Secretary at European Union Delegation Tanzania

The Delegation of the European Union to the United Republic of Tanzania and the East African Community (EAC) is looking for: Secretary

We are

The European Union (EU) is an economic and political partnership between 27 European countries. It plays an important role in international affairs through diplomacy, trade, development aid and working with global organizations. Abroad, the EU is represented through more than 140 diplomatic representations, known also as EU Delegations, which have a similar function to those of an embassy. 

The EU Delegation to the United Republic of Tanzania and to the East African Community, Dar es Salaam works in close coordination with the Embassies and Consulates of the 27 EU Member States. We are a fully-fledged diplomatic mission and represent the European Union in dealings with the Tanzania government in areas that are part of the EU’s remit.

We offer

The post of Local Agent Job Profile of Secretary, Group III in the Delegation’s Infrastructure Section, under a fixed-term employment contract of 2 years (9 months’ probation period), with a possibility of renewal under reserve of budgetary availability and operational considerations. The team consists of 10 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed to functions depending on the needs of the Delegation, and on the changes of these needs. The successful candidate will serve under the supervision and responsibility of the Head of Infrastructure Section, providing support in the administrative and secretarial duties.                                        

Following main tasks and duties are currently required:

SECRETARIAL SUPPORT

• Manage the immediate office with respect to communications, meetings and workflows. Bring to the Head of Section’s attention complex, sensitive or priority issues and provide information and guidance to other staff members within the Section.
• Arrange appointments and maintain the Head of Section’s calendar, receive visitors, place and screen telephone calls and answer queries.
• Organize high-level meetings, finalize agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes of meetings, and follow up on required actions.
• Coordinate mission arrangements (travel and hotel arrangements, appointments, expense management and protocol issues) for other staff members.
• Proofread documents and edit texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards for format.
• Ensure that infrastructure, office supplies, inventoried goods and other logistical needs for the section are covered.

ADMINISTRATIVE SUPPORT

• Organize and facilitate the administrative work of the office, including establishing internal procedures and tracking systems for correspondence and documents.  
• Record and route incoming correspondence, finalize and transmit outgoing correspondence, using filing/archiving software whenever necessary and ensure that deadlines are respected.
• Coordinate the storage, reproduction, circulation and retrieval of documents in the archive storeroom and in the IT tool available for filing/archiving. 
• Prepare briefing materials for the Head of Section and draft responses to non-routine written enquiries, based on input provided by other staff members within the Section.
• Follow up on the preparation by staff of reports, correspondence, briefing notes and other documents.
• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events and budget follow-up) and coordinate with other Sections to ensure smooth running smooth running and expedition of work within the Section.
• Orient new staff members to relevant administrative procedures and practices.

Duties and responsibilities may be adapted according to the evolving needs of the European Union and its diplomatic representations.

The base salary will depend on relevant and verified employment experience, typically starting from 3,573,768 TZS.  There is a competitive benefits package, subject to certain conditions, including personal leave days and public holidays, health insurances and a retirement savings plan.

The expected start date will be Mid-October 2026.

Working Conditions

• 37.5 working hours per week
• Occasional overtime outside of typical working hours (evening, weekend)
• Occasional travel for work missions
• Work is performed in an office setting and involves no specific or unusual physical requirements

Working Relationships

Play a lead role in the overall provision of administrative and secretarial support services to the Head of Section and staff of the Section, including providing training and guidance and advising the supervisor on administrative issues. Maintain an extensive range of contacts both within the Delegation as well as with other internal and external stakeholders.

Minimum requirements / eligibility criteria (necessary for the application to be considered)

Skills

• Excellent command of English and Kiswahili.
• Excellent oral and written communication.
• Excellent experience of documents management and archiving/filing. 
• Good knowledge and use of AI tools.
• Ability to coordinate, monitor and follow-up tasks and workflows.
• Proficient use of communication and office equipment.
• Proficient use of standard office information technology tools and systems.
• Ability to analyses and structure information efficiently

Behavioral Attributes

• Ability to work in a multicultural team, showing very good interpersonal skills.
• Ability to adapt quickly and flexibly to new requests as well as to work under pressure.
• Capacity to focus on priorities, to show initiative and to organize own workload in order to respect deadlines.
• Service-oriented mindset.
• Eager to learn and develop new knowledge and competences.
• High degree of integrity, confidentiality and responsibility

Experience

• Minimum of 4 years of professional experience as a secretary, personal assistant, office manager, administrative assistant or similar. At least 2 years of practical experience in filing/archiving is required.
• Proven experience with management, archiving and filing documents.
• Experience in a diplomatic mission, a development agency or in a multi-cultural international setting (desirable).
• Experience working with European Union policies and procedures (desirable).

Education / Qualification

• Bachelor degree of Information and Records management, or equivalent; OR, bachelor’s degree in secretarial studies, office management, business administration, or similar.

Others

• Medically fit to perform the required duties
• Enjoy civil rights and permits for employment

The process

After the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose. 

Depending on the number of applications received, successive phases of Selection may include shortlisting of candidates based assessment of the information provided in the cover letter, CV, practical testing and interviews. At least 2 best candidates will be invited to the final.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will not supply additional information or discuss the selection procedure. During the selection process, please do not contact the members of the Selection Committee, but address your questions and comments to the Delegation’s Administration.

The successful candidate will be subject to a medical check, and background check.

Candidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the following functional mailbox: [email protected]. Upon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.

EQUAL OPPORTUNITIES: 

The European Union is committed to an equal opportunities policy for all its employees and applicants for employment. As an employer, the EU is committed to promoting gender equality, preventing discrimination on any grounds and ensuring a zero tolerance approach to any form of harassment. It actively welcomes applications from all qualified candidates from diverse backgrounds. We aim at a service which is truly representative of society, where each staff member feels respected, is able to give their best and can develop their full potential.

If pre-selected, candidates with disabilities are invited to contact the Delegation at the following mailbox: [email protected]. in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates. 

If a candidate with a disability is selected and recruited, the EEAS is committed to appropriate measures in order to accommodate his or her special needs to the working place or working conditions in accordance with Art 4 of the Decision ADMIN(2025)13 of the Director-General for Resource Management of the European External Action Service on providing reasonable accommodation for local staff with disabilities working in Union Delegations.