ThaiNGO

Executive Assistant, Regional Director’s Office (RDO)

IUCN Asia Regional Office, Bangkok

POSITION TITLE:                  Executive Assistant, Regional Director’s Office (RDO)

CLOSING DATE:                    Tuesday, 13 May 2025

EXPECTED START DATE:   Monday, 2 June 2025

FUNCTIONAL GROUP:         P1

LOCATION:                            IUCN Asia Regional Office, Bangkok, Thailand        

DURATION:                            2 years (with the possible for extension)

1. BACKGROUND

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

2. SPECIFIC DUTIES

2.1 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.

2.2 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.

2.3 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.

2.4 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.  

3. QUALIFICATIONS

i.  General Academic and Work Background

• Bachelor’s degree in an academic discipline related to: office administration, business management, communications, and information and computer sciences. Other fields of study would be considered if associated with IUCN programme areas and combined with professional training and/or certification relevant to the position.
• Minimum three years of work experience -- in a professional, on-the-job and/or internship setting -- performing management support tasks for an executive office of large, complex organisations.
• Exposure to and experience in international, multi-cultural work environments including for organisations engaged in multi-country programmes, operations and services.

ii.  Professional Competencies

• General capacity to serve in an executive assistant role for the head and/or senior staff of an office/unit/organisation.
• Demonstrated ability to prepare various written outputs, and supporting visual/graphic materials, as part of office communication and documentation functions.
• Excellent front-office communication skills, both written and oral, for diverse clients and audiences.
• Experience in maintaining databases, information systems, document archives and/or file-sharing portals.
• Proficient in the use of computer tools, multi-media gadgets, digital technologies, and online meeting and collaborative platforms.
• Knowledge of general office standards, protocols and norms for internal and external communications.
• Practical skills in exploring, sourcing and dealing with external service providers for travel, logistics, communications and other related office requirements.

iii.  Other Qualifications

• Thai national or with legal permit to undertake paid work in Thailand.
• Professional-level English and Thai language skills; proficiency in other languages/dialects in the Asian region is a plus.
• Demonstrate high level of confidentiality and trustworthiness in handling sensitive information.
• Commit to fostering a culture of high performance and accountability, demonstrated in the ability to perform for results, to give and receive feedback, and to take decisive action.
• Able to undertake work independently and with minimum supervision, within a broader team-driven work environment.
• Effective role model for ethical professional conduct to promote core values of integrity, transparency, professionalism and accountability, equality, inclusiveness and respect for diversity.
• Willing to perform tasks under flexible and/or extended working hours when required, and in a high-pressure, fast-paced work environment.

APPLICATIONS:

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Link: IUCN-HRMS Vacancy Details

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST). Please note that only selected applicants will be personally contacted for interviews.

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/

About IUCN:

IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private, and non-governmental organisations with the knowledge and tools that enable human progress, economic development, and nature conservation to take place together.

Created in 1948, IUCN is now the world's largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and some 15,000 experts. It is a leading provider of conservation data, assessments, and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools, and international standards.

IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples’ organisations, and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.

Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems, and improve people's well-being.