Job Opportunity: Secretary at the European Union Delegation in Tanzania

The Delegation of the European Union to the United Republic of Tanzania and the East African Community (EAC) is seeking a dedicated and experienced Secretary to join their Infrastructure Section. This is a fantastic opportunity to contribute to the European Union's diplomatic mission in Tanzania.

About the European Union (EU)

The European Union (EU) is a unique economic and political partnership between 27 European countries. It plays a crucial role in international affairs through diplomacy, trade, development aid, and collaboration with global organizations. EU Delegations abroad function as diplomatic missions, representing the EU in dealings with host governments on matters within the EU's purview.

About the EU Delegation in Tanzania

The EU Delegation to the United Republic of Tanzania and to the East African Community, located in Dar es Salaam, works closely with the Embassies and Consulates of the 27 EU Member States. As a fully-fledged diplomatic mission, it represents the European Union in its interactions with the Tanzanian government.

The Role: Secretary (Local Agent Job Profile, Group III)

This is a fixed-term employment contract for 2 years, with a 9-month probation period, and the possibility of renewal based on budget availability and operational needs. The Infrastructure Section team consists of 10 people, and occasional atypical working hours may be required.

Under the supervision of the Head of Infrastructure Section, the successful candidate will provide comprehensive administrative and secretarial support.

Key Responsibilities:

Secretarial Support

• Manage office communications, meetings, and workflows.

• Bring complex, sensitive, or priority issues to the Head of Section's attention.

• Arrange appointments and maintain the Head of Section's calendar.

• Receive visitors, screen telephone calls, and answer queries.

• Organize high-level meetings, prepare agendas and invitations, ensure document distribution, take minutes, and follow up on actions.

• Coordinate mission arrangements (travel, accommodation, appointments, expense management, protocol) for staff.

• Proofread and edit documents for accuracy, grammar, punctuation, style, and format adherence.

• Ensure the section's infrastructure, office supplies, and logistical needs are met.

Administrative Support

• Organize and facilitate office administrative work, including establishing internal procedures and tracking systems.

• Record and route incoming correspondence; finalize and transmit outgoing correspondence, using filing/archiving software and ensuring deadlines are met.

• Coordinate the storage, reproduction, circulation, and retrieval of documents in the archive and IT tools.

• Prepare briefing materials for the Head of Section and draft responses to non-routine inquiries.

• Follow up on the preparation of reports, correspondence, briefing notes, and other documents by staff.

• Perform general administrative tasks (leave recording, meeting arrangements, budget follow-up) and coordinate with other sections for smooth workflow.

• Orient new staff members to administrative procedures.

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

What We Offer:

• Base Salary: Starting from 3,573,768 TZS, depending on relevant and verified employment experience.

• Benefits Package: Competitive benefits subject to conditions, including personal leave, public holidays, health insurance, and a retirement savings plan.

• Working Hours: 37.5 hours per week.

• Contract Duration: Fixed-term of 2 years (with a 9-month probation period).

Working Conditions:

• Occasional overtime outside typical working hours (evenings, weekends).

• Occasional travel for work missions.

• Work is performed in an office setting with no specific or unusual physical requirements.

Working Relationships:

• Play a lead role in providing administrative and secretarial support to the Head of Section and staff.

• Provide training, guidance, and advise the supervisor on administrative issues.

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• Maintain extensive contacts within the Delegation and with other internal and external stakeholders.

Minimum Requirements / Eligibility Criteria:

Skills:

• Excellent command of English and Kiswahili.

• Excellent oral and written communication skills.

• Extensive experience in document management and archiving/filing.

• Good knowledge and use of AI tools.

• Ability to coordinate, monitor, and follow up on tasks and workflows.

• Proficiency in using communication and office equipment.

• Proficiency in standard office information technology tools and systems.

• Ability to analyze and structure information efficiently.

Behavioral Attributes:

• Ability to work in a multicultural team with excellent interpersonal skills.

• Ability to adapt quickly and flexibly to new requests and work under pressure.

• Capacity to focus on priorities, show initiative, and organize workload to meet deadlines.

• Service-oriented mindset.

• Eager to learn and develop new knowledge and competencies.

• 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.

• Proven experience with management, archiving, and filing documents.

• Experience in a diplomatic mission, development agency, or multicultural international setting (desirable).

• Experience working with European Union policies and procedures (desirable).

Education / Qualification:

• Bachelor degree in 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 possess permits for employment.

The Selection Process

Eligible applications will be reviewed by a Selection Committee. Depending on the number of applications, the selection process may involve shortlisting based on cover letter and CV assessment, practical testing, and interviews. At least the top 2 candidates will be invited for a final interview.

Only candidates selected for each phase will be contacted. The Delegation will not provide additional information or discuss the selection procedure. Please direct any questions or comments to the Delegation's Administration, not to the Selection Committee members.

The successful candidate will undergo a medical check and a background check.

Complaints and Grievances

Candidates wishing to lodge a complaint regarding the recruitment process may submit a written communication to:
delegation-tanzania-hr-recruitment@eeas.europa.eu

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. We promote gender equality, prevent discrimination, and have zero tolerance for harassment. We welcome applications from all qualified candidates from diverse backgrounds, aiming for a representative service where every staff member feels respected and can develop their full potential.

Support for Candidates with Disabilities:

Pre-selected candidates with disabilities are invited to contact the Delegation at:
delegation-tanzania-hr-recruitment@eeas.europa.eu

This is to accommodate any special needs and ensure equal opportunities. If a candidate with a disability is selected and recruited, the EEAS is committed to providing appropriate measures for reasonable accommodation in accordance with applicable decisions.

Data Protection Notice

For information on how your personal data will be processed during recruitment, please refer to the EEAS privacy statement:

EEAS Privacy Statement and Data Protection Notice

Expected Start Date: Mid-October 2026.