Terms of reference 
Title: Executive Associate (open for Nepali nationals only)
Unit: Directorate

Summary

We are looking for someone passionate about administration management with proven skills in handling an administrative/secretarial role. The Executive Associate will provide administrative/secretarial support to one of ICIMOD’s directors and will work in close contact and consultation with the Executive Associate to the Director General. This position requires a high degree of confidence, confidentiality, commitment, and discretion. As the first point of contact to the Directorate, the Executive Associate is expected to be communicative, decisive, organised, and professional with respect to visitors and callers.

The applicant must be results driven and motivated to make a difference. The Executive Associate will be based in Kathmandu, Nepal, working in a cross-cultural, impact-oriented environment. This is an exciting opportunity for someone who values partnerships and diversity; is passionate about mountains and people; and is committed to helping build a greener, more inclusive, climate-resilient Hindu Kush Himalaya (HKH). As ICIMOD moves into its new Strategy 2030 period from 2023, our programmes will be more focused and impactful, and we are eager to welcome someone who is a great team player and can add value with this important role.

Responsibilities and tasks

The Executive Associate will be responsible for the following: 

Manage general administration

• Provide administrative support to a director, assisting in the preparation of annual plans, letters of agreement, and maintaining calendar schedules
• Maintain an effective and confidential filing system (hard copy as well as electronic)
• Apprise the director regarding important issues that need their attention and action
• Ensure the availability of required stationery and equipment 

Support in national/international travel and event organisation 

• Carry out public relations duties such as organising and receiving visits of high-ranking visitors, including the necessary documentation
• Assist in the preparation of annual Board of Governors meetings as well as other high-level institutional events
• Prepare briefing materials for the director for official trips or for special meetings
• Liaise with the Travel Unit regarding logistical and travel arrangements 

Support knowledge management and communication

• Facilitate the flow of communication between the ICIMOD management and the Board of Governors
• Assist in organising management meetings and take minutes as and when required
• Receive, screen, route, and follow-up on (confidential) correspondences
• Draft correspondences independently, including enclosure of background information 
• Place telephone calls and screen and answer queries with discretion and diplomacy

Other

• Stand in during the absence of the Executive Associate to the Director General 
• Execute any other tasks as given by the director as required within one’s capacity

Minimum qualifications and requirements

• A master’s degree in business administration with a minimum of three years of work experience in an administrative capacity is required. A first-level university degree with five years’ experience related to social and environmental sciences or natural resource management will also be accepted in lieu of the advanced university degree.
• At least three years of secretarial experience, preferably with international organisations, is required. Previous experience in development assistance or related work for a donor organisation, INGO, or private-sector institution will be an advantage.
• Excellent computer skills (MS Office applications)
• Demonstrated ability to speak and write fluently in English and Nepali

Competencies and skills

• Teamwork and cooperation: Works smoothly and effectively with others in the team to establish constructive solutions to meet team objectives
• Result orientation: Takes responsibility for fulfilling challenging goals set in line with organisational processes
• Cross-cultural impact: Adjusts to cultural differences and respects and understands cultural differences
• Analytical thinking: Seeks out information to understand problems and uses appropriate data to support decisions
• Continuous improvement and innovation: Continually improve work processes and questions status quo practices, traditions, and assumptions
• Self-development: Demonstrates a continuous learning attitude and seeks opportunities for personal development
• Developing others: Facilitates effective operational results and compliance

Duty station

The duty station is Kathmandu. Frequent travel in the HKH region may be required.

Duration

One year with a probation period of three months, starting as soon as possible. Possibility of an extension subject to performance and ICIMOD's future funding levels.

Remuneration

Salaries and benefits at ICIMOD are competitive compared with other international organisations. We offer a comprehensive benefits package, which includes provident fund, health insurance, severance pay, children’s education allowance, and paid leave. 

Remuneration is commensurate with experience and qualifications.

Gender and equity policy

Qualified and eligible women candidates and those from disadvantaged backgrounds are highly encouraged to apply. ICIMOD upholds a gender equity policy and is supportive of women professionals. It operates a day-care centre at the campus and is committed to the integration of gender equity at the organisational and programmatic levels.