About ActionAid Tanzania

ActionAid Tanzania (AATZ) is an anti-poverty agency working to end poverty and injustice. It is an affiliate member of the ActionAid International Federation, a global organization working with women, men, and children experiencing poverty and exclusion to find solutions to alleviate poverty and injustice.

ActionAid Tanzania has operated in Tanzania since 1998, initially as a cross-border initiative by ActionAid Kenya, before becoming a full-fledged Country Programme in 2000. The organization began operations in Zanzibar in 2001 and has since implemented five country strategy papers contributing to Tanzania’s development. AATZ is registered in Tanzania Mainland and complies with the Zanzibar Society Act No. 6 of 1995. It is also represented at the ActionAid International Assembly.

Qualified young women candidates are highly encouraged to apply.

Job Purpose

The Executive Coordinator will provide administrative and coordination support to the Country Director, Board, and Senior Management Team (SMT).

The position will facilitate internal and external communications on behalf of the Country Director, coordinate and support Board and General Assembly activities, liaise with relevant stakeholders, and coordinate front-office operations and related administrative activities.

Key Responsibilities

Executive Coordination and Support

• Facilitate the Country Director’s travel itineraries, meeting and appointment schedules.
• Respond to inquiries from internal and external stakeholders, consulting the Country Director as appropriate.
• Manage incoming and outgoing mail, emails, and phone calls.
• Facilitate the Country Director’s visa processes in coordination with the Human Resource and Administration Department and relevant authorities.
• Serve as the primary point of contact for the Country Director’s engagement with Board members, General Assembly members, staff, and external stakeholders.
• Manage the Country Director’s budget in close coordination with Finance, including budget development, monitoring, expenditure tracking, and review of management accounts.
• Facilitate communication and coordination between Senior Management Team members and external stakeholders.

Senior Management Team Coordination

• Develop the Senior Management Team meeting calendar.
• Coordinate the scheduling and organization of SMT meetings in consultation with the Country Director.
• Take minutes of SMT meetings.
• Circulate draft minutes for review and comments.
• Incorporate agreed revisions and ensure final minutes are approved, signed, and properly filed.
• Follow up on implementation of action points arising from SMT meetings.
• Provide regular updates to the Country Director on the status of action points.

Board and General Assembly Support

• Attend all Board and General Assembly meetings.
• Take minutes of Board and General Assembly meetings.
• Circulate draft minutes for review and comments.
• Incorporate agreed revisions and ensure final minutes are signed by the relevant authorities and properly filed.
• Coordinate and maintain accurate records of communications between Board and General Assembly members and Senior Management Team members.
• Follow up on implementation of action points arising from Board and General Assembly meetings.
• Provide updates to relevant stakeholders as appropriate.
• Advise the Board on legal matters in partnership with Governance and relevant processes.

Front Office and Administration

• Manage the front desk and reception.
• Perform office administration and secretarial functions to facilitate the efficient running of the office.
• Ensure the front desk office, equipment, and documents are kept neat, organized, and presentable.
• Arrange and coordinate appointments and meetings for key staff.
• Respond to routine inquiries from visitors and representatives of other organizations.
• Provide accurate information or direct visitors to the appropriate staff member when necessary.
• Disseminate relevant information to Programme Areas, other organizations, and the wider Country Programme as appropriate.
• Facilitate the timely flow of information and documents to field staff through written communication, email, and other appropriate channels.

Key Competencies and Skills

• Strong liaison, interpersonal, and stakeholder engagement skills.
• At least five (5) years of hands-on experience in executive coordination and supporting Board meetings and related governance processes.
• Excellent written and verbal communication skills.
• Professional minute-taking and report-writing skills.
• Demonstrated ability to plan, organize, and coordinate meetings, events, and official functions effectively.
• Strong strategic thinking, planning, and organizational skills.
• Ability to establish, maintain, and strengthen positive and professional working relationships with staff and stakeholders.
• Strong interpersonal, teamwork, and relationship-management skills.
• High level of integrity and ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision while exercising sound judgment and initiative.
• Proficiency in Microsoft Office applications, particularly:
  • Microsoft Word.
  • Microsoft PowerPoint.
  • Microsoft Excel.
• Strong analytical, problem-solving, and decision-making skills.

