Position: Officer- Executive Secretary
Duty Station: Central Office- Kathmandu (1)
Contract Type: Fixed term contract with three months of probation period

Program Background:

Disability Prevention and Rehabilitation Program is a community-based model of inclusive development implemented in direct partnership with the provincial government of Koshi Province and local governments. The goal of the program is to prevent avoidable disabilities and improve the quality of life of children and adults with disabilities and their families through community-based rehabilitation. It works to strengthen community support systems for the achievement of these goals.

Required qualifications and experiences:

Education and experience

• Bachelor’s degree in Humanities or Business Administration with specialized secretarial training or office management.
• 2 years of progressive experience in secretarial, administrative, and programme experience at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.
• Fluency in Nepali and English language.

Key responsibilities:

Responsibility 1: Secretarial support to Executive Director:

• Efficient and discreet management of the Executive Director’s schedules
• Calendar management of the Executive Director and Senior Management team 
• Keeping close track of the meetings planned at the provincial and central level of Karuna Foundation Nepal and timely update on the same.
• Support the ED for communication with external funding partner. 
• Keep track of the all the reporting deadlines and other priority tasks and timely alert the Executive Director on the same.
• Be responsible for all kinds of visits (national and international donors, partners) and take the lead in preparing the schedules, follow up, managing logistics and other requirements of the visitors.
• Maintain proper records of follow up work and events.
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Adherence to appropriate protocol and correspondence when communicating with Government and other external partners.
• Maintenance of the filing system ensuring safekeeping of confidential materials. 
• Coordination of the information flow in the office and dissemination of interoffice communication to staff as required.
• Follow-up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Executive Director.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
•  Administration of travel, meetings, appointments, and briefings of Executive Director. Including drafting of background notes.
• Support to organization of advocacy events if required.
• Handle official email id with support of ED.

Other

• Uphold the KFN policies and guidelines including Prevention of Sexual Exploitation and Abuse (PSEA)-related rules and the code of conduct.

                  ➤Participate actively in PSEA-related trainings and awareness-raising initiatives, supporting the                            distribution of PSEA materials, and reporting SEA allegations through the specified reporting                              channels.
                  ➤Participate in SEA complaints investigations as necessary.
                  ➤Recognize, eliminate, or reduce program risks connected to SEA (particularly for personnel                               involved in programming)

• Provide assistance in other KFN programs whenever needed.
• Coordinate with all KFN staff as and when necessary.
• Other responsibilities consistent with the skills and experiences, as assigned by the supervisor.