Youth Embassy Tanzania is operated by a team of secretariat officers and watched by an office of two chancellors as chief advice-givers and a board of trustees. Trustes’ main obligation is to raise money for lease costs and other office charges in order to boost the running costs of the organization. They also have a duty to raise money to support any crucial event or a cause that aims at strengthening youth’s confidence and ability to perform brilliantly in life and the world of work. Both the office of chancellors and the board of trustees possess the right to protect and defend the organization’s freedom to operate in the country. The current office of chancellors is composed of:
|The Current Board of Trustees is Composed of 9 Members
Conveners: Hon. Zainabu Kawawa & Mr. Charles Mgendi
Chair: Ms. Shy-Rose Bhanji
Associates: Hon. Sarah Msafiri, Mr. Mwita Gachuma, Hon. Lameck Airo, Mr. Heri Mchunga, and Hon.
The Secretariat Team’s work is to ensure that, through the development of policies and programs, every youth in Tanzania participates in a Social Change Network (Scan-Net) by maximizing membership enrollment and expanding network coverage across the country ensuring that everyone gains the important skills of leadership, entrepreneurship, teamwork and empathy, as well as other practical skills on education, employment, decision making social integration, rights and participation, sexual reproductive health and political leadership.
The work of the secretariat is facilitated by a team of managerial and coordination officers as follows:
|Managerial Officers:||Executive Director|
|Admin & Finance Manager|
|Coordination Officers:||Good Governance Coordinator|
|Capacity Building Coordinator|
|Institutional Relations Coordinator|
|Editorial & Events Coordinator|
Above: Students and parents gathered outside to listen to Shyrose Bhanji’s (the Youth Embassy Tanzania’s Chairperson) speech . Spirits were high despite the cool and blustery weather that day. Because of limited seating at the ground, other people socialized outside the meeting place.
Develop and carry out annual work plans under the Youth Embassy Tanzania programs.
Work as part of a team with government departments and civil society organizations in the collaboration of the activities to ensure contribution to the National Action Plan.
Work with Scan-Net teams in regional and district levels as well as Schools and colleges to ensure availability of materials and resources.
Contribute to general capacity building strategy for targeted members of Scan-Net in academic institutions and other community members including participation in development and delivery of training workshops and other capacity-building interventions.
Work closely with partners through the coordination units to identify and monitor target plans, maintain and facilitate joint operational plans and develop or refine methodologies overtime.
Draft a youth freedom protection policy and related procedures for Youth Embassy Tanzania and our partners, with the aim of promoting an understanding of the role of staff in protecting youth from exclusion and disregard.
Participate in the management of grants and remain up to date with the latest methodologies, best practices and donor requirements in a particular project.
Serve as a mentor to members of Scan-Net and provide technical assistance in various programmatic areas.
Write manuals, booklets and success stories for posting on the website
Gather and analyze data for project monitoring and evaluation.
Compile regular status progress and final reports regarding Youth Embassy’s training and support to Scan-Net members and other youths.
The Communications Officer shall work with the Secretariat Team whose goal is to ensure that, through the development of policies and programs, every youth in Tanzania participates in a Social Change Network (Scan-Net) by maximizing membership enrollment and expanding network coverage across the country ensuring that everyone gains the important skills of leadership, entrepreneurship, teamwork and empathy, as well as other practical skills on education, employment, social integration, rights and participation, sexual reproductive health and political leadership. Communications officers are professional staff responsible for creating, developing, implementing and managing communications for and about the organization’s initiatives to improve the basic freedoms of all youths in the country. Primary responsibilities include: working with program team leaders, coordinators and executive staff to design and implement communications strategies that promote specific objectives of the organization; initiating and managing contracts and other relationships with communications contractors on behalf of the embassy and its patrons; and helping generate embassy impact by creating, managing and monitoring communications-related grant deliverables, including dissemination of information about embassy objectives and outcomes to policy-makers, media and other key constituents. As with staff at all levels, communications officers are expected to demonstrate a passionate commitment to the embassy’s mission and to the guiding principles that support that mission.
Communications Strategy Development and Execution
Initiates and contributes to the design, implementation, integration and oversight of communications strategies for the embassy, program teams and individual support projects.