Academic and Professional Qualifications

• Bachelor’s degree in any of the following fields from a recognized institution:
  • Public Administration.
  • Business Administration.
  • Management.
  • Governance.
  • Secretarial Studies.
  • Office Administration.
  • Law.
  • Public Relations.
  • International Relations.
  • A related field.
• A Master’s degree or relevant professional qualification in Management, Governance, Administration, Law, Corporate Governance, or a related field will be an added advantage.
• At least five (5) years of relevant experience in executive coordination, office administration, Board/committee secretariat support, or a similar role, preferably within an NGO or international organization.
• Demonstrated experience in Board and governance processes, including:
  • Meeting coordination.
  • Minute-taking.
  • Records management.
  • Follow-up of decisions and action points.
• Good computer skills, particularly Microsoft Word, Excel, and PowerPoint.
• Strong secretarial and administrative skills.

Equal Opportunity Statement

ActionAid Tanzania is an equal opportunity employer and welcomes applications from suitably qualified candidates regardless of sex, race, disability, age, sexual orientation, gender identity or reassignment, religion or belief, marital status, pregnancy, or maternity status.

• Facilitate the Country Director’s travel itineraries, meeting and appointment schedules.
• Respond to inquiries from internal and external stakeholders, consulting the Country Director as appropriate.
• Manage incoming and outgoing mail, emails, and phone calls.
• Facilitate the Country Director’s visa processes in coordination with the Human Resource and Administration Department and relevant authorities.
• Serve as the primary point of contact for the Country Director’s engagement with Board members, General Assembly members, staff, and external stakeholders.
• Manage the Country Director’s budget in close coordination with Finance, including budget development, monitoring, expenditure tracking, and review of management accounts.
• Facilitate communication and coordination between Senior Management Team members and external stakeholders.
• Develop the Senior Management Team meeting calendar.
• Coordinate the scheduling and organization of SMT meetings in consultation with the Country Director.
• Take minutes of SMT meetings.
• Circulate draft minutes for review and comments.
• Incorporate agreed revisions and ensure final minutes are approved, signed, and properly filed.
• Follow up on implementation of action points arising from SMT meetings.
• Provide regular updates to the Country Director on the status of action points.
• Attend all Board and General Assembly meetings.
• Take minutes of Board and General Assembly meetings.
• Circulate draft minutes for review and comments.
• Incorporate agreed revisions and ensure final minutes are signed by the relevant authorities and properly filed.
• Coordinate and maintain accurate records of communications between Board and General Assembly members and Senior Management Team members.
• Follow up on implementation of action points arising from Board and General Assembly meetings.
• Provide updates to relevant stakeholders as appropriate.
• Advise the Board on legal matters in partnership with Governance and relevant processes.
• Manage the front desk and reception.
• Perform office administration and secretarial functions to facilitate the efficient running of the office.
• Ensure the front desk office, equipment, and documents are kept neat, organized, and presentable.
• Arrange and coordinate appointments and meetings for key staff.
• Respond to routine inquiries from visitors and representatives of other organizations.
• Provide accurate information or direct visitors to the appropriate staff member when necessary.
• Disseminate relevant information to Programme Areas, other organizations, and the wider Country Programme as appropriate.
• Facilitate the timely flow of information and documents to field staff through written communication, email, and other appropriate channels.

• Strong liaison, interpersonal, and stakeholder engagement skills.
• Excellent written and verbal communication skills.
• Professional minute-taking and report-writing skills.
• Demonstrated ability to plan, organize, and coordinate meetings, events, and official functions effectively.
• Strong strategic thinking, planning, and organizational skills.
• Ability to establish, maintain, and strengthen positive and professional working relationships with staff and stakeholders.
• Strong interpersonal, teamwork, and relationship-management skills.
• High level of integrity and ability to handle confidential and sensitive information with discretion.
• Ability to work independently with minimal supervision while exercising sound judgment and initiative.
• Proficiency in Microsoft Office applications, particularly:
• Microsoft Word.
• Microsoft PowerPoint.
• Microsoft Excel.
• Strong analytical, problem-solving, and decision-making skills.
• Good computer skills, particularly Microsoft Word, Excel, and PowerPoint.
• Strong secretarial and administrative skills.

• Bachelor’s degree in any of the following fields from a recognized institution: Public Administration, Business Administration, Management, Governance, Secretarial Studies, Office Administration, Law, Public Relations, International Relations, or A related field.
• A Master’s degree or relevant professional qualification in Management, Governance, Administration, Law, Corporate Governance, or a related field will be an added advantage.
• At least five (5) years of relevant experience in executive coordination, office administration, Board/committee secretariat support, or a similar role, preferably within an NGO or international organization.
• Demonstrated experience in Board and governance processes, including: Meeting coordination, Minute-taking, Records management, Follow-up of decisions and action points.