Executive Assistant to the Managing Director

Job snapshot

CNS Group Limited is hiring a Executive Assistant to the Managing Director. The position is part of clinical operations, with patient care and safety at its centre. The post is based in Dar es Salaam, Tanzania, closing on Oct 17, 2026.

CNS Group Limited delivers clinical services with patient safety at the centre.

Key responsibilities

• Establish and maintain a centralized and well-organized Group document repository for contracts, licences, leases, title documents, certificates, permits, and remaining key corporate records.
• The role provides procedural and administrative support for disciplinary matters but does not chair or determine disciplinary outcomes.
• Coordination of office supplies, service providers, utilities, equipment, and broad office upkeep.. This as well covers providing administrative support to the head office,.
• Factory and site employees remain under their respective broad Managers and supervisors.
• Administer the performance appraisal cycle, covering issuing forms and schedules, following up with managers, consolidating outcomes, and maintaining appropriate records.
• Preparing appropriate notices, arranging hearings, recording minutes, and ensuring required procedures and timelines are followed.. This as well covers providing procedural support for disciplinary and grievance processes,.
• DeadlineOctober 17, 2026.
• Statutory returns and filings, annual returns, licence and permit renewals, insurance renewals, lease expiries, vehicle registrations, and inspections.. This as well covers maintaining and monitor the Group compliance calendar across every entities,.
• Coordinating external professionals, covering lawyers, auditors, recruitment agencies, bankers, insurers, and consultants, by scheduling meetings, collecting documentation, and following up on outstanding matters.
• Attend government offices, banks, and professional offices when required for submissions, collections, and administrative follow-up.
• The role prepares and verifies payroll inputs but does not approve payroll or authorize payments.
• Administer work and residence permits for expatriate employees, monitor expiry dates, and coordinate renewal applications with the relevant authorities.
• Drafting job descriptions with hiring managers, advertising vacancies, screening applications, coordinating assessments and interviews, conducting reference checks, and preparing offer letters.. This as well covers managing the end-to-end recruitment process for Group vacancies,.
• Position.
• Arranging domestic and international travel, covering flights, accommodation, visa applications, and supporting documentation for the Managing Director and, where required, staff and family.
• Issue advance reminders to responsible persons regarding upcoming compliance deadlines and escalate matters that are at risk of lapsing.
• Maintaining an action register following management and site meetings, clearly recording responsibilities and deadlines, circulating actions, and following up until every item is completed or formally deferred.
• Attendance, overtime, allowances, deductions, new starters, and employees leaving the organization, and submit accurate information to Accounts inside the agreed timetable.. This as well covers gathering and verify monthly payroll inputs,.
• Developing, maintain, and support the implementation of the Group employee handbook and HR policies, ensuring alignment with applicable Tanzanian employment legislation and current practices.
• Coordinating employee exit processes, covering resignations, terminations, final dues documentation, clearance, certificates of service, and exit interviews.
• Record keeping for statutory medical examinations, incident reporting, and workers' compensation claims.. This as well covers supporting health and safety administration in coordination with factory management,.
• Managing the Managing Director's diary, organize internal meetings into agreed time windows, allow realistic travel time between factories and sites, and protect agreed personal and family commitments.
• Maintaining documentation required for inspections and audits by labour, tax, social security, and occupational safety authorities and coordinate such inspections when required.
• Coordinating structured employee onboarding, covering documentation, statutory registrations, induction on company policies and safety requirements, and issuance of tools, uniforms, and identification.
• Maintaining an accurate Group register of entities, directors, licences, registrations, and supporting documentation.
• PAYE, social security, workers' compensation contributions, Skills and Development Levy, and student loan deductions where applicable.. This as well covers coordinating compliance with applicable statutory employment obligations,.
• LocationDar es Salaam, Tanzania.
• Preparing employment contracts in the appropriate form for every employee category and ensure signed contracts are properly filed ahead of employees commence work.
• Administer employee leave, covering entitlements, applications, approvals, balances, records, and appropriate leave planning.
• Coordinating employee training and development activities and maintain accurate training records.
• Triage the Managing Director's inbox, identify and flag matters requiring his attention, draft standard responses for approval, and ensure correspondence requiring action is properly followed up.
• Contracts, identification documents, qualifications, next-of-kin information, disciplinary records, leave records, appraisals, and correspondence.. This as well covers establish and maintain complete and confidential personnel files for employees across the Group,.
• Maintaining an accurate Group headcount and establishment list by entity, department, and location.
• Monitoring contract expiries, probation confirmations, and renewals and ensure decisions are followed up inside the required timelines.
• Monitoring attendance and timekeeping reports from operating units and escalate persistent issues to the relevant broad Manager.
• Capture expenses and receipts and ensure they are accurately and promptly recorded in the accounting system, covering Zoho Books.
• The position does not have direct line authority over employees inside the operating units.
• Letters, job descriptions, offer letters, and internal templates.. This as well covers draft, format, and prepare professional business correspondence, letters, memos, board and shareholder resolutions, tender.
• The role does not make operational or commercial decisions on behalf of the Managing Director, commit the Group to expenditure, or negotiate independently with suppliers, customers, or banks.
• Employment typeFull-time.

Requirements

• Open official job details.
• Excellent written English is essential, with the ability to prepare professional correspondence, reports, letters, and executive-level documentation.
• Strong knowledge of HR administration, recruitment, onboarding, employee records, payroll inputs, performance management, and employee relations procedures.
• Competence in using AI tools for professional drafting, research, documentation, and administrative productivity will be a useful extra.
• Prior experience inside real estate, property development, construction, manufacturing, mining, or a comparable multi-site environment will be a useful extra.
• Fluent spoken English and Kiswahili.
• Bachelor's Degree or Advanced Diploma in Human Resource Management, Business Administration, Public Administration, or remaining related field.
• A valid driving licence will be a useful extra.
• Previous experience supporting a Managing Director, CEO, senior executive, or senior management team will be a strong advantage.
• High level of discretion, confidentiality, personal integrity, and professional judgement.
• 21st September 2026.
• Minimum 3 to 5 years of relevant experience in Executive Assistance, Human Resources, Administration, Office Management, or a related function.
• Ability to remain composed and effective in a fast-paced environment supporting senior management.
• Strong attention to detail, particularly when handling names, figures, dates, confidential records, and formal documentation.
• Ability to communicate and follow up confidently with senior managers, employees, government offices, and external professional service providers.
• Apply on CNS Group careers.
• Strong working knowledge of Microsoft Word, Excel, and Outlook, with confidence in learning and using new digital systems.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and follow-up actions without constant supervision.
• Willingness and ability to travel regularly inside Dar es Salaam and periodically to Group sites.
• Good understanding of Tanzanian employment practices and statutory HR compliance requirements.

Key skills

• Safety & Compliance Auditing
• Financial Accounting
• Payroll Management
• Human Resources Management
• Talent Acquisition
• Office Administration
• Performance Management

How to apply

Apply through the CNS Group Limited careers portal for this assistant.

Apply on the CNS Group Limited site

Common questions

What role is open?

CNS Group Limited is recruiting a Executive Assistant to the Managing Director.

Where is the job based?

The post is based in Dar es Salaam, Tanzania.

When does it close?

The closing date is Oct 17, 2026.

How do I apply?

Submit your application directly on the employer's official portal: Apply on the CNS Group Limited site