Executive Assistant

EXECUTIVE ASSISTANT TO THE COUNTRY DIRECTOR
Location : Lusaka, Zambia
Reports to : Manager – Planning
INTRODUCTION
WWF is an independent conservation organization, with over 38 million followers and a global
network active through local leadership in over 100 countries, WWF Zambia was established in 1962.
Our mission is to stop the degradation of the planet’s natural environment and to build a future in
which people live in harmony with nature, by conserving the world’s biological diversity, ensuring that
the use of renewable natural resources is sustainable and promoting the reduction of pollution and
wasteful consumption.
At its core, WWF Zambia envisions a future where both people and nature thrive. The organization
works across key thematic areas: Biodiversity, Food Systems and Green Economy and Climate
Action. WWF Zambia operates in three key landscapes: the Kavango Zambezi Transfrontier
Conservation Area, the Kafue System, and the Upper Zambezi. These landscapes are critical for
sustaining biodiversity, supporting livelihoods, and enhancing climate resilience. Driven by science,
advocacy, and multi-sector partnerships, WWF Zambia catalyzes impactful solutions that ensure
communities benefit from healthy ecosystems while safeguarding vital habitats for future
generations.

MAJOR FUNCTIONS
The Executive Assistant will support the Country Director (CD) in the fulfillment and execution of
duties, both to ensure effective management of the Country Office, including keeping perfect
coordination among all departments, and to liaise effectively with WWF Network as well as external
partners and suppliers. Operates and performs

Key Result Areas Roles and responsibilities
1.Provide executive support to the Country Director
Coordinate and maintain the CD’s calendar of appointments and
schedule the CD’s meetings and conference calls and endeavor to
streamline the Country Director’s workload.
Manage incoming correspondence to the CD, including e-mails,
letters, and invitations to meetings. They research, answer, screen
and follow-up on inquiries and multiple incoming issues and
concerns addressed to the Country Director, including those of a
sensitive or confidential nature.
Draft and proofread outgoing correspondence on behalf of the CD.
Based on familiarity with the subject matter, prepare Emails and
correspondence independently where possible, and refer others to
appropriate staff members or departments.
Edit correspondence, reports and documents and create
spreadsheets and PowerPoint presentations as requested by the
CD.
Coordinate with relevant staff to ensure speeches, remarks, key
notes and letters for the Country Director are prepared in a timely
manner.
Process signature and mailing requests coming to the CDs desk
from the various departments (including administration/procurement,
finance and technical areas). Oversee budget and manage Country
Director’s expenses and make sure expenses of Country Director’s
direct reports are approved.
Provide first-line support to the Country Director on digital devices
and applications payment systems, processes and office facilities as
well as maintaining filing systems.
Anticipate and identify problems that may occur and recommend a
range of solutions to the Country Director while coordinating efforts
for the resolution to mitigate the risks on a timely basis.
Establish and manage a confidential filing system for the CD.

2.Provide support that
ensures an effective
Zambia Country Officer
(ZCO) Country
Leadership Team (CLT).
Liaise with government officials and their staff, and other implementing
partners, to set up high-level meetings with CD and other CLT members
as desired.
Assist the CD to prepare agenda, logistics, schedule meetings and take
minutes at the Country Leadership Team meetings and follow up on action
points and circulate the meeting minutes to relevant staff in a timely
manner. Take note of other meetings whenever required.
Manage international travel arrangements for the CD and CLT and
international guests visiting the Country Office to include: – processing
visas, ticketing, hotel bookings and airport pickups and drops and incountry travels for incoming guests.

3. Provide effective administrative
support to Country Office
Using initiative and judgment to ensure matters requiring
attention in the absence of the Director are referred to or
delegated to the right office/person to minimize the effect of the
Country Director’s absence from office.
Coordinate and manage special projects as assigned by the CD
Assist the CD to coordinate strategic donor missions to incountry visits (national or landscape level depending on
requests
Manage international meetings / conferences hosted in-country
and all associated logistics.
In conjunction with the People & Culture Manager assist
international staff settle in the country including processing
work permits and housing arrangements, securing schools, etc.

4. Support to coordinate OD
implementation oversight
Under the guidance of the CD, assist to coordinate OD annual
plans with different departments.
Provide logistical support to different departments delivering
specific OD activities.
Generate concept notes to implement activities especially when
obtaining support from the ROA and ensure such scheduled
plans are executed seamlessly
Perform any other duties as may be assigned by the supervisor from time
to time.
EMBODIMENT OF WWF GLOBAL BEHAVIOURAL COMPETENCIES
Interested people should have interest and align themselves with the WWF’s organisation core
values, which are: Courage, Integrity, Respect & Collaboration

Applications, consisting of a cover letter, a detailed CV outlining relevant qualifications and
experience with at least three (03) referees, including a current/ previous employer, copies of
Academic and Professional Qualifications certified by the Zambia Qualifications Authority
(ZAQA), should be submitted via email to wwfcareers@wwfzam.org, indicating the position
you are applying for as the subject line. The closing date for applications is Thursday, 7 May
2026, at 18:00hrs.Applications received after the closure time will not be considered, and only shortlisted
candidates will be contacted.