S/he will serve as a partner with other team members, communications unit staff and programme officer, communications in identifying team-specific and organizational strategic communications objectives, and managing related activities.
S/he will provide strategic guidance to Secretariat Team on overall team program and communications strategies, directions and plans, and to other embassy staff, clients and external partners.
S/he will screen and assess prospective proposals for communications salience, sends out grant applications and meets with grants administrators to refine communications plans and budgets, and develops recommendations for team, program staff, embassy executive management and Board approval.
Participates in meetings, conducts institution and community branch visits, and reviews grantee and contractor submissions.
S/he will prepare oral and written summaries of communications activities.
Monitors funded projects and programs.
S/he will work with financial manager in assessing budget and financial status of communications programs.
S/he will guide strategic communications aspects of Secretariat Team’s work.
Collaborates with programme Officer and Research and Evaluation staff to evaluate and monitor team’s performance.
Learning, Dissemination, and audience Identification and Development
Implements and manages a team-centered communications model that fosters team and embassywide impact.
Collaborates with Executive Director, team members and other senior embassy staff—particularly Research and Evaluation staff and the embassy’s Editorial Department—to develop plans for and disseminate team-based products that demonstrate team and embassywide impact, including content to be featured on youthembassytz.org.
Works with staff and consultants to assess, evaluate and disseminate results of programs, projects, and team strategic objectives.
S/he will help team develop measures of communications impact for major programs and activities.
S/he will be responsible for actively participating in team activities and improving team functioning, including development of and adherence to team norms.
Grant-seeking and Contracting Process
S/he will execute team, donor and embassynwide communications strategies and objectives by recruiting, managing and negotiating with consultants and vendors, and by negotiating with grants administrators. S/he will screen and assess prospective communications proposals, meets with grant administrators to refine plans and project budgets, drafts preliminary summaries of communications projects (précis), and develops recommendations for program teams and/or embassy management and Board approval.
S/he will be responsible for understanding, implementing and following grantmaking and contracting processes and policies.
Good Governance Coordinator
The Good Governance Coordinator will have overall responsibility for managing and co-coordinating the freedom and rights of the youth, proactively shaping their future development by holding stakeholders accountable, effective and efficient, participatory, transparent, responsive, consensus-oriented, and equitable.
The Good Governance Coordinator will play a role to organize programs that raise youth awareness and increase active participation in programme planning and decision making through a Social Change Network (Scan-Net).
Design and coordinate lobbying strategies to influence the donors, the government offices, the parliament and international agencies where appropriate and lead strategies to optimize impact and opportunities on education, employment, social integration, rights and participation, capacity building and political leadership.
Establish appropriate mechanisms and culture to ensure regular consultation with members on Good Governance plans and developments, providing appropriate opportunities for discussion, negotiation, persuasion and feedback where necessary.
Maintain constructive and positive relationship with a broad network of good governance stakeholders in East Africa, Africa and the world generally.
Represent the organization in private and public meetings, seminars, and conferences as necessary as possible.
Coordinate visits by government officials, parliament members, and international agency officials to schools, colleges and other community groups where necessary so as to assist and support lobbying initiatives.
Maintain an up-to-date analysis of violence, abuse and exploitation and their implications for civil society, democracy and human rights for the youth in the country.
Write, edit, publish and disseminate advocacy and policy briefs concomitant with our strategic aims to government offices, the parliament, international agencies so that they can be well informed about our programs.
Capacity Building Coordinator
The Capacity Building Coordinator will provide the overall support in training schemes for employed and unemployed young people; schemes to increase the opportunities available to girls and measures to integrate isolated young people. This will include coordinating training to community groups, schools and colleges that are members of the Social Change Network (Scan-Net) and communicating with collaborators.
The responsibilities of the Capacity Building Coordinator will include but not be limited to the following:
The Capacity Building Coordinator will facilitate smooth communication and cooperation between Youth Embassy Tanzania, community groups, local government authorities and CSOs.
S/he will be responsible for providing overall mentoring support to participating schools, colleges and community members on issues of priorities.
The Capacity Building Coordinator will work with the regional or branch coordinators to ensure that training and communication to the participating communities are undertaken in respect of planned activities and project documents.
Where necessary the Capacity Building Coordinator will identify and manage consultants to provide technical and institutional training in accordance with the requirements of the participating communities and based on the assessments provided.
At all times the Capacity Building Coordinator will act in a professional and courteous manner and will maintain a positive and constructive image of Youth Embassy Tanzania
The Capacity Building Coordinator will play an advisory role to the branch staff on technical issues relating to the implementation of Scan-Net projects to ensure that best practices are applied.
Planning and budgeting
The Capacity Building Coordinator will collaborate with the regional or branch coordinators in preparation of annual and quarterly project work plans and budgets.
The Capacity Building Coordinator will seek the permission of the Programme Officer before sharing project data with any other organization or individual outside the Youth Embassy.
Problem solving and conflict resolution
The Capacity Building Coordinator will be responsible for identifying and helping to resolve problems and conflicts that arise in relation to the project. In the event that s/he is unable to resolve a problem or conflict s/he will promptly share the issue with the Programme Officer.
The Capacity Building Coordinator will ensure that a good working relationship and proper sharing of information amongst other project staff is done accordingly.
The Capacity Building Officer will ensure that any complaints or concerns raised by participating communities are brought to the attention of the appropriate team members fully and respectfully addressed.
The Capacity Building Coordinator will be directly responsible to the Executive Director.
S/he will be also directly responsible to the Admin and Finance Manager on all technical and financial issues. S/he will provide quarterly and annual work plans, budgets and reports to the Admin and Finance Manager and will respond promptly to requests for additional information in relation to the operation of the projects.
Institutional Relations Coordinator
The Institutional Relations Coordinator will be responsible for expanding the organization’s relations by contacting local and international agencies, corporations, and universities and creating linkage programs with targeted organizations. The Institutional Relations Coordinator will also be responsible to organize and oversee volunteers. Additionally, the Institutional Relations Coordinator will assist with editorial and events coordinators to contact, schedule and arrange guest speakers from the local business community, government departments, colleges, international agencies and diplomatic missions.
Editorial & Events Coordinator
The Editorial & Events Coordinator will have certain responsibilities that s/he will have to fulfill. These are:
S/he has to be sociable and a people’s person. S/he must love interacting with people because s/he will need to deal with them on a daily basis.
S/he should have a cheerful and pleasing disposition, along with being approachable and having a pleasant personality.
S/he needs to have excellent interpersonal skills to be able to work as a mediator between the management and the workers.
S/he has to be able to work under pressure. S/he should be able to manage several projects at one point of time.
S/he will be responsible to publish any material required like brochures and files of the event.
S/he will be responsible for keeping an eye on any news or events that need to be publicized in the embassy magazine and invite stories, features, and breaking news and pictures from members across the network for publication. S/he with her team will also spend time editing in-house embassy magazines, preparing speeches for senior executives and collating material to produce annual reports. S/he with her team will also organize key promotional events such as exhibitions and press conferences to display products and services to potential partners to enhance performance reputation.
S/he is in charge of preparing the annual events calendar for the company and the budget for the entire year.
Depending upon the kind of event that it is, a budget will have to be formulated by her/him. The budget will have to be approved by the management. Any changes in the budget will have to be done after consultation with the management.
S/he will search for different locations where to house events and ensure that a proper location is found. Each location will have to be studied well to find out which will fit the bill best.
After approval from the management, the availability of that place has to be seen so as to match it with the formulated budget. If not, negotiations have to be made between the management and the location manager and a consensus reached upon.
S/he will prepare and supervise the production of publicity brochures, handouts, direct mail leaflets, promotional videos, photographs, films and multimedia programs.
S/he will organize events including press conferences, exhibitions, open days and press tours.
S/he will design radio & TV programs for broadcasters and distribute press releases to targeted media.
S/he will follow up event implementation and ensure that media coverage is provided where necessary
S/he should be able to hold meetings on a regular basis to pass on any important information or to discuss issues that are in some way affecting the smooth flow of youth participation.
S/he will organize frequent Guest Speaker Sessions between youths and official representatives from government agencies/ministries, private sectors, business sectors, UN Agencies or and International NGO’s to ensure their performances are objectively judged by youths for further opinions.
S/he will be responsible to coordinate youth tours within the country and abroad to enable youth acquire exposure and learn new ideas for project or businesses.
S/he will also conduct research to identify the priorities and expectations of the network members.