Executive Assistant at Plan International , Dar es Salaam

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls. We believe in the power and potential of every child but know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We support children’s rights from birth until they reach adulthood and we enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

ROLE PURPOSE

The position holder will provide Executive, Administrative and Operations support to the Country Director’s office and will work closely with the Supply Chain team and the Country Leadership Team. The post holder reports to the Country Director (CD) and does not approve budgets and payments.  Externally, the position has to maintain link with INGOs, relevant ministries, service providers for coordination and compliance.

ACCOUNTABILITIES

• To provide administrative and programmatic support to the CD and in his/her absence to the nominee.
• Ensures that a comprehensive diary is maintained and communicated well in advance with logistical arrangements.
• Provide logistical and programmatic support to the Country Leadership Team or anyone else at the discretion of the CD.
• Ensure completion of critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CD’s ability to effectively lead the organization.
• Act as the initial contact point for the Country Director’s Office.
• Provide efficient support to the CD and the leadership team by planning and recording regular and Country Leadership Team and Extended Leadership Team meetings, safeguarded and circulate documents and ensure continuity of the leadership team and extended leadership team ventures with full ownership.
• Plan, manage, record and follow-up action items of the Leadership Team and Extended Leadership Team meetings to ensure execution and continuity.

• Take, compile and store notes and minutes of meetings as requested

• Follow-up the status of agreed action points between the CD, Leadership team and relevant stakeholders and timely up-date the CD by liaising with all the leadership team and stakeholders on behalf of the CD.

• To co-ordinate, monitor and make travel and logistical arrangements for the CD and Country Leadership Team.
• Co-ordinate the preparation of briefing information for the CD relating to travel/conferences, working closely with departmental colleagues as appropriate.
• Provide back-up support to ensure the effective and timely response to requests from Donors, other NGOs, press and media, staff and partners of Plan.
• Direct requests for information or assistance from outside bodies to staff as appropriate. Ensure action is taken and that good public relations are maintained.
• To provide logistical and administrative support for the organization of seminars, meetings, workshops, conferences, and training sessions organized through the CD’s office.
• Organize, safeguard and avail the Organization contracts, licenses and other central documents under the Country Director’s office.
• To manage all office expenses to support the CD’s office, and raise the necessary request for purchase requisitions.
• To implement and maintain robust office systems including filing and record keeping for the CD’s office.
• Preparation of invitation/visa letters where applicable for visitors to enable them

acquire visas either prior or upon arrival at the airport

• Coordinating documentation and communication to CD’s office requiring signature and attention.
• Circulating memos for information to all staff
• Sharing of Pre-visit/Travel Safety & Security Advisory information to international visitors to CO, ensuring that they are signed and keep a record of them.
• Ensuring that airport pick-ups are arranged for international visitors
• In liaison with Head of Program Implementation, keep track of Plan NGO Registration to ensure that it is kept renewed
• In liaison with Head of Program Implementation, ensure that Annual Returns are paid annually through the relevant Ministry.

• Raise Purchase Requisitions for operations related activities
• Support raising Good Receipt Notes in SAP

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Tanzania contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Follow this link to view full role profile

Location: Dar es Salaam

Type of Role: Fixed Term

Reports to: Country Director

Closing Date: 30th September 2025

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.