Terms of Reference

Title:  Executive Assistant

Division/Unit: Directorate

Background

The Executive Assistant at ICIMOD provides administrative/secretarial support to the Director General and works in close contact and consultation with him. This position  requires a high degree of confidence, commitment and availability. The EA has direct access to all confidential information and therefore requires to be highly discreet.

As the first contact person to the office of the Director General, the EA is expected to be communicative and convincing to visitors and callers.

Main duties and responsibilities

• Under the direct supervision of the Director General, the EA shall perform the following duties:
• Assist the DG in the overall functioning of the programme and personnel management of the Centre
• Apprise the DG regarding important issues that needs his attention and action
• Facilitate Board and Management communication flow
• Liaise with Regional Member Countries regarding various activities
• Carry out public relation duties including receiving and organising visits of high ranking officials, government officials, diplomats, donors and partners while-ensuring that necessary preparation and related documents are made available
• Maintain a tracking system of correspondence and communication - both incoming and outgoing
• Provide insights and feedback to the DG for the development of the programmes, personnel and of the Centre as a whole
• Arrange/reschedule appointments/meetings both internal and external for the Director General and maintain his Calendar
• Receive, screen and route correspondences (some of which are highly confidential), attach necessary background information and maintain an efficient follow-up system
• Prepare briefing materials for Director General for use during official trips or for special meetings
• Place telephone calls, screen and answer queries with discretion and diplomacy
• Maintain effective filing system;  keep confidential policy papers, project proposals, files and general management files in proper order
• Participate in the organisation and preparation of Board Meetings, staff meetings and other special meetings and take minutes as and when required
• Maintain list of addresses of ministries, donors, government officials and diplomatic corps
• Liaise with travel section regarding logistical and travel arrangements of DG and various meetings/workshops
• Draft correspondences independently and ensure that necessary background information is enclosed
• Prepare informal translations and  act as interpreter when required
• Follow up constantly on important documents and other related materials which are sent to various people/organisations by courier, fax, letter and email or by verbal communication
• Provide required information  requested by outside parties efficiently
• Assist in preparing ToRs and contracts
• Maintain electronic and hard copies of the proposals sent to possible donors for approval
• Maintain Donor files with incorporation of relevant information
• In the absence of DG, check incoming emails and mails and ensure that important messages are forwarded to DG for his information and necessary action or to the concerned authority in charge 
• Assist in the preparation of Board documents, interaction with Board members, drafting Agendas, etc. 
• Perform other duties as required

Minimum qualifications required

Education: Bachelor’s Degree in Business Administration, Social Science or related field (Master’s degree preferred)

Experience: 8-10 years of secretarial experience preferably with international organisations. Previous experience in development assistance or related work for a donor organisation, INGO or private sectors will be an advantage.

Computing skills

Proven ability to use standard MS Office and other tools  (MS Word, Excel, etc) as well as an advance knowledge  and experience in handling  web based management systems.

Attitudes

• Demonstrates commitment to ICIMOD’s mission, vision and values.
• Exerts strict adherence to rules, regulations and procedures.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.