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%)
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.
Child Protection Principles
Room to Read is committed to the education and welfare of children and protecting them from abuse and exploitation
Room to Read has zero tolerance for child abuse and exploitation.
All children have the right to be free from abuse and exploitation, including neglect, maltreatment, and physical, mental or sexual violence, injury or abuse.
All children should be treated with respect and dignity.
The well-being of the child is Room to Read’s first priority when dealing with all identified or suspected cases of child abuse.
Room to Read shall integrate child protection into all its organizational strategies, structures and work practices.
Protection from Sexual Exploitation and Abuse (PSEA) Principles
Room to Read Representatives must create and maintain an environment that prevents sexual exploitation and sexual abuse.
Room to Read has zero tolerance for adult sexual exploitation and abuse.
Sexual exploitation and abuse are serious violations of fundamental human rights and will not be accepted or tolerated.
All adults should be treated with respect and dignity.
Room to Read implements a survivor-centered approach, putting the survivor’s rights and dignity at the forefront.
Survivors referred to available professional assistance (e.g. mental health counselling), upon consent.
About Room to Read:
Founded in 2000 on the belief that World Change Starts with Educated Children®, Room to Read envisions a world free from illiteracy and gender inequality, where all children have room to read, learn and grow – creating lasting change. Through our Literacy Portfolio, we train and coach teachers of the early grades in literacy instruction; create and publish quality books and curricular materials in local languages; and establish children’s libraries filled with diverse children’s books that can be enjoyed at school and home. Our Gender Equality Portfolio supports adolescents, particularly girls, in developing life skills that promote gender equality, helping them to pursue lifelong learning and make informed decisions.
We support young people of all genders to overcome gender biases and build the knowledge and skills to create a gender-equal world. Room to Read collaborates with local communities, partner organizations, publishers, and governments to test and implement innovative models that can be integrated into the education system to deliver positive outcomes for children at scale. To date, Room to Read has benefited more than 50 million children in 28 countries.
Learn more at www.roomtoread.org.
