Position Overview
This role is responsible for planning and coordinating donor site visits across multiple countries to ensure they are well-structured, clearly communicated, and executed smoothly.
You will work across fundraising, country offices, and program teams to ensure all stakeholders are aligned, timelines are met, and visits are planned with sufficient detail in advance. This role focuses on creating clarity, reducing last-minute changes, and ensuring country teams are well-prepared to host donors.
Key Responsibilities
Visit Planning and Coordination (40%)
- Coordinate end-to-end planning of donor site visits across multiple countries
- Develop and manage detailed planning timelines, ensuring key milestones are met
- Collect and confirm complete attendee information, travel details, and visit objectives
- Ensure visa requirements, travel logistics, and country-specific considerations are addressed in advance
Agenda Development and Quality Control (25%)
- Partner with country offices to develop clear, well-structured visit agendas
- Ensure agendas are realistic, appropriately paced, and aligned to donor objectives
- Review and refine agendas to reduce over-scheduling and last-minute changes
- Confirm final agendas are complete, accurate, and shared with all stakeholders
Stakeholder Coordination (20%)
- Serve as the central point of coordination across fundraising teams, country offices, and program staff
- Ensure country offices receive timely and complete information to prepare for visits
- Clarify roles, responsibilities, and expectations for each visit
- Maintain and share a single, up-to-date version of schedules and key contact information
Planning Discipline and Risk Management (10%)
- Establish and enforce planning timelines and deadlines for all stakeholders
- Identify potential risks (e.g., late changes, incomplete information, site readiness) and address proactively
- Manage changes to visit plans, confirming feasibility with country offices before finalizing
Post-Visit Coordination (5%)
- Ensure final agendas and key details are documented and accessible
- Support coordination of follow-up actions and internal communication after visits
Qualifications
- 3–5 years of experience coordinating complex activities involving multiple stakeholders
- Experience working across teams, time zones, or international contexts preferred
- Strong organizational and project management skills, with attention to detail
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Clear and professional written and verbal communication skills
- Ability to follow up consistently and ensure completion of tasks across stakeholders
- Strong judgment and problem-solving skills, particularly in situations with incomplete information
- Experience supporting events, travel coordination, or cross-functional projects is a plus
- Full professional proficiency in spoken and written English
What Success Looks Like
- Donor visits are planned in advance with clear timelines and minimal last-minute changes
- Country offices feel well-prepared and have the information needed to host visits effectively
- Agendas are clear, realistic, and aligned to the purpose of each visit
- All stakeholders are working from the same, up-to-date schedule and contact list
- Planning processes are consistent and repeatable across visits and locations
Key Working Relationships
- Development & Communications (Fundraising) teams
- Country Office staff and leadership
- Program teams
- Executive Assistants and donor support teams
Why This Role Matters
Donor site visits are a critical part of building relationships and demonstrating program impact. This role ensures visits are well-coordinated, professionally executed, and aligned across teams, enabling a consistent and positive experience for donors and country offices alike.
