Vacancy title:
Executive Assistant

[Type: FULL_TIME, Industry: Agriculture, Food, and Natural Resources, Category: Admin & Office]

Jobs at:
International Institute of Tropical Agriculture (IITA)

Deadline of this Job:
Monday, July 28 2025

Duty Station:
Tanzania | Dar es Salaam | Tanzania

Summary
Date Posted: Friday, July 11 2025, Base Salary: Not Disclosed

Similar Jobs in Tanzania
Learn more about International Institute of Tropical Agriculture (IITA)
International Institute of Tropical Agriculture (IITA) jobs in Tanzania

JOB DETAILS:

Key Responsibilities

Coordination of the Administration Function of the Hub Director’s Office

• Manage EA Hub Director’s calendar of events, ensuring that day-to-day priorities are met effectively.
• Coordinate all travel arrangements for the Hub Director, including travel itineraries, visas, hotel bookings, among others.
• Provide administrative support and act as secretary to meetings organized by the Hub Director as may be requested, including preparing agendas, inviting attendees, taking minutes, generating and distributing reports on a timely manner, and following up on key action items to ensure their timely implementation.
• Welcome, direct, and manage visitors’ appointments to the Hub Director’s and Country Representative’s offices, coordinating all necessary logistics for such visits.
• Assist in event planning and coordination for workshops, conferences, and stakeholder meetings organized by the Hub Director or Country Representative.
• Assist in processing and tracking expense reports, travel claims, and procurement requests relevant to the Hub Director’s activities.
• Draft, coordinate with the admin team on courier, and follow up on responses of letters, mails, and correspondences originating from the Hub Director’s and Country Representative’s offices.
• Manage an effective electronic and physical filing system of all administrative documents within the Hub Director’s and Country Representative’s offices.
• In liaison with Director and Country Representatives, maintain a database of key partners, stakeholders, and collaborators of EA Hub, ensuring it is kept up-to-date.
• In liaison with the communications office, compile and update presentation materials as may be requested by the Hub Director and Country Representative from time to time.
• Compile the monthly EA hub report ensuring timely submission.

Support for the EA Hub and Genetic Innovation (GI) Science Area Management

• In liaison with capacity development and knowledge sharing office, maintain data on students, trainings, and publications for EA Hub and GI Science Area.
• Support the compilation of the EA Hub’s contribution to the institute’s annual reports.
• Work with the EA Hub Communication Officer as necessary to ensure EA Hub information is up-to-date and relevant.
• Generate and provide information relating to EA Hub as requested for both internal and external audiences.
• In liaison with Project Development and Administration Unit (PDAU), follow up for updated information on project and program implementation.
• Compile and update the list of ongoing projects and project pipelines in EA Hub and GI.
• Support the Director and Project Leaders in compiling information for proposal development and completing PDAU project initiation forms as may be required from time to time.
• Supporting Director with tracking financial expenditures of projects.
• Any other duty as may be assigned.

Required Qualifications and Experience

• Bachelor’s degree in business administration, management, or public administration.
• Minimum of 3-5 years’ experience in a similar executive or administrative support role, preferably within an international multicultural organization.
• Experience in the management of donor-funded projects is an added advantage.
• Demonstrated experience in liaising with stakeholders, including government agencies, donors, and international partners.
• Demonstrated experience handling senior-level calendar management, logistics coordination, and office communication.
• Experience in organizing events and meetings, including preparation of documentation and follow-up on action items.

Core Skills and Competencies

• Strong organizational and multitasking skills, with keen attention to detail and ability to meet tight deadlines.
• Possess excellent interpersonal and communication skills, and with good judgment.
• High level of discretion, professionalism, and confidentiality in handling sensitive matters.
• Demonstrated expertise in both written and verbal communication in the English language.
• Strong ability to coordinate, prioritize, and organize workload; take initiative and work under pressure.
• Ability to liaise effectively across departments and diverse teams, and support senior management with minimal supervision.
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with tools such as iCalendar, SharePoint, Teams, Zoom, and electronic filing systems.
• Comfortable managing logistics for travel, reporting, and stakeholder engagements in a fast-paced environment.
• Ability to manage multiple priorities and work across teams.
• Ability to work in a multicultural environment.

General Information

The duration of the contract is two years, renewable subject to performance and availability of funds. This is a nationally recruited position, and IITA offers a competitive remuneration package.

Work Hours: 8

Experience in Months: 36

Level of Education: bachelor degree

Job application procedure
Interested in applying for this job? Click here to submit your application now.

All Jobs | QUICK ALERT SUBSCRIPTION