Administrative assistant - BSSU - interim support

MGR Human Resources Ltd, with a Temporary Employment Agency License in Malta No. 249-2024, 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.

Job Description (responsibilities)

·       Provide administrative support to the Head of Unit in the day-to-day management of the three sectors in the unit: Corporate Planning, Monitoring and Reporting Sector, Quality Management and Evaluation Sector and Security Sector;

·       Perform administrative tasks as instructed by the Head of Unit, including amongst others:

-        Diary management;

-        Liaising with other assistants within the centre and across the Agency;

-        Organisation of meetings with the Head of Unit, unit meetings and, where required, sector meetings, including room bookings, drafting of agendas, preparation of meeting documents and presentations, minute taking etc.;

-        Organisation of unit events;

-        Representing the unit or head of unit at meetings, as delegated by the Head of Unit;

-        Screening of staff absence requests and timesheets and mission requests and claims in the dedicated Agency systems, as delegated by the Head of Unit;

-        Reviewing documents and, in particular, carrying out quality checks to ensure conformance with the Agency’s standards;

-        Monitoring deadlines for the unit’s deliverables and following up of incoming requests;

·       Performing other support tasks, as required.

The administrative assistant is required to act confidentially and discreetly in the performance of tasks.

Minimum qualification:

·        A level of post-secondary education attested by a diploma, or preferably a level of education which corresponds to completed university studies attested by a diploma;

·        Excellent written and spoken communication skills in the English language (at least level C1 in all dimensions as per the Common European Framework of Reference for Languages or CEFRL), the working language of the EUAA;

·        Computer literacy and proficiency in MS Office suite, use of internet and web-based applications, and other office-based tools;

·        Accuracy and attention to detail;

·        Good organisational, team working and interpersonal skills.

Minimum experience:

·       At least five years’ work experience in similar positions, three of which as personal assistant to a manager

·       Past work experience within EU institutions or bodies or in a multicultural environment would be advantageous.

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 Friday 6^th of September 2024.

Please note that only successful candidates will be contacted.

MGR is an equal opportunities employer.