Reports to: Managing Director (MD)
Department: General Administration

Summary Statement:

The person in charge will be responsible for supporting the work of ICTC group of companies at the most senior level. Reporting to the Managing Director (MD) and the responsibilities are as follows:

• Support the day to day work of the Managing Director
• Assist ICTC Group of companies’ Senior Management team meetings

You will have access to confidential information, requiring absolute discretion at all times. ICTC group is one of the largest business houses in Nepal and therefore the ability to organize and prioritize tasks is a key requirement. You will have to demonstrate experience of working at a similar level and proven administrative, secretarial and office skills. You will need to be able to plan, organize anticipate requirements well in advance to support the smooth running of the business.

You will have to have excellent written and verbal communication skills and be experienced at dealing with a range of external stakeholders, including ICTC Group business partners and clients, at local, regional, national and international levels, in addition to the ICTC Group board members and families.

Major Responsibilities/Duties:

• Working with the Managing Director, the board, the senior management team and other staff to:
• Ensure statutory requirements are identified and met.
• Contribute to the overall development of ICTC Group and its activities under guidance of MD.
• Maintain and develop systems, procedures and records in line with the organization’s policies and objectives.
• Ensure necessary records are maintained that can readily provide current, accurate and accessible information.
• Work within the framework of ICTC Group’s corporate plan and as directed by the MD.
• Support the MD in the preparation and presentation of reports, proposals, budgets and related activities in servicing and developing contracts and relationships with stakeholders and partners.
• Support the MD in the preparation of all documentation required for key decision making as required.

Performance Competencies and Criteria: Working with the Managing Director and other staff to:

• Comprehensive administration duties in support of the MD, board and senior management team.
• Coordinate with various departments and functions of the companies on behalf of MD to ensure compliance with the company's policies and rules.
• Make travel arrangements, including visa processing, accommodation reservations, and ticket bookings, while also managing schedules for meetings.
• Day to day planning and organization of the MD’s daily schedule under his guidance.
• Set up meetings and appointments, organizing venues and hospitality for MD and his visitors etc.
• Organize meeting minutes and preparing agendas and necessary paperwork to facilitate smooth proceedings.
• Systematically file visiting cards and keep contacts record for efficient retrieval.
• Screen incoming calls, inquiries, and requests, providing timely and effective responses or directing them to the Managing Director.
• Ensure MD’s office is well equipped with all necessary stationery and office supplies.
• Assist MD on preparing of agendas, minutes and key papers.
• Undertake mailings and communication as directed by the MD.
• Set up and maintain the digital/ electronic and paper based filing systems.
• Play a key role in the formatting and presentation of ICTC Group’ corporate materials and documents.
• Maintaining the company’s records including MD’s personnel files.
• Any other duties appropriate to the post or as assigned by the MD.
• Proactively remind of pending tasks and meetings.