Annex 1 JOB DESCRIPTION. Technically reports to. Technically supervises

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1 WWF-Cambodia 21, Street 322, Boeung Keng Kang I, Phnom Penh, Cambodia P.O. Box: 2467 Tel: Fax: Annex 1 JOB DESCRIPTION Position title Directly reports to Technically reports to Supervises Technically supervises Location: : Executive Assistant : Country Director : NA : N/A : N/A : Phnom Penh, Cambodia Background WWF has a long established presence in the Mekong region, starting in Vietnam in Since then, WWF operations have grown to four Country offices based in Cambodia (Phnom Penh), Laos (Vientiane), Thailand (Bangkok) & Vietnam (Hanoi), including a Regional team spread across the four countries. In order to be relevant with partners at provincial levels and deliver conservation results in landscapes, Greater Mekong (GM) has also developed 20 field offices across the 4 countries and 6 landscapes. WWF-GM will now also be establishing an office in Myanmar this year. Following a strong track record of conservation delivery over the last 20 years, WWF has established both the credibility and presence to deliver conservation impact at all levels from provincial, to national to regional. WWF Greater Mekong Programme Office has embarked on new strategic plan FY16-FY20. The new strategic plan outlines changes in the way WWF-GM operates, both in conservation and operation aspects. The Greater Mekong region is one of the biologically richest places on the planet; its varied natural resources support the livelihoods and well-being of millions of people in mainland Southeast Asia. WWF-Greater Mekong on the ground in Cambodia, Laos, Myanmar, Thailand and Vietnam is working to conserve the region s biodiversity and build a secure and sustainable future for people and wildlife. I. Major Function The Executive Assistant provides a full secretarial and administrative support service to the Country Director and Conservation Program Manager within WWF Cambodia. II. Major Responsibilities A. Secretarial and Administrative Support Provide support in logistic arrangements of country events and meetings conducted in Cambodia including tickets, accommodation and venue booking, visas for participants, etc., and coordinate with admin teams to arrange for those conducted in WWF Cambodia when required. President: Yolanda Kakabadse Director General: James P.Leape President Emeritus: HRH The Duke of Edinburgh Founder President: HRH Prince Bernhard of the Netherlands Registered as: WWF-World Wide Fund For Nature WWF-Fondo Mondiale per la Natura WWF-Fondo Mundial para la Naturaleza WWF-Fonds Mondial pour la Nature WWF-Welt Natur Fonds Also known as World Wildlife Fund

2 Prepare agenda, logistic and perform minutes-taking in the Country Management Team and Program Management Team meetings and circulate the meeting minutes to relevant staff in a timely manner. Take note in other meeting if required. Assist to follow up action points agreed upon in the regular CMT meeting, PMT Meeting and other agreed action points. Arrange conference calls (webex, skype call, telephone) when required Coordinate development of country/programme s internal coordination plan with members of Country Management Team (CMT), members of Program Management Team to include major events, workshops, seminars, visits, travels etc, and organise and monitor these information in country/programme Google calendar to allow easy access and viewing by all, and avoid sharing many copies with members of the managements. Handle internal and external appointments and meetings. Provide support in translation and interpretation, summary of correspondences and documents as needed Set-up WWF Cambodia address/contacts database - Compile, maintain and update address of related institutions, people etc. In appropriate and easier manner to be reference when needed. Compile related letter in and document and submit to Country Director with concise notes accordingly. Coordinate with relevant staff to ensure speeches, remarks, key notes and letters in both Khmer and English for Country Director and Conservation Manager in timely manner. Liaise with government officials in administration, secretary or similar functions to follow up on WWF s letters, meeting requests, report/pr/update submissions to make sure of their reception and monitor their response/reaction, and report to WWF management. Prepare information packs to include relevant print materials and documents depending on topics of discussion to assist the management s meetings with government agencies, donors, NGO partners, provincial authorities, WWF- Cambodia s staff and corporations. Compile and file the organisational documents for Country Director including Strategic Planning, APMS, SPMS, Project reports, survey, research reports, MoU, Permission from relevant authorities, contracts, agreements, case studies, CD, DVD or films/song, policy and others. Provide a comprehensive and reliable filing and photocopying services when required. Assist Conservation Programme Manager ensuring project grant agreements, project consulting contracts; maintain grant agreement and project consulting contracts database is in place. Follow up with grantees and consultants and make sure all payments requests and deliverables are submitted to WWF on time and approved before passing to finance & admin unit for payment.

3 Notice to Conservation Manager and project Managers on the status of grant agreements and project consultant contracts. Perform other duties as requested by the CD/CPM. B. Networking Promote and build good working relationships with all parts of the organization work closely with CMT team members and Landscape managers. This Job Description covers the main tasks and conveys the spirit of the sort of tasks that are anticipated proactively from staff. Other tasks may be assigned as necessary according to organizational needs. III. Working Relationships: 1. Internal WWF-GM: Interact on a regular basis with CMT members and admin team of WWF Cambodia. Interact with admin teams of other country offices when required. WWF Network: Contact Admin team of GMPO upon request IV. 2. External Liaise with FA, FiA, MAFF, MoE staff and other key counterparts/ Ministries for administration matters Requirements 1. Education and Qualification Bachelor's degree in English, social sciences, business administration, business management or in relevant fields 2. Knowledge Basic knowledge of environmental and conservation issues in Cambodia is an advantage Good knowledge of administration working system Good understanding of normal practice in non-profit organizations. 3. Experience At least 2 years of working experience as Secretary or Administration Assistant preferably with Non-governmental Organization. Experience of working in a multi-cultural environment or international organization is preferred 4. General Skill Communications Networking and interpersonal Teamwork Fluency in written and spoken English and Khmer language

4 Proficiency in MS Office 5. Technical Skill Organization and time management Organizational awareness and service orientation 6. Ability Working under pressure of deadline 7. Personality Detail focus Dynamic Friendly 8. Job Competencies: b. WWF Focus: Acts as a member of One WWF, placing higher priority on WWF s goals than own goals and anticipating the effects of own area s actions on others to ensure holistic WWF outcomes c. External Orientation: Looks outwards ensuring WWF stays relevant, continues to anticipate and adapt to external environmental and global trends d. Delivering Quality Outcomes: Establishes stretch goals, plans, using best judgment and takes responsibility for planning to and delivering on outcomes e. Building Working Relationships: Builds collaborative relationships through the understanding and development of other s and own ideas f. Communicating Effectively: Uses appropriate means of communication to convey messages, seeks input from others and ensures understanding V. WWF's Mission and Values 1. It is part of every staff member's Job Description to contribute to WWF's mission: WWF s Mission is to stop the degradation of the planet's natural environment and to build a future in which humans live in harmony with nature, by: conserving the world's biological diversity ensuring that the use of renewable natural resources is sustainable reducing pollution and wasteful consumption. 2. It is also part of every staff member's Job Description to embody WWF's values, WWF's core values help describe what makes WWF a unique and special place to work. WWF's values guide individual employees, shape interactions between all employees and departments, and foster strong relationships with our external partners and supporters. We are: Engaging Open, available, accessible Optimistic

5 Inspiring, positive, ambitious, successful Determined Passionate, urgent, results-oriented Knowledgeable Science and facts based, wise/smart, intelligent, expert