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MGR Human Resources Ltd, member of MAP S.Platis Group, is a leading, broad HR Consulting, Training, Recruitment and Temporary Placements Agency. We are currently seeking to recruit a Facility Management Site Support 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.

Job Description:

  1. Perform administrative tasks supporting the contract managers with the technical implementation and monitoring of contracted services
  2. Perform facility management related duties, organize and/or execute uninterrupted in-house service delivery
  3. Responsible for organizing fleet management (planning of vehicle dispatch and maintenance)
  4. Monitor and manage client requests in an automated system or E-mail
  5. Perform any other task as requested in the interest of the service as assigned by Line Manager or Coordinator.

Ad.1) Organizing correspondence, filing and archiving documents, drafting of documents, typing, reproducing, handling the layout of documents and checking the formal quality of documents. Communicating with contractors calling to the site; Receiving goods and services monitoring consumption tables and services, draft order forms. Act as DEA.

Ad.2) Ensure excellent daily management of supplies and equipment, ensure uninterrupted delivery of FM services, liaise with internal and external suppliers to follow-up on the delivery of supplies and equipment. Assisting with contract management activities in general. Ensure that a high level of hospitality is delivered in the execution of duties and paying attention to FM details in the physical environment. Prepares removals and monitors assets and inventory.

Ad.3) Manages the car fleet: planning the dispatch of vehicles, ensures that the fleet is maintained according to schedule, fueled and cleaned. Administer the car logbooks. Performs driving duties as assigned. The job holder may be required to wear a uniform (tenue de ville, provided by the agency) when driving on special occasions.

Ad.4) Accepts client requests and prioritises these. Organizes and assigns requests in an automates system and acts for their follow up or monitors the delegation of such task.

Minimum Qualification:

  • Post-secondary education attested by a diploma OR Secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience of at least one year OR College Education (Maltese Equivalent - Advanced Level Certification);
  • Service minded attitude and capable to work in a team and communicate accordingly
  • Excellent communicative skills and personal presentation
  • Flexibility in the duties to be performed
  • Well organized and able to plan well
  • Efficient in the manner duties are performed, accurate and attentive to detail
  • Self-motivated and able to work with minimal supervision
  • Able to deal with difficult circumstances as they arise and take the initiative as to the course of action
  • Confidentiality, integrity and discretion;
  • Ability to use electronic office equipment and applications (word processing, spreadsheets, presentations, electronic communication, internet etc.)
  • Good command of the English language (minimum B2 spoken and written), any other European Union language on B2 level, such as: French, Italian, Greek, Maltese, is highly appreciated
  • A valid EU driving license ‘B’ is required
  • Be physical fit to climb stairs or ladders and lift or move items commonly found in an office environment.

Minimum experience:

At least 3 years of relevant experience in a or administrative/facility support role in a larger office environment of 100+ people (might be substituted by comparable experience in the leisure industry); Experience working in a multi-cultural environment.

Remuneration

The position falls in hierarchical Category III and the associated salary is €34,795.80 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 Monday 27th of May 2024.

Please note that only successful candidates will be contacted.

MGR is an equal opportunities employer.

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