Secretary / Archivist

at European Union (EU)
Location Dar es salaam, Tanzania, United Republic of
Date Posted June 10, 2021
Category Management
Job Type Full-time
Currency TZS


We are

The European Union (EU) Is an economic and political union between 27 European countries. It plays an Important role In International affairs through diplomacy, trade, development aid and working with global organisations. 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 the East African Community:

  • Supports Tanzania’s development agenda and sustainable development goals for a better life for all
  • Provides support with a view to Inclusive growth, private sector development and Job creation
  • Promotes fundamental rights, good governance and accountable democracy;
  • Fosters regional peace and stability, economic Integration and trade development.

Secretary / Archivist

We offer

Upon recruitment, the successful candidate will occupy a specific Job function as Secretary this Job function may be changed In accordance with the needs of the Delegation.

This Is a full time employment. The post is allocated in salary group III which has a minimum gross salary of 2,763,087 TZS per month.  Reporting to the Head of Finance and Contract (FCA), the Secretary / Archivist will manage activities of the section. The main tasks will Include:

  • Co-ordinate the storage, reproduction, circulation and retrieval of documents In the archive storeroom and in the IT tool available for fillng/archivlng.
  • Record and route Incoming correspondence, finalise and transmit outgoing correspondence, using fillng/archivlng software when­ever necessary and ensure that deadlines are respected.
  • Maintain the registers for the different files updated.
  • Co-ordinate and contribute to the administrative quality checks for files for signature.
  • Prepare notes, minutes and routine correspondence.
  • Organise events when required (meetings, conference, and business lunch).
  • Ensure that infrastructure, office supplies, inventoried goods and other logistical needs for the FCA section are covered.
  • Maintain FCA Calendar updated.
  • Manage FCA Phone calls.

Required Qualifications and Competencies

  • Bachelor degree of Information and Records management, or equivalent.


  • Minimum of four years professional work experience In administrative support of which 2 years practical experience in filing/ar- chlving for large company Is required.

Linguistics ability and Communication skills

  • Fluent in English and Kiswahill.
  • Excellent oral and written communication.

Interpersonal and Intellectual skills

  • Flexibility to work under pressure and to respond quickly to new demands
  • High degree of responsibility and be able to work independently in order to meet strict deadlines
  • Ability to work In a team
Selection Criteria

Compulsory requirementAsset
QualificationsUniversity degree In a field related to Information and Records Management or equivalent.
Professional experienceMinimum of four years relevant experience In admin­istrative support of which 2 years practical experience In fillng/archivlng.Archiving experience In an international organisation/ diplomatic representation and/or the finance and con­tract section of an International company is an asset.
Knowledge of lan­guagesFluent in English and KiswahillKnowledge of an additional European language Is an asset.
Knowledge of IT toolsMicrosoft Office, Excel, OutlookArchive and document management IT systems
Other KnowledgeArchiving techniques and procedures Document managementPractical experience In Knowledge management strategy is an asset.

Applying Instructions

You can apply by submitting your application by sending your detailed CV and Cover letter to:

The Subject of your email should be: Project Assistant Post No. 368083

The procedure

After the deadline for applications, the applications will be reviewed by a Selection Committee set up for this purpose. The Selection Commit­tee will prepare a short-list of candidates who are considered to be the most suitable for the post on the basis of a preliminary assessment of the Information provided In their application letter and the supporting documents. The short-listed candidates will be Invited to an assessment phase which may Include an Interview if necessary – during this phase, the Selection Committee will assess the suitability of the candidates for the post.

The candidates who have not been short-listed will not be contacted individually; however, the Delegation will use the same means of publica­tion as for this Vacancy Notice to Inform the remaining candidates once the recruitment procedure has been completed and that a candidate has (or has not) been recruited.