Secretary Job at Delegation of the European Union

Secretary Job at Delegation of the European Union — July 2025 Position: Secretary Organization: Delegation of the European Union to Tanzania and the EAC Location: Dar es Salaam, Tanzania Contract Type: Local Agent (Group III), 2-year fixed term (includes a 9-month probation period) Starting Salary: From 3,573,768 TZS/month (depending on experience) + competitive benefits (health insurance, retirement plan, paid leave) Expected Start Date: Mid-October 2026 Hours: 37.5 hours/week (occasional evening/weekend overtime and work travel required) About Us The European Union (EU) is a political and economic partnership of 27 countries. The EU Delegation in Dar es Salaam operates as a full diplomatic mission, representing the EU in its relations with the Tanzanian government and the East African Community. The Role Working in a 10-person team under the Head of the Infrastructure Section, you will manage day-to-day secretarial and administrative workflows. Key Responsibilities: Office & Calendar Management: Manage the Head of Section’s calendar, screen calls, schedule appointments, and welcome visitors. Meetings & Events: Organize high-level meetings, draft agendas, take minutes, and track follow-up actions. Document & Archive Control: Sort, route, and archive incoming/outgoing correspondence using digital and physical filing systems. Travel & Logistics: Coordinate travel, hotels, and expense claims for section staff; monitor office supplies and logistical needs. Writing & Editing: Proofread documents for accuracy and style; draft responses to basic inquiries and prepare briefing materials. Team Support: Record staff leave/attendance, help onboard new team members, and coordinate with other EU sections. Job Requirements 1. Education & Experience Degree: Bachelor’s degree in Information and Records Management, Secretarial Studies, Office Management, Business Administration, or an equivalent field. Experience: Minimum of 4 years as a secretary, PA, or administrative assistant. Must include at least 2 years of hands-on document filing/archiving experience. Asset (Preferred but not required): Experience in a diplomatic mission, international organization, or working with EU procedures. 2. Skills & Qualities Languages: Excellent written and spoken English and Kiswahili. Tech Savvy: Proficient in standard office software, IT systems, and the use of AI tools. Soft Skills: Strong multitasking, priority-setting, and time-management skills under pressure. Attributes: High integrity, strict confidentiality, service-oriented mindset, and the ability to work well in a multicultural team. Eligibility: Must be medically fit and possess all legal permits to work in Tanzania. The Selection Process Application Review: Eligible candidates will be shortlisted based on their CV and cover letter. Testing & Interviews: Shortlisted applicants will undergo practical testing and interviews. At least two finalists will move to the final selection round. Final Vetting: The successful candidate must pass background and medical checks. How to apply The applicant must apply by sending a signed cover letter a Curriculum Vitae (to include, at the minimum, exact job titles, employers names and detailed tasks descriptions) using one of the Europass templates available at: https://europass.europa.eu/en. Only CVs submitted in the Europass format will be considered; any other CV format will be disregarded. Submit a signed cover letter and Curriculum Vitae (CV) only to the following email address: ajirayako@gmail.com and mention in the email’ subject: “246812 – Secretary“ no later than 13/07/2026 at 10:00 A.M. (EAT). Applications submitted to any other email address will not be considered. Caution: The applicant must verify that he/she fulfills all the conditions. The absence of one of these conditions or documents is a reason for the rejection of the application Note: Only candidates moving forward to the next phase will be contacted. Equal Opportunities: The EU is committed to diversity, gender equality, and a zero-tolerance policy for harassment. Candidates with disabilities requiring special accommodations during the application process are encouraged to contact the HR email above. OTHER JOBS, TANZANIA JOBS, NGO's JOBS, NAFASI ZA AJIRA

• Office & Calendar Management: Manage the Head of Section’s calendar, screen calls, schedule appointments, and welcome visitors. • Meetings & Events: Organize high-level meetings, draft agendas, take minutes, and track follow-up actions. • Document & Archive Control: Sort, route, and archive incoming/outgoing correspondence using digital and physical filing systems. • Travel & Logistics: Coordinate travel, hotels, and expense claims for section staff; monitor office supplies and logistical needs. • Writing & Editing: Proofread documents for accuracy and style; draft responses to basic inquiries and prepare briefing materials. • Team Support: Record staff leave/attendance, help onboard new team members, and coordinate with other EU sections. • Degree: Bachelor’s degree in Information and Records Management, Secretarial Studies, Office Management, Business Administration, or an equivalent field. • Experience: Minimum of 4 years as a secretary, PA, or administrative assistant. Must include at least 2 years of hands-on document filing/archiving experience. • Asset (Preferred but not required): Experience in a diplomatic mission, international organization, or working with EU procedures. • Languages: Excellent written and spoken English and Kiswahili. • Tech Savvy: Proficient in standard office software, IT systems, and the use of AI tools. • Soft Skills: Strong multitasking, priority-setting, and time-management skills under pressure. • Attributes: High integrity, strict confidentiality, service-oriented mindset, and the ability to work well in a multicultural team. • Eligibility: Must be medically fit and possess all legal permits to work in Tanzania. • Application Review: Eligible candidates will be shortlisted based on their CV and cover letter.