The Executive Assistant, RDO will facilitate the office’s efficient and cost-effective functioning, by directly supporting the Regional Director (RD) and working closely with members of the RDO team. Major responsibilities include:
• Office administration
• Office documentation and records management
• RDO communications
• RD travel and logistics support

1. Office administration
• Provide overall administrative support to RDO’s day-to-day operations.
• Coordinate with RDO staff in managing office operations, business processes and workflows, and facilities and supplies.
• Assist other RDO staff in delivering work-team outputs as per the office’s agreed timeline and quality result.
• Facilitate administrative and logistical arrangements for RDO-led meetings, events and activities.
• Track and follow up with staff in various units of the regional and country offices in ensuring that they perform and comply with RDO directives, instructions and action points.
• Serve in various standing committees and working teams of the Regional Office, as assigned by the RD.

2. Office documentation and records management
• Manage the RDO’s overall system of office records management.
• Prepare notes, minutes and written records to document office meetings and discussions.
• Maintain electronic and hard-copy filing systems for quick and easy retrieval of office communications, roster of contacts and documents.
• Assemble briefing materials, presentations and documents required for the RD’s meetings, events and activities.
• Maintain and update the RD’s individual records necessary for various HR and administrative purposes, and as required for external activities.

3. RD communications
• Coordinate the RD’s calendar of tasks, activities and commitments; assist in managing RD’s work schedule by liaising with internal and external parties.
• Review correspondence and internal/external documents prior to submission for RD’s approval, including to ensure that prior sign-offs and approvals are provided by other relevant staff and units.
• Perform RDO secretarial support, draft relevant communications as assigned, and ensure staff compliance with established protocols and procedures.
• Facilitate and track communications between RDO and staff in regional and country offices, other IUCN Secretariat units globally and other regions, and external stakeholders in general.

4. RD travel and logistics support
• Manage administrative and logistical arrangements for the RD’s duty travels, external representational tasks and other related activities.
• Coordinate with relevant focal persons in-house as well as external service providers, to ensure full and timely support to the RD while undertaking travel missions and out-of-office work tasks.
• Make routine logistical arrangements for the RD to have the necessary communications gadgets, work equipment and support services both inside and outside the office.
• Anticipate, mitigate and rapidly respond to urgent matters and emergency situations affecting RD’s tasks and activities.
• Perform other tasks, as may be assigned, to directly support the RD’s overall scope of work.