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Assistant to the Executive Director Needed at Twaweza July 2025
Assist in managing the Executive Director’s workload and schedule, making sure that important tasks, travel, and meetings are all efficiently coordinated.
When necessary, offer the Executive Director administrative support while being professional and efficient.
By setting up meetings and recording precise and understandable minutes, you may help the Executive Director make sure the Senior Management Team runs efficiently.
Plan and coordinate manager and huddle meetings, including creating the agenda and taking minutes.
Tanzania, Uganda, and Kenya are home to the regional civil society organization Twaweza East Africa. We envision an open society where everyone participates, information and ideas are freely exchanged, and government functions better for the people, all based on the human need to make a difference. To learn more, please go to www.twaweza.org.
The dynamic, equal opportunity company Twaweza is seeking an Assistant to the Executive Director who is capable, productive, and enthusiastic.
Overall Responsibility:Â
High-level support is given to the Executive Director by the Assistant, who helps her manage a changing workload, facilitates internal collaboration, and makes sure important priorities are followed up on promptly.
The Assistant will support the planning and recording of internal meetings, assure effective communication within the Senior Management Team, and assist in managing the Executive Director’s schedule. Along with keeping organized records and serving as a point of contact for internal and external stakeholders in compliance with policies and the highest standards of quality, integrity, and transparency, the function also entails checking important papers for accuracy and completeness.
Specific Responsibilities
- Review key documents and management reports submitted to the Executive Director for quality, accuracy and compliance with policies, and provide feedback where appropriate.
- Help manage the Executive Director’s schedule and workload, ensuring effective coordination of meetings, travel, and key tasks.
- Provide administrative support to the Executive Director, as needed, maintaining efficiency and professionalism.
- Assist the Executive Director in ensuring the Senior Management Team functions effectively by coordinating meetings and documenting clear and accurate minutes.
- Prepare and organise Managers’ and huddle meetings, including agenda setting and minute-taking.
- Facilitate effective information and communication flow between the Executive Director’s office, staff and external parties, ensuring timely documentation.
- Maintain a well-organised physical and digital filing system for the Executive Director’s office, ensuring timely documentation.
- Advise and support the Executive Director and other management-level staff on work-related matters.
- Review and manage contracts to ensure compliance with internal requirements, and oversee timely signing, especially in the absence of responsible persons.
General Responsibilities:
- Actively participate in organization-wide learning and other joint activities.
- Adhere to and promote Twaweza values, policies, regulations, guidelines and procedures.
- Execute the above responsibilities and assigned work plan activities in line with the approved budget and in full compliance with Twaweza policies.
- Contribute effectively to the planning, monitoring, reporting, and dissemination of Twaweza’s work.
- Collaborate with Twaweza staff across units and countries in a spirit of mutual respect and cooperation to get things done.
- Keep colleagues informed by actively updating internal systems (SalesForce), electronic calendar (Gcal) and being accessible on electronic communication platforms as per Twaweza requirements.
- Perform any other lawful duties as assigned by the Executive Director or other senior staff.
Core Qualifications:
- At least three years of experience in a similar or relevant role.
- Excellent writing skills in English and Kiswahili, with a keen attention to detail.
- Good basic knowledge of development and governance issues.
- A relevant first degree from a recognised institution.
- Willing and ready to take on different tasks and responsibilities.
- High level of creativity, curiosity and imagination.
- Able to multi-task and ‘keep many balls in the air’.
- Strong computer, typing and word processing skills and use of databases and the internet.
- Excellent organisational, reporting and time management skills.
- Demonstrated ability to deliver results and get things done with minimal supervision.
Terms and conditions
Twaweza offers an attractive, internationally competitive salary and benefits package.
How to Apply
Twaweza is an equal opportunity employer committed to gender equality; therefore encourages all qualified applicants to apply by 11 August 2025.
To apply for this position, please submit the following documents in MS Word or PDF format to [email protected]Â
- Your CV (max 4 pages)
- A cover letter explaining your interest/motivation for working with Twaweza Â
- Two samples of your written work (e.g. minutes, reports, memos, or similar professional documents)
- Names and contact details of 3 referees
Please include your name and the position you are applying for in the subject line of your email.
Only shortlisted candidates will be invited to interviews.
Thank you for considering this role to advance the mission of Twaweza East Africa
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