A) Communications (Written, Oral, In-person both in English and Nepali)

B) Management of Meetings and Reviews

C) Management of Tender Notices and News Cuttings    

D) Management of affiliate affairs

E) Secretarial support

A more detailed description of each of the above areas of responsibility is as follows:

A)  Communications (Written, Oral, in-person)

1. Management of e-mails, letters, Faxes, Memos etc as directed.
2. Conduct telephonic conversations with foreign and local parties as directed.
3. Keep in touch with internal and external persons as directed.
4. Ensure the renewal of TMS registration in Cottage and Small Industry, SCAEF and others should be done in time
5. Maintaining TMS's membership status with Association [SCAEF,MAN,MCAN etc].
6. Maintaining electronic directory of contacts including entering visiting cards in the Outlook System
7. Updating TMS Mater List etc and arranging to send it to MD/ED or Board as appropriate.
8. Maintaining credit card details of MD/ED

B) Management of Meetings and REVIEWS:

1. Plan, Coordinate and manage impromptu as well as pre-fixed meetings with internal staffs, sister companies and external parties as directed.
2. Fixing meeting date(s) in consultation with Management and informing all participants in advance as directed.
3. Preparing Meeting agenda in consultation with Management and circulating the approved agenda in advance to all participants as directed.
4. Brief Management on discussions / decisions in the past related to the Meeting agenda prior to the start of the meeting.
5. Follow up with Meeting participants to make sure that they
   • Arrive in time for the meeting
   • Come well prepared on the agenda to be discussed in the meeting.
6. If asked by management, to participate in the Meetings to note precisely the discussions and decisions made.
7. Prepare precise Meeting Minutes mentioning Target dates of work to be performed wherever applicable and circulate to Participants after approval of draft by Management. Such Minutes should be ready not later than one day after the meeting and should be sent out to participants not later than three days after the meeting.
8. Follow up with Meeting Participants to keep track of compliance to Meeting decision and report to Management.
9. Arrange once every two weeks project implementation review meeting
10. To ensure that project implementation meetings takes place every month and minutes / updated progress report is circulated to all as per agreed frequency of this meeting / update.

C) Management of Tender Notices and News Cuttings

1. Read all major Newspapers first thing in the morning and make cuttings of Tender Notices and news related to Biz opportunities and news of interest to the Company (Priority to be given to Tender Notices over News Cuttings when there is a time crunch)
2. Although the Biz Development Team also has the responsibility of making tender cuttings and acting on them EA to follow up with concerned persons to make sure of timely actions.
3. Remind Management of Major Tenders whose due dates are approaching.
4. Check web based news for similar information as above
5. Read major articles and summarize important points to submit to Management

D) Management of Affiliate affairs

• Arrange for inter company meetings as guided.
• Maintain continuous relationship with Group HR for HR oriented tasks.

 E) SECRETARIAL support 

1. Essential duties and responsibilities include the following:
   • Manage Calls (local, trunk) and Visitors - receive and screen incoming calls and visitors to MD, ED etc courteous & efficient handling of guests in office premises and on phone is a must.
   • Assist Human Resource Department to manage Birthday/Marriage anniversary greetings on behalf of TMS family, update HR with staff's probation period expiry dates etc.
   • Plan and coordinate arrangements for professional conferences.
   • Compose letters and memorandum in response to incoming mail or calls
   • Take and transcribe dictation from Senior Management as required.
   • Track papers/documents in and out of MD/ ED's room
   • Make domestic and foreign travel arrangements: prepare itineraries, prepare and compile travel vouchers, maintain and travel records, renewal of licenses / passports etc, if needed.
   • Update TMS website as and when required
   • Perform any other work as assigned by the executive from time to time.
   • Drafting Agreements upon instruction by Officers and MD/ED
   • Handling all internal notices of the firm
   • Providing general office support in scanning, formatting, typing,translation, fax, email etc.
2. Assist in the proper filing of MD / ED 's documents/files etc.