Administrative Assistant at European Union Delegation

Administrative Assistant at European Union Delegation — May 2026 Administrative Assistant — European Union Delegation The European Union Delegation to the United Republic of Tanzania and to the East African Community is looking for: Administrative Assistant in the Administration Section. 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 Administrative Assistant, Group II in the Delegation’s Administration Section, under a fixed-term employment contract of 2 years, with a possibility of renewal under reserve of budgetary availability and operational considerations. The team consists of 13 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 Administration Section, providing support, expertise and assistance in the field of infrastructure, procurement, inventory, and human resources. Following main tasks and duties are currently required: Infrastructure Manage the registry of expatriate staff accommodations • Facilitate the search of accommodations for expatriate staff, review draft lease contracts, complete accommodation approval files, organise repairs and maintenance where applicable Identify and organise repairs and maintenance of the office and the Ambassador’s Residence, and the equipment, liaise with contractors Liaise with a security provider for implementation of security measures in the Residence and expatriates’ accommodations and follow up of works Act as Infrastructure Coordinator in case of building renovation project: technical and administrative assistance during the project initiation and design development, review plans and documents, correspondence and term of references Analyse documents provided by the building developer, the construction contractors, the experts and external bodies, in order to ensure that EU requirements are met Follow-up and monitor planned deadlines of the various stages of the building project, from design stage to assistance with procurement of services and works, to provisional acceptance of the works and move Follow up on budget questions related to infrastructure matters Procurement Definition of the type of tenders to launch for each need (negotiated procurement for (very) low and middle value contract, open procedure, restricted procedure, competitive dialogue, competitive procedure with negotiation, etc.) Prepare tender specifications for public procurement: planning, monitoring and reporting of the Delegation procurement needs Preparation of the tender documents (preliminary market survey, invitation to tender, technical specifications, management of evaluation of offers up to the completion of the procedures, filing in proper systems, etc.) Issue and management of any related binding document such as contracts (Framework and Specific Contracts, Direct Contracts, Purchase Orders, Order Forms) and possible amendments Liaise with the Delegation’s suppliers for obtaining goods and services and perform quality control Conduct market research for the selection of suppliers (price / cost / reasonability analysis) Manage and maintain a suppliers’ database Follow up the consumption of Framework contracts by registering all related contracts in SUMMA Inventory Manage and maintain the Delegation’s inventory up to date: verification of physical inventory (office equipment, vehicle fleet, etc.), follow-up of asset purchase, sale or de-classification procedures Monitor maintenance intervals for technical installations, including security installations Monitor the assets and encode new acquisitions in the appropriate IT software Prepare and conduct yearly inventory exercise Human Resources Assist in recruitment and selection procedures for local staff, interim workers and trainees: coordination of recruitment process, publication of the vacancy notice, candidate pre-selection, interview planning, etc. Facilitating medical costs reimbursements for local staff Support the delivery of learning and development activities (physical trainings, e-learning, etc.) Perform ad-hoc verification of conformity with local labour law, in collaboration with the Delegation’s local lawyers 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 4,910,058 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 01/07/2026. Skills Excellent command of Kiswahili and very good command of English Ability to provide actionable advice to the Head of Administration Section based on the analysis and interpretation of data in the relevant functional area Attention to detail and focused on accuracy of information Good writing skills and ability to produce concise and clear notes Proficient use of standard office information technology tools and systems, such as Word, Excel, PowerPoint, Outlook Communicate effectively and clearly, both orally and in writing Behavioral Attributes Ability to work in a multicultural team, showing good interpersonal skills. Ability to adapt quickly and flexibly to new requests. Capacity to focus on priorities, to show initiative and to organise 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 6 years of professional experience as a facility manager or procurement officer. Experience in a diplomatic mission, a development agency or in a multi-cultural international setting (desirable) Experience working with the European Union policies and procedures (desirable) Education / Qualification Post-secondary degree Post-secondary degree in human resources, accounting, finance, infrastructure, business administration or similar (desirable) Professional certifications in the relevant functional area (desirable) 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: ajirayako@gmail.com. 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: ajirayako@gmail.com. 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. How to apply Applicants must apply by sending the following documents: A signed cover letter A Curriculum Vitae, which must include, at the minimum: Exact job titles Employers’ names Detailed task descriptions The Curriculum Vitae must use one of the Europass templates available at: https://europass.europa.eu/en All documents must be submitted by email to: ajirayako@gmail.com The email subject must mention: “516178 – ADMINISTRATIVE ASSISTANT” Application deadli

• Manage the registry of expatriate staff accommodations • Facilitate the search of accommodations for expatriate staff, review draft lease contracts, complete accommodation approval files, organise repairs and maintenance where applicable • Identify and organise repairs and maintenance of the office and the Ambassador’s Residence, and the equipment, liaise with contractors • Liaise with a security provider for implementation of security measures in the Residence and expatriates’ accommodations and follow up of works • Act as Infrastructure Coordinator in case of building renovation project: technical and administrative assistance during the project initiation and design development, review plans and documents, correspondence and term of references • Analyse documents provided by the building developer, the construction contractors, the experts and external bodies, in order to ensure that EU requirements are met • Follow-up and monitor planned deadlines of the various stages of the building project, from design stage to assistance with procurement of services and works, to provisional acceptance of the works and move • Follow up on budget questions related to infrastructure matters • Definition of the type of tenders to launch for each need (negotiated procurement for (very) low and middle value contract, open procedure, restricted procedure, competitive dialogue, competitive procedure with negotiation, etc.) • Prepare tender specifications for public procurement: planning, monitoring and reporting of the Delegation procurement needs • Preparation of the tender documents (preliminary market survey, invitation to tender, technical specifications, management of evaluation of offers up to the completion of the procedures, filing in proper systems, etc.) • Issue and management of any related binding document such as contracts (Framework and Specific Contracts, Direct Contracts, Purchase Orders, Order Forms) and possible amendments • Liaise with the Delegation’s suppliers for obtaining goods and services and perform quality control • Conduct market research for the selection of suppliers (price / cost / reasonability analysis) • Manage and maintain a suppliers’ database • Follow up the consumption of Framework contracts by registering all related contracts in SUMMA