The Executive Assistant, RDO will facilitate efficient and cost-effective functioning of the Regional Director’s Office. Major responsibilities include:
• Office documentation and records management
• RD communications
• RD travel and logistics support
• Office administration

Office documentation and records management
• Prepare notes, minutes and written records to document office meetings and discussions.
• Maintain electronic and hard-copy filing system for quick and easy retrieval of office communications, roster of contacts and documents; and,
• 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.

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;
• Perform secretarial support to RD, draft relevant communications as assigned, and ensure compliance with established protocols and procedures;
• Review correspondence and internal/external documents prior to RD’s approval and signature;
• Facilitate and track communication between RD and staff, other Secretariat offices/units, and external stakeholders; and,
• Make adequate and timely arrangements to provide the RD with communications gadgets, computer equipment and telecommunications services both while inside and outside the office.

RD travel and logistics support
• Manage travel and logistical arrangements for the RD including; official invitations and visas, flight and hotel bookings, meeting and event venues, and transportation and auxiliary services;
• Work closely with focal persons in various offices to arrange cost-effective external services for RD’s travel, representational tasks and related activities;
• Prepare RD’s travel authorisations, advances and claims in a timely and accurate manner according to prevailing policies and guidelines; and
• Anticipate, mitigate and rapidly respond to urgent matters and emergency situations affecting RD’s tasks and activities;

Office administration
• 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;
• Provide administrative support to RDO-led events and activities;
• Track and follow up with staff in various offices and units to perform and comply with directives, instructions and action points; and
• Perform other duties as may be assigned.