Programme : Admin and Logistics Unit

Responsibilities and Tasks

• Under overall supervision of the Admin and Logistics Officer and in close coordination with the Front Office Associate, the Front Office Assistant will be responsible for the following:
• Attend to incoming calls on the switchboard and transfer calls to desired person/extension; respond politely to queries and provide best possible information to callers and visitors
• Assist the Communications Associate in updating the ICIMOD Telephone Directory and the monthly intercom list
• Receive, brief, and guide visitors in the best way possible and route them to the concerned programme or theme
• Keep abreast with all the planned events (staff movement, meetings, conferences, and workshops) of ICIMOD using the institutional calendar
• Maintain/update information on the electronic display panel kept at the front office regarding events/visitors in coordination with concerned programme or theme
• Arrange for international and domestic calls as required and maintain records of the same, both official and private; reconcile these with the monthly telephone bills
• Transmit faxes and maintain records of all incoming and outgoing faxes and reconcile these with the monthly bill from NTC
• Ensure smooth delivery of incoming/outgoing mails routed through the front office in coordination with the Mail Function
• Compile courier services, prepare statements of these expenses, and do the needful process for payment
• Ensure smooth day-to-day functions of the front office and that the front office is covered at all times during office hours
• Carry out other tasks related to Admin and Logistics as assigned by the supervisor
• Work as a team player within ICIMOD to support work-related activities and promote institutional goals

Minimum Requirements:

• Bachelor’s degree or equivalent in relevant field
• 2–3 years of related experience in a similar organization
• Strong communication skills in both English and Nepali required; knowledge of additional language will be an asset; good interpersonal skills
• Good computing skills
• Ability to work independently with a strong sense of initiative, discipline, andself-motivation
• Good and proactive communicator

Additional skills and competencies

• Communication skills: Excellent communication skills in both English and Nepali; knowledge of an additional language will be an asset
• Social/team skills: Excellent interpersonal skills and ability to interact with people from different disciplines and socio-cultural backgrounds. Ability to display a welcoming, polite, and friendly attitude at all times
• Results orientation: The ability to work independently with a strong sense of initiative, discipline, and self-motivation

Duration
Initially for one year, with possibility of extension

Starting date
As early as possible.

Remuneration
Commensurate with experience and qualification as per ICIMOD rules

Gender and Equity Policy
Qualified and eligible women candidates and those from disadvantaged backgrounds are highly encouraged to apply. ICIMOD implements a gender-equity policy and is supportive of working women. It operates a day care centre at the campus and is committed to gender mainstreaming at the organizational and programmatic levels.
ICIMOD is committed to gender equity and has a strong interest in recruiting women.

Method of Application
This position is only open to Nepali candidates.Applicants are requested to apply online latest by 06 February 2016 through ICIMOD's online application system

Only shortlisted candidates will be notified