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 Tanzanian government in areas that are part of the EU’s remit.

We offer

The post of Administrative Assistant (Local Agent Group 2) in the Delegation’s Administration Section. The team consists of 13 people and there are occasional atypical working hours.

Under this post, the recruited person will be attributed 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 area of Human Resources and Administrative, financial and Logistical Support.

Following main tasks and duties are currently required:

Administrative, financial and Logistical Support

• Administer mission authorizations,
• Assist with the implementation, management and monitoring of contracts
• Monitor, control and check various documents issued by contractors before, during or after work is carried out and goods are delivered; check invoices and certify that they comply with orders
• Manage data on completed orders and compile statistics
• Assists the Head of Administration and the Account Clerk to prepare budget requests & follow-up of Delegation running costs and budget execution
• Assist to administer mission reimbursements for all Delegation staff

Management of HR Matters

• Recruitment and Selection – ensuring correct procedures are followed throughout the process
• Administer leave, mission and training planning for all Delegation Staff
• Ensure staff are allocated correct group and step at start of employment
• Facilitating medical reimbursement claims
• Custodian of all HR matters for the Delegation
• Back-up for Head of Administration when absent

Back-up and Support Function Procurement and Planning

• Assist to ensure effective planning and coordination in general of the activities of the section
• Assist in implementing tender and procurement procedures
• Preparation and coordination of all of proposals/tender files
• Organisation of opening and evaluation procedures
• Participation in opening and evaluation committees
• Replies to tenderers
• Drafting of contracts/addenda etc
• Ex-post/ex-ante publicity
• Follow up of contract validity
• Administer leave, mission and training planning for all Delegation Staff
• Back-up for Head of Administration when absent

Protocol and Visits/Events

• Assist with Protocol – visa, driving licenses, car plate number, travel permits, removals
• Relations with the Ministry of Foreign Affairs
• Organise High-Level Visits under the supervision of the Head of Administration and in close collaboration with the PA to the Ambassador and the Political Section (Booking of hotels, inspection visits, airline tickets, venues, additional cars and drivers, etc.)
• Provide administrative, logistic support in the preparation of functions and events organised by the Delegation, coordination with contractors (Europe Day, European Festival, dinners, cocktails and gatherings at the Residence, etc.)

The base salary will depend on relevant and verified employment experience, typically starting from a gross of 4,505,022 /-TZS per month. 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 in October 2024.

Minimum requirements / eligibility criteria

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.

Only candidates admitted to each successive selection phase will be contacted individually. The Delegation will use the same means of publication as for this job advertisement to inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.

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.