About the job

We are seeking a highly organized and detail-oriented Executive Secretary to support regulatory compliance, corporate governance, immigration administration, trademark management, and general administrative operations. The successful candidate will ensure timely compliance with statutory and regulatory requirements while coordinating with government authorities, regulatory bodies, and internal stakeholders

Responsibilities

Regulatory Compliance & Corporate Affairs

• Coordinate and monitor compliance requirements with government regulatory bodies, including BRELA, TMDA, TBS, NEMC, LATRA, Labour and Immigration departments.
• Process and renew business licenses, permits, certificates, and statutory registrations.
• Manage annual returns, beneficial ownership submissions, and export license renewals.
• Maintain compliance records and ensure all statutory obligations are fulfilled within prescribed timelines.
• Liaise with government authorities regarding regulatory matters and official correspondence.

Trademark & Intellectual Property Management

• Coordinate local and international trademark applications and renewals.
• Monitor trademark registration processes and certification validity.
• Maintain and update trademark records and documentation.
• Ensure timely renewal and protection of company trademarks in local and export markets.

Immigration & Expatriate Administration

• Coordinate work permit, residence permit, business visa, dependent pass, and student pass applications and renewals.
• Prepare supporting documentation for labour and immigration submissions.
• Monitor immigration status and compliance requirements for expatriate employees.
• Maintain accurate expatriate records and documentation.

Recruitment & Employee Onboarding

• Support recruitment activities for local and expatriate employees through recruitment and outsourcing agencies.
• Coordinate onboarding processes, including document verification, offer letter issuance, visa assistance, and travel arrangements.
• Maintain personnel records and onboarding documentation.

Facility & Administrative Management

• Coordinate travel arrangements and related administrative support.
• Assist with passport renewals, birth registrations, and embassy-related documentation for expatriates and dependents.
• Manage calendars, official correspondence, and administrative records.
• Support facility management activities and other assigned administrative duties.

Documentation & Records Management

• Maintain regulatory, contractual, and statutory documentation.
• Manage distributor agreements, construction-related documentation, and outsourcing compliance records.
• Ensure proper filing, tracking, and updating of all compliance-related documents.
• Coordinate courier and document dispatch activities through designated platforms.

Requirements

• Bachelor's Degree in Law, Business Administration, Public Administration, Human Resource Management, or a related field.
• Minimum of 3–5 years of experience in compliance, corporate affairs, regulatory affairs, administration, or a similar role.
• Strong understanding of Tanzanian regulatory requirements and government procedures.
• Experience dealing with BRELA, TMDA, TBS, NEMC, LATRA, Labour and Immigration authorities will be an added advantage.
• Knowledge of trademark registration and intellectual property management is desirable.
• Excellent organizational, communication, and stakeholder management skills.
• High attention to detail and ability to manage multiple priorities simultaneously.
• Proficiency in Microsoft Office applications

• Coordinate and monitor compliance requirements with government regulatory bodies, including BRELA, TMDA, TBS, NEMC, LATRA, Labour and Immigration departments.
• Process and renew business licenses, permits, certificates, and statutory registrations.
• Manage annual returns, beneficial ownership submissions, and export license renewals.
• Maintain compliance records and ensure all statutory obligations are fulfilled within prescribed timelines.
• Liaise with government authorities regarding regulatory matters and official correspondence.
• Coordinate local and international trademark applications and renewals.
• Monitor trademark registration processes and certification validity.
• Maintain and update trademark records and documentation.
• Ensure timely renewal and protection of company trademarks in local and export markets.
• Coordinate work permit, residence permit, business visa, dependent pass, and student pass applications and renewals.
• Prepare supporting documentation for labour and immigration submissions.
• Monitor immigration status and compliance requirements for expatriate employees.
• Maintain accurate expatriate records and documentation.
• Support recruitment activities for local and expatriate employees through recruitment and outsourcing agencies.
• Coordinate onboarding processes, including document verification, offer letter issuance, visa assistance, and travel arrangements.
• Maintain personnel records and onboarding documentation.
• Coordinate travel arrangements and related administrative support.
• Assist with passport renewals, birth registrations, and embassy-related documentation for expatriates and dependents.
• Manage calendars, official correspondence, and administrative records.
• Support facility management activities and other assigned administrative duties.
• Maintain regulatory, contractual, and statutory documentation.
• Manage distributor agreements, construction-related documentation, and outsourcing compliance records.
• Ensure proper filing, tracking, and updating of all compliance-related documents.
• Coordinate courier and document dispatch activities through designated platforms.

• Excellent organizational skills
• Excellent communication skills
• Stakeholder management skills
• High attention to detail
• Ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office applications

• Bachelor's Degree in Law, Business Administration, Public Administration, Human Resource Management, or a related field.
• Minimum of 3–5 years of experience in compliance, corporate affairs, regulatory affairs, administration, or a similar role.
• Strong understanding of Tanzanian regulatory requirements and government procedures.
• Experience dealing with BRELA, TMDA, TBS, NEMC, LATRA, Labour and Immigration authorities will be an added advantage.
• Knowledge of trademark registration and intellectual property management is desirable.