Executive Assistance

The Executive Assistance will provide high-level administrative and executive support to the Country Director to ensure effective and efficient functioning of the Country Director s office. In addition the role provides logistical and administrative support to Country Leadership Team including support to international visitors and Expatriates.

The role requires a high degree of professionalism discretion confidentiality and judgment as well as excellent organizational and communication skills.

1. Executive and Strategic Support

Provide proactive high-level executive assistance to the Country Director to enhance decision-making workflow management and execution of strategic priorities.

Manage and optimize the Country Director s calendar by anticipating and prioritizing engagements.

Screen triage and prioritize incoming communication (emails phone calls letters) responding where appropriate and ensuring timely follow-up on urgent and sensitive matters.

Coordinate with technical teams to prepare high-quality briefing materials talking points presentations and meeting documentation tailored to the needs of the Country Director.

Track monitor and follow up on key decisions deliverables and strategic initiatives to ensure accountability and progress across departments.

Prepare briefing documents minutes and action points for internal and external meetings.

To provide logistical and programmatic support to the Country Leadership Team or anyone else at the discretion of the Country Director.

2. Administrative Leadership and Office Coordination

Design and manage efficient administrative systems to support the smooth functioning of the Country Director s office including filing records management document control and knowledge management tools.

Lead the coordination of complex international and domestic travel itineraries including visa arrangements logistics and allowances ensuring efficiency and cost-effectiveness.

Draft letters/emails memos and reports acknowledgement letters personal correspondences ensuring high-quality presentation and accuracy.

Coordinate travel arrangements including visas flight bookings accommodation and logistics for the Country Director and CLT

Prepare applications for work permit/residence permit/verification of certificates/camp permit/visas/TINs and NIDA to ensure all expatriates have legal papers.

Coordination and management of international visitors on travel visa logistics mandatory briefings such as security & safeguarding.

Visitors schedules well planned and shared with all relevant parties in good time

Maintain strict confidentiality exercising sound judgment in the handling of sensitive information.

3. Strategic Liaison and Stakeholder Engagement

Act as a trusted liaison between the Country Director and internal teams donors government partners and external stakeholders promoting timely and accurate information flow.

Anticipate information needs and manage the seamless exchange of communication between departments and external partners to support high-level advocacy partnerships and collaboration.

Coordinate and ensure proper preparation and briefing for high-stakes engagements including meetings with donors government agencies board members and international visitors.

In liaison with the Head of Program Implementation ensure the annual returns are paid annually and keep track of NGO registration renewal timely manner

4. High-Level Event and Meeting Management

Lead the organization and execution of strategic meetings workshops and events chaired by the Country Director including agenda planning participant coordination logistics and documentation.

Ensure effective meeting outcomes through diligent preparation high-quality minute-taking tracking of action points and follow-up with relevant stakeholders.

Collaborate with relevant departments to ensure visibility media coverage and alignment of events with organizational strategy and messaging.

Use digital tools and platforms to organize hybrid or virtual meetings when needed ensuring inclusive participation and technical reliability.

5. Project Coordination and Executive Task Management

Provide project management support to the Country Director by monitoring progress on key organizational priorities and flagging delays or risks.

Maintain an up-to-date executive dashboard or task tracker for strategic initiatives enabling clear visibility on deadlines milestones and responsibilities.

Manage special projects delegated by the Country Director with minimal supervision ensuring delivery within scope timeline and quality expectations.

6. Social media and Digital Messaging Support

Support the Country Director in enhancing their public presence and advocacy efforts by managing official messaging on selected social media platforms in alignment with organizational communication standards.

Draft review and schedule strategic content for platforms such as LinkedIn Twitter (X) Facebook and others ensuring consistency in tone accuracy and alignment with ongoing campaigns or events.

Monitor social media engagement and trends relevant to the Country Director s work suggesting opportunities for visibility or responses where appropriate.

Collaborate with the Communications team to ensure all public-facing content is integrated into broader digital strategies and reflects the organization s values and impact.

Requirements

Bachelor s degree in Business Administration Public Administration Communications or a related field.

At least 4 years of proven experience in a similar role preferably within an INGO or international development organization.

Experience in working with senior-level executives and handling confidential matters.

Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).

Familiarity with development issues in Tanzania and/or the region is an added advantage.

Application and understanding of countrys Labour law and visa/ work permit guidelines

Project delivery support experience in NGOs