Job Description

How will you fight for an AIDS-free generation?

The Senior Project Coordinator serves as a key liaison for internal and external stakeholders on all matters related to the Office of the Country Director / Chief of Party for the USAID Afya Yangu Northern Project. This dual-role provides comprehensive project management and high-level administrative support to the Country Director and the Country Management Team, ensuring effective planning, coordination, documentation, and logistical oversight.

No two days are alike at EGPAF, but what can you expect in this role?

Project Coordination

• Support the development, review, and submission of donor reports and project deliverables.
• Coordinate subgrantee management and ensure compliance with donor requirements.
• Serve as the focal point for award maintenance, including amendments, budget realignments, prior approval requests, and obligation tracking.
• Organize and document management meetings, including monthly reviews, project start-up, and close-out activities.
• Maintain project documentation across platforms (Teams, SharePoint, EGPAF Connect, and award management systems).
• Coordinate financial review meetings with in-country and HQ teams; document minutes and track follow-up actions.
• Assist in preparing communication materials such as fact sheets, presentations, and documentation of best practices.
• Collaborate with the Country CIR team to monitor financial risk mitigation and track implementation of internal audit findings.

Executive coordination

• Provide proactive administrative support to the Country Director and management team, ensuring timely follow-up on commitments and actions.
• Manage communications with external stakeholders and maintain positive relationships.

• Review and align documents (contracts, MOUs, timesheets, expense reports) prior to submission for signature.
• Oversee filing systems for the Country Director’s office and project departments.
• Research and prioritize sensitive or confidential issues requiring the Country Director’s attention.
• Coordinate visitor agendas in collaboration with the Administration team.
• Manage in-country logistics for meetings, travel, lodging, and other arrangements.
• Disseminate information effectively on behalf of the Country Director.
• Act as liaison between country teams and the Country Management Team to ensure timely coordination and support.
• Perform other duties as assigned.

Qualifications

To be successful, you will have:

• Bachelor’s degree in Administration, Law, Management, Social Sciences, Public Health, or a related field.
• Minimum 5 years of experience in project administration or executive support, preferably in international NGOs or health programs.
• Fluency in English and Kiswahili (written and spoken).
• Demonstrated maturity and experience supporting senior leadership.
• Strong understanding of Tanzania’s government and donor landscape.
• Proven stakeholder engagement experience with government, donors, and implementing partners.
• Experience in knowledge management and documentation of best practices.
• Excellent copy-editing, proofreading, and formatting skills.
• Proficiency in Microsoft Office and collaborative platforms (Teams, SharePoint).
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities under pressure.
• Strong interpersonal and communication skills; ability to work effectively in multicultural teams.

• Support the development, review, and submission of donor reports and project deliverables.
• Coordinate subgrantee management and ensure compliance with donor requirements.
• Serve as the focal point for award maintenance, including amendments, budget realignments, prior approval requests, and obligation tracking.
• Organize and document management meetings, including monthly reviews, project start-up, and close-out activities.
• Maintain project documentation across platforms (Teams, SharePoint, EGPAF Connect, and award management systems).
• Coordinate financial review meetings with in-country and HQ teams; document minutes and track follow-up actions.
• Assist in preparing communication materials such as fact sheets, presentations, and documentation of best practices.
• Collaborate with the Country CIR team to monitor financial risk mitigation and track implementation of internal audit findings.
• Provide proactive administrative support to the Country Director and management team, ensuring timely follow-up on commitments and actions.
• Manage communications with external stakeholders and maintain positive relationships.
• Review and align documents (contracts, MOUs, timesheets, expense reports) prior to submission for signature.
• Oversee filing systems for the Country Director’s office and project departments.
• Research and prioritize sensitive or confidential issues requiring the Country Director’s attention.
• Coordinate visitor agendas in collaboration with the Administration team.
• Manage in-country logistics for meetings, travel, lodging, and other arrangements.
• Disseminate information effectively on behalf of the Country Director.
• Act as liaison between country teams and the Country Management Team to ensure timely coordination and support.

• Excellent copy-editing, proofreading, and formatting skills.
• Proficiency in Microsoft Office and collaborative platforms (Teams, SharePoint).
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities under pressure.
• Strong interpersonal and communication skills; ability to work effectively in multicultural teams.

• Bachelor’s degree in Administration, Law, Management, Social Sciences, Public Health, or a related field.
• Minimum 5 years of experience in project administration or executive support, preferably in international NGOs or health programs.
• Fluency in English and Kiswahili (written and spoken).
• Demonstrated maturity and experience supporting senior leadership.
• Strong understanding of Tanzania’s government and donor landscape.
• Proven stakeholder engagement experience with government, donors, and implementing partners.
• Experience in knowledge management and documentation of best practices.