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

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