iii) To implement the objectives of RETOSA and its functions as set out in this Charter; iv) To prepare reports, budgets, plans, circulars, press releases and any other documentation necessary for the carrying out of the business of RETOSA; v) To mobilise human resource and asset management processes; vi) To represent RETOSA in its relations with any third parties, including governments and, to negotiate agreements, contracts and related legal instruments approved by the Board; vii) To maintain good relations with Member States and establish relations with third parties, including lodging of membership applications; viii) To convene and service RETOSA Board meetings; ix) To undertake functions and duties as may be assigned within, or be incidental to the terms and conditions of the Organisation's Charter and by-laws. 7.5.5 Duties of the Executive Director shall include ensuring the proper and responsible operations of the Secretariat and its functions, assisted by such special services staff as may be required and approved by the Board. 7.5.6 In the event of incapacity of the Executive Director, the Board shall take whatever steps are necessary for his or her replacement. 7.5.7 The Secretariat staff shall be recruited,.appointed .and <:ootr.acted by the Executive on such terms and conditions as shall be determined by the Board of Directors, provided: i) that staff shall be recruited on as wide a geographical basis as possible from among Member States; ii) in the event that no suitable candidates are available from Member States., the decision to recruit from outside the region shall be made by the Board of Directors. Director 7.5.8 Unless so authorised in the performance of their duties in terms of the Charter, or of specific decisions of the Committee of SADC Tourism Ministers, the Executive Director .and/or staff shall not seek or receive instructions from any authority external to RETOSA .and shall refrain from any action incompatible with their position as officials responsible only to RETOSA. i) RETOSA members shall respect the exclusive international character of the responsibilities of the Executive Director and staff and shall refrain from interfering in the impartial discharge of their duties. ii) The Secretariat and E-recutive Director shall at .all .times func.tion and operate in accordance with the provisions of this Charter and its by-laws as may be amended from time to time. 8