Administrative Assistant

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 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

Back-Up and Support Function

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.

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

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