About ICIMOD 

The Hindu Kush Himalaya (HKH) region stretches 3,500 km across Asia, spanning eight  countries – Afghanistan, Bangladesh, Bhutan, China, India, Myanmar, Nepal, and Pakistan.  Encompassing high-altitude mountain ranges, mid-hills, and plains, the zone is vital for the  food, water, and energy security of up to two billion people and is a habitat for countless  irreplaceable species. It is also acutely fragile – and frontline to the impacts of the triple  planetary crisis of climate change, pollution, and biodiversity loss. 

The International Centre for Integrated Mountain Development (ICIMOD), based in  Kathmandu, Nepal, is an international organisation established in 1983, that is working to  make this critical region greener, more inclusive and climate resilient. For more  information, read our Strategy 2030 and explore our website. 

Position Overview 

The Admin Associate plays a pivotal role in administrative coordination, event planning, and  communication within the Living Mountain Lab. Working directly under the Outreach  Specialist of the Unit, acting as the primary liaison for all administrative and logistics needs,  this position aids the Unit team members in areas such as travel arrangements, meeting  setup, and record-keeping. The role further supports generating reports, maintaining  databases, and ensuring compliance with organizational policies.  

Within the Unit, the Admin. Associate supports and collaborates with team members. In  addition, the Admin. Associate works closely with units like Admin, Travel and Hospitality,  and Human Resources and Organisational Development to executive seamless operations  and effective communication both internally and externally. 

The Admin. Associate coordinates and liaises with the different Strategic Groups, Action  Areas, and Interventions across ICIMOD to ensure coordination and timely information flow  to the unit. 

Responsibilities  

The Admin Associate for LML unit will be providing administrative and management support to deliver results in line with the commitments we have made in our Strategy 2030: Moving  Mountains and as our Medium-Term Action Plan V (2023-2026): Embracing Change and  Accelerating Impact.

The Admin. Associate shall fulfil the following duties and responsibilities:

1. Administrative Support and Coordination 

• Serve as the primary point of contact for all administrative and logistics matters  within LML. 
• Process procurement requests for fixed assets, field equipment, consumables, and  stationery in compliance with organizational policies. 
• Coordinate with Procurement, Travel & Hospitality, Finance, and other support units to ensure smooth operations. 
• Manage administrative aspects of agreements, contracts, Letters of Agreement/Intent, and consultancy arrangements. 
• Maintain effective communication channels between LML team members and internal/external stakeholders. 
• Ensure timely processing of payments, approvals, and other administrative requirements. 
• Support the logistical and administrative aspects of staff onboarding and offboarding, including workspace setup, equipment needs, and coordination with HR. 

2. Event Planning and Coordination 

• Plan and coordinate meetings, workshops, and events organized by LML. 
• Arrange logistics including venue booking, catering, equipment setup, and  participant materials. 
• Manage event budgets and coordinate with Finance for timely processing of event related expenses. 
• Prepare meeting materials and ensure all necessary documentation is available 
• Coordinate travel arrangements for workshop participants and visiting experts. 

3. Resource Management 

• Assist in monitoring and managing resources, including finances, materials, and  equipment relevant to the Unit’s activities. 
• Collaborate with finance teams to track spending against budgets, highlighting any  discrepancies and suggesting corrective actions as necessary. 

4. Knowledge Management 

• Establish and maintain a centralized repository for LML documents, publications, and research materials. 
• Ensure proper filing of all unit documentation in ICIMOD's Document Management System. 
• Support in preparing reports and maintaining project documentation. 

5. Additional Responsibilities: 

• Provide program support to Specialists, Technical Officers, and Senior Associates  as directed by the Unit Head. 
• Facilitate visitor tours of the Living Mountain Lab facility. 
• Perform other duties as assigned by the Outreach Specialist to support LML's objectives.

Minimum qualifications and experience 

ESSENTIAL 

• A master’s degree in management, business administration, or a relevant field with  two years of relevant experience OR a bachelor's degree in the stated field with four years of relevant experience 
• Proven experience in office administration and logistics management 
• Excellent written and verbal communication skills in English and Nepali 
• Proficiency in MS Office Suite and digital collaboration tools 
• Strong organizational skills with ability to manage multiple priorities 
• Experience in event planning, budget tracking, and maintaining databases 
• Demonstrated ability to work effectively with diverse stakeholders 

DESIRABLE 

• Experience in international organizations or development sector 
• Basic financial/bookkeeping experience 
• Knowledge of gender, social inclusion, climate change, and biodiversity issues 
• Experience in the HKH or other mountainous regions 
• Additional language skills relevant to the HKH region 

Reporting and supervising 

The Admin. Associate will report to the Outreach Specialist and work in close collaboration  with other team members of the LML, as well as the Strategic Groups and Units of ICIMOD  as and where relevant. 

Location 

You will be working in a cross-cultural, impact-oriented environment at both at ICIMOD’s  head office in Lalitpur as well as at the Living Mountain Lab in Godavari, Kathmandu, Nepal depending on work needs. Occasional travel within the HKH region may be required.  

Duration  

One year with three months probation period. There is a possibility of extension subject to  performance and ICIMOD’s future funding levels. 

Remuneration 

This is a local position for Nepali nationals only. The starting annual gross salary for this  position is NPR 932,508/- (negotiable based on experience and qualifications). Gross salary  comprises of basic salary, provident fund, and family/post adjustment allowance. Salaries  and benefits at ICIMOD are competitive compared with other international organisations.

We offer a comprehensive benefits package which includes child/dependency allowances,  insurances (medical, life and accidental), children’s education grant for maximum 2  children below 18 years of age, severance pay, paid leave (30 holidays and 10 public  holidays per year) and day care facility.  

ICIMOD’s core values 

These values are an expression of our culture and are central to the guiding beliefs and  principles of our work and behavior. Our core values will lie at the heart of ICIMOD  operations and delivery. They will underpin everything we do and frame how we work with  our partners. They reflect our founding intentions and the balances we seek to hold, while  equipping ourselves for the future. These core values are integrity, neutrality, relevance,  inclusiveness, openness, and ambition. 

Diversity, Equity, Inclusion and Safeguarding 

ICIMOD's human resource selection process is based on the qualifications and competence  of the applicants. As an employer, ICIMOD is committed to promoting diversity, equity, and  inclusion, and offers equal opportunities to applicants from all backgrounds and walks of  life, including but not limited to gender, age, national origin, religion, race, caste, ethnicity,  sexual orientation, disability, or social status. ICIMOD strongly encourages applications from  all people, especially women from all parts of the Hindu Kush Himalaya region. 

ICIMOD is dedicated to establishing and upholding a safe and nurturing work environment,  where all its employees can participate fully and meaningfully without fear of violence,  harassment, exploitation, or intimidation. Any type of abuse or harassment, including sexual  misconduct, by our staff, representatives, or stakeholders, is not condoned or tolerated.