EUAA ICT Administrative Assistant - Interim Support

Konnekt forms part of a consortium handling temporary employment for The European Union Agency for Asylum (EUAA) in Malta. The consortium is formed by EMCS, PayrollMalta, Talexio, FASTER Group & Konnekt. By applying for this role, you consent to share your information with the consortium partners. 

Administrative Support Assistant - Interim Support

Location: EUAA HQ, Malta.

Tentative start date: As soon as possible, with a probationary period of 6 months.

Salary Category III - Gross monthly: 3,062.39 Euros.

Department: C5/ICTU

Job Description

The Assistant will be supporting mainly the Head of Service Desk Sector (SDS) and Infrastructure and Operations Sector (IOS) in ICT Unit. Support might by requested by the overall management of the ICT Unit, including Head of Projects and Applications Sector (PAS) and Head of ICT Unit. The Assistant will be allocated to ICT Administration Team and requested to provide the hereunder tasks:

• Providing administrative support and assistance in co-ordinating the professional activities of the Sector/s, acting as sector focal point under direct coordination of the Head of IOS and SDS Sector;  
• Supporting the Head of Sector/s with the organisation and planning of activities, meetings