Internal & External Vacancy Advertisement

ActionAid Tanzania is an anti-poverty agency working to end poverty and injustice. “Qualified young women candidates are highly encouraged to apply for this position”

ActionAid Tanzania (AATZ) is an affiliate member of the ActionAid International Federation, a global force working with women, men, and children living in poverty and exclusion to find solutions to alleviate poverty and injustice. AATZ has been operating in Tanzania since 1998 as a cross-border initiative by ActionAid Kenya and later transformed into a full-fledged Country Program in 2000. We started our operations in Zanzibar in year 2001. Since then, we have rolled out five country strategy papers that have contributed to the overall development of the country. AATZ is registered in the Tanzania Mainland and complied with the Zanzibar Society Act no 6 of 1995. AATZ is represented at the ActionAid International Assembly.

Currently, the organization is looking for a qualified, experienced, and self-motivated young person to fill in the following vacant position:

Job Title: Executive Coordinator

Workstation: Head Office, Dar es Salaam

Reports to: Country Director

Job Role

The purpose of this position is to provide administrative and coordination support to the Country Director, Board, and Senior Management Team. The role involves facilitating internal and external communications on behalf of the Country Director, coordinating and supporting Board and General Assembly activities, liaising with relevant stakeholders, and Coordinating front-office operations and related administrative activities.

Key Responsibilities

• Facilitate the Country Director’s travel itineraries, meeting and appointment schedules, and 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 (HR) 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 other 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 (SMT) members and external stakeholders.
• Develop the Senior Management Team (SMT) meeting calendar and 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, and ensure that final versions are approved, signed, and properly filed.
• Follow up on the implementation of action points arising from SMT meetings and provide regular updates to the Country Director.
• Attend all Board and General Assembly meetings, take minutes, circulate draft minutes for review and comments, incorporate agreed revisions, and ensure that final minutes are signed by the relevant authorities and properly filed.
• Coordinate and maintain accurate records of all communications between Board and General Assembly members and Senior Management Team members.
• Follow up on the implementation of action points arising from Board and General Assembly meetings and provide updates to relevant stakeholders as appropriate.
• To manage the front desk and reception by performing a variety of office administration, secretarial function aimed at facilitating 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, providing accurate information or directing them to the appropriate staff member as 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 as necessary.
• Advise the Board on legal matters partnering Governance and processes.

Key Competencies and Skills

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

Academic and Professional Qualifications

• Bachelor’s degree in Public Administration, Business Administration, Management, Governance, Secretarial Studies, Office Administration, Law, Public Relations, International Relations, or a related field from a recognised institution.
• 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 years’ relevant experience in executive coordination, office administration, Board/committee secretariat support or a similar role, preferably in an NGO or international organisation.
• Demonstrated experience in Board and governance processes, including meeting coordination, minute-taking, records management and follow-up of decisions and action points.
• Good computer skills, particularly Microsoft Word, Excel and PowerPoint, and strong secretarial and administrative skills.

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. Women are particularly encouraged to apply.

How to Apply:

Interested candidates may send their CV’s and reference letter from direct line managers through jobs.tanzania@actionaid.org, CC: agness.gondwe@actionaid.org.

The deadline for submission is 17th October 2026 at 17:00 hours.