Executive Assistant to Country Representative

About the role

Major Duties and Responsibilities: 1. Ensure 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 the exchange of information. Appropriately schedules appointments, sets online meetings, coordinating with various departments with a keen eye to detail. 2. Liaison Makes high-level contacts of a complex and confidential nature both inside and outside the organization. Answers and screens telephone inquiries and monitors email received on the organization's email address (info@wwfnepal.org) based on familiarity with subject matter and refers to appropriate staff members or department, keeping CR in the loop. Takes messages as directed. Responds to routine and non-routine inquiries; refers unusual or complex inquiries to the appropriate individual. 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 a database of visitors/donors traveling to WWF Nepal and follows up and communicates with the respective people in the WWF offices, including the Headquarters, on the outcomes of their visits. Design and send 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, I/NGOs. Travels to the field offices with 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 /seminars & Staff Meetings Coordinates and arranges workshops and seminars at WWF as required. Provides logistics support for 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 the Accounts department. Communicates with the respective budget holder regarding the exact requirements and acts accordingly. Organizes senior staff and general staff meetings. Circulates, compiles records, and follows up on action points. Responsible as rapporteur in meetings/seminars. 5. 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. Draft correspondence for CR's signature. Takes overall responsibility and acts as a focal point for mass distribution of letters/ documents/ invitations. Takes charge of all incoming letters, registers, and forwards them to the 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. Establishes and maintains CR's confidential and other documents, 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. 6. Travel Facilitation Organizes travel and lodging arrangements of the CR as well as coordinates visa applications and other permits as and when required. Prepares statement 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. Organizes travel and lodging arrangements of the SMT members as well as coordinates visa applications and other permits as and when required. 7. CR's Communication Management Support the CR in communication work in coordination with the Communications Unit of WWF. Creates and edits videos as required for the CR, ensuring high-quality content. Prepares presentations for the CR's meetings, ensuring they are clear, professional, and aligned with the objectives of the meeting. Assists in gathering and organizing information for presentations, including data, visuals, and other necessary materials. Supports in handling the CR's official social media accounts. Support the CR in photography and videography. Also, proofreads the social media c

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