Executive Assistant Position Announcement
\nOverview of IITA
\nThe International Institute of Tropical Agriculture (IITA) is a not-for-profit institution that generates agricultural innovations to meet Africa\u2019s most pressing challenges of hunger, malnutrition, poverty, and natural resource degradation. Working with various partners across sub-Saharan Africa, we improve livelihoods, enhance food and nutrition security, increase employment, and preserve natural resource integrity. IITA is a member of CGIAR, a global agriculture research partnership for a food-secure future.
\nPosition Details
\nThe International Institute of Tropical Agriculture (IITA) invites applications for a position of Executive Assistant (Reference: IITA-TZ-2025-DSM-010-NRS-DAR ES SALAAM). The overall responsibility of the Executive Assistant is to manage the general administration of the Hub Director\u2019s office and provide administrative support to the IITA Tanzania Country Representative\u2019s office.
\nDuty Station:\u00a0The position will be based at the IITA Mikocheni Office in Dar es Salaam, Tanzania.
\nKey Responsibilities
\nCoordination of the Administration Function of the Hub Director\u2019s Office<\/p>\n
Manage EA Hub Director\u2019s calendar of events, ensuring that day-to-day priorities are met effectively.
\nCoordinate all travel arrangements for the Hub Director, including travel itineraries, visas, hotel bookings, among others.
\nProvide administrative support and act as secretary to meetings organized by the Hub Director as may be requested, including preparing agendas, inviting attendees, taking minutes, generating and distributing reports on a timely manner, and following up on key action items to ensure their timely implementation.
\nWelcome, direct, and manage visitors\u2019 appointments to the Hub Director\u2019s and Country Representative\u2019s offices, coordinating all necessary logistics for such visits.
\nAssist in event planning and coordination for workshops, conferences, and stakeholder meetings organized by the Hub Director or Country Representative.
\nAssist in processing and tracking expense reports, travel claims, and procurement requests relevant to the Hub Director\u2019s activities.
\nDraft, coordinate with the admin team on courier, and follow up on responses of letters, mails, and correspondences originating from the Hub Director\u2019s and Country Representative\u2019s offices.
\nManage an effective electronic and physical filing system of all administrative documents within the Hub Director\u2019s and Country Representative\u2019s offices.
\nIn liaison with Director and Country Representatives, maintain a database of key partners, stakeholders, and collaborators of EA Hub, ensuring it is kept up-to-date.
\nIn liaison with the communications office, compile and update presentation materials as may be requested by the Hub Director and Country Representative from time to time.
\nCompile the monthly EA hub report ensuring timely submission.
\nJob type\u00a0Full-time\u00a0Job<\/p>\n
Support for the EA Hub and Genetic Innovation (GI) Science Area Management<\/p>\n
In liaison with capacity development and knowledge sharing office, maintain data on students, trainings, and publications for EA Hub and GI Science Area.
\nSupport the compilation of the EA Hub\u2019s contribution to the institute\u2019s annual reports.
\nWork with the EA Hub Communication Officer as necessary to ensure EA Hub information is up-to-date and relevant.
\nGenerate and provide information relating to EA Hub as requested for both internal and external audiences.
\nIn liaison with Project Development and Administration Unit (PDAU), follow up for updated information on project and program implementation.
\nCompile and update the list of ongoing projects and project pipelines in EA Hub and GI.
\nSupport the Director and Project Leaders in compiling information for proposal development and completing PDAU project initiation forms as may be required from time to time.
\nSupporting Director with tracking financial expenditures of projects.
\nAny other duty as may be assigned.<\/p>\n
Required Qualifications and Experience<\/p>\n
Bachelor\u2019s degree in business administration, management, or public administration.
\nMinimum of 3-5 years\u2019 experience in a similar executive or administrative support role, preferably within an international multicultural organization.
\nExperience in the management of donor-funded projects is an added advantage.
\nDemonstrated experience in liaising with stakeholders, including government agencies, donors, and international partners.
\nDemonstrated experience handling senior-level calendar management, logistics coordination, and office communication.
\nExperience in organizing events and meetings, including preparation of documentation and follow-up on action items.<\/p>\n
Core Skills and Competencies<\/p>\n
Strong organizational and multitasking skills, with keen attention to detail and ability to meet tight deadlines.
\nPossess excellent interpersonal and communication skills, and with good judgment.
\nHigh level of discretion, professionalism, and confidentiality in handling sensitive matters.
\nDemonstrated expertise in both written and verbal communication in the English language.
\nStrong ability to coordinate, prioritize, and organize workload; take initiative and work under pressure.
\nAbility to liaise effectively across departments and diverse teams, and support senior management with minimal supervision.
\nHigh level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with tools such as iCalendar, SharePoint, Teams, Zoom, and electronic filing systems.
\nComfortable managing logistics for travel, reporting, and stakeholder engagements in a fast-paced environment.
\nAbility to manage multiple priorities and work across teams.
\nAbility to work in a multicultural environment.<\/p>\n
General Information
\nThe duration of the contract is two years, renewable subject to performance and availability of funds. This is a nationally recruited position, and IITA offers a competitive remuneration package.
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