The European Union Delegation to the United Republic of Tanzania and to the East African Community is looking for:
\nAdministrative Assistant in the Administration Section.<\/p>\n
Text<\/p>\n
We are\u00a0
\nThe 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.
\nThe EU Delegation to the\u00a0United 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\u2019s remit.<\/p>\n
We offer
\nThe post of Local Agent Job Profile of Administrative Assistant, Group II in the Delegation\u2019s 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.
\nUnder 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.
\nFollowing main tasks and duties are currently required:
\nInfrastructure
\n\u2022 Manage the registry of expatriate staff accommodations \u2022 Facilitate the search of accommodations for expatriate staff, review draft lease contracts, complete accommodation approval files, organise repairs and maintenance where applicable
\n\u2022 Identify and organise repairs and maintenance of the office and the Ambassador\u2019s Residence, and the equipment, liaise with contractors
\n\u2022 Liaise with a security provider for implementation of security measures in the Residence and expatriates\u2019 accommodations and follow up of works
\n\u2022 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
\n\u2022 Analyse documents provided by the building developer, the construction contractors, the experts and external bodies, in order to ensure that EU requirements are met
\n\u2022 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
\n\u2022 Follow up on budget questions related to infrastructure matters
\nProcurement
\n\u2022 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.)
\n\u2022 Prepare tender specifications for public procurement: planning, monitoring and reporting of the Delegation procurement needs
\n\u2022 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.)
\n\u2022 Issue and management of any related binding document such as contracts (Framework and Specific Contracts, Direct Contracts, Purchase Orders, Order Forms) and possible amendments<\/p>\n
\u2022 Liaise with the Delegation\u2019s suppliers for obtaining goods and services and perform quality control
\n\u2022 Conduct market research for the selection of suppliers (price \/ cost \/ reasonability analysis)
\n\u2022 Manage and maintain a suppliers\u2019 database
\n\u2022 Follow up the consumption of Framework contracts by registering all related contracts in SUMMA
\nInventory
\n\u2022 Manage and maintain the Delegation\u2019s inventory up to date: verification of physical inventory (office equipment, vehicle fleet, etc.), follow-up of asset purchase, sale or de-classification procedures
\n\u2022 Monitor maintenance intervals for technical installations, including security installations
\n\u2022 Monitor the assets and encode new acquisitions in the appropriate IT software<\/p>\n
\u2022 Prepare and conduct yearly inventory exercise
\nBack-Up and Support Function
\nHuman Resources
\n\u2022 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.
\n\u2022 Facilitating medical costs reimbursements for local staff<\/p>\n
\u2022 Support the delivery of learning and development activities (physical trainings, e-learning, etc.)
\n\u2022 Perform ad-hoc verification of conformity with local labour law, in collaboration with the Delegation\u2019s local lawyers
\nDuties and responsibilities may be adapted according to the evolving needs of the European Union and its diplomatic representations.
\nThe 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.
\nThe expected start date will be 01\/07\/2026.<\/p>\n
Minimum requirements \/ eligibility criteria (necessary for the application to be considered)
\nSkills
\n\u2022 Excellent command of Kiswahili and very good command of English
\n\u2022 Ability to provide actionable advice to the Head of Administration Section based on the analysis and interpretation of data in the relevant functional area
\n\u2022 Attention to detail and focused on accuracy of information
\n\u2022 Good writing skills and ability to produce concise and clear notes
\n\u2022 Proficient use of standard office information technology tools and systems, such as Word, Excel, PowerPoint, Outlook<\/p>\n
\u2022 Communicate effectively and clearly, both orally and in writing
\nBehavioral Attributes
\n\u2022 Ability to work in a multicultural team, showing good interpersonal skills.<\/p>\n
\u2022 Ability to adapt quickly and flexibly to new requests.
\n\u2022 Capacity to focus on priorities, to show initiative and to organise own workload in order to respect deadlines<\/p>\n
\u2022 Service-oriented mindset
\n\u2022 Eager to learn and develop new knowledge and competences
\n\u2022 High degree of integrity, confidentiality and responsibility.<\/p>\n
Experience
\n\u2022 Minimum 6 years of professional experience as a facility manager or procurement officer.<\/p>\n
\u2022 Experience in a diplomatic mission, a development agency or in a multi-cultural international setting (desirable)
\n\u2022 Experience working with the European Union policies and procedures (desirable)
\nEducation \/ Qualification<\/p>\n
\u2022 Post-secondary degree
\n\u2022 Post-secondary degree in human resources, accounting, finance, infrastructure, business administration or similar (desirable)<\/p>\n
\u2022 Professional certifications in the relevant functional area (desirable)
\nOthers
\n\u2022 Medically fit to perform the required duties
\n\u2022 Enjoy civil rights and permits for employment
\nThe process\u00a0
\nAfter the deadline for applications, the eligible applications will be admitted to the Selection by the Committee set up for this purpose.
\nDepending 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.
\nOnly 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\u2019s Administration.
\nThe successful candidate will be subject to a medical check, and background check.
\nCandidates who wish to lodge a complaint regarding the recruitment process may submit a written communication to the following functional mailbox:\u00a0undefined.
\nUpon receipt, the Delegation will review the matter and, where appropriate, consult Headquarters before providing a response.
\nEQUAL OPPORTUNITIES:\u00a0
\nThe 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.
\nIf pre-selected, candidates with disabilities are invited to contact the Delegation at the following mailbox:\u00a0[email\u00a0protected]. in order to accommodate any special needs and provide assistance to ensure equality of opportunities with other candidates.
\nIf 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.
\nDATA PROTECTION NOTICE:\u00a0
\nhttps:\/\/www.eeas.europa.eu\/eeas\/eeas-privacy-statement-data-protection-notice-purpose-processing personal-data-related-recruitment_e<\/p>\n
Application deadline
\nApplications must be submitted no later than\u00a018\/05\/2026 at 10:00 A.M. (EAT).
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