in English literature). Master’s degree will be value added

posted date
: 2017-07-06

expiry date
: 2017-07-20

days left
: Expired


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,
•  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

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
•  This job description can be reviewed as and if felt necessary.



•  Excellent English writing and editing skills
•  Ability to build and maintain a good working relationship with
•  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

  • Applications without disclosure of all required job application information shall be disqualified.
  • Only shortlisted candidates will be called for the further selection process(es).
  • The organization reserve the right to reject any/all applications without assigning any reason whatever.
  • Canvassing at any stage of the processes shall lead to automatic disqualification.

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