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.

·       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 country's Labour law and visa/ work permit guidelines

·       Project delivery support experience in NGOs