MGR Human Resources Ltd, member of MAP S.Platis Group of Companies, is a leading, broad HR Consulting, Training, Recruitment and Temporary Placements Agency. We are looking to hire an Administrative Assistant - interim support for the European Union Agency for Asylum to be based in Malta.
The position
The successful candidate will work on a secondment basis for the awarded contract for the Provision of Interim Services to the European Union Agency for Asylum (EUAA). EUAA is an EU Regulatory Agency headquartered in Malta whose mandate is to strengthen EU Member States’ practical cooperation on asylum, to support Member States whose asylum systems are under particular pressure and to enhance the implementation of the Common European Asylum System.
Responsibilities:
The Administrative Assistant will be supporting the EU Operations Sector with the following tasks:
- Providing administrative support and assistance in co-ordinating the professional activities of the Sector, acting as sector focal point under direct coordination of the Head of Sector;
- Scheduling, organising and providing administrative assistance in the preparation of meetings and workshops including the preparation of documents and dossiers; Scheduling, organising and maintaining the agenda of the Sector meetings, as well as horizontal meetings and events organised by the Head of Sector and/or team leaders within the Sector;
- Supporting the Head of Sector with the organisation and planning of calendar, including meetings and mission arrangements.
- Providing administrative support with organisation of and claims for missions for the staff of the Sector;
- Draft documents, templates, minutes and reports;
- Records management - develop and maintain internal tools and databases;
- Screening and filing emails and correspondence regarding the related area/s of activities and managing correspondence, documents filing and archiving;
- Build a network of key contacts across the organization;
- Supporting in administrative, related tasks of the unit;
- Validate supporting documents attached to claims;
- Provide back-up to the other Administrative Assistant staff within the Sector;
- Perform any other duties required in the interest of the service.
Minimum requirements:
- A secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience.
- Previous professional experience in similar tasks of at least 2 years;
- Proven professional experience in drafting templates, documents and reports;
- Thorough Knowledge of English (level C1 in all dimensions as per the Common European Framework of Reference for Languages or CEFRL)
- Have excellent knowledge of MS Office Suite.
Advantageous:
- Previous experience within an international and multicultural environment, specifically in the field of international protection;
- Have proven experience in the preparation of meetings, drafting templates, minutes and reports;
- Have proven experience as administrative assistant.
Required skills/competencies:
- Ability to manage own workload and work without close supervision;
- Ability to work under pressure and meet deadlines on multiple tasks;
- Strong service-oriented attitude and flexibility;
- Ability to establish a comprehensive network of strategic contacts across the organisation;
- Accuracy and attention to detail;
- Capacity to manage and co-ordinate several processes simultaneously;
- Excellent planning and problem-solving skills and the ability to prioritise work;
- Attention to details, confidentiality, integrity and discretion;
- Ability to work effectively in a multidisciplinary team in a multicultural and multilingual environment.
Remuneration
The position falls in hierarchical Category III and the associated salary is €33,475.68 gross annually in twelve monthly installments.
Applications
All applications will be treated with the strictest confidentiality. Interested applicants should apply for the vacancy no later than Sunday 24th of September 2023.
Please note that only successful candidates will be contacted.
MGR is an equal opportunities employer.
this job offer is not open for applications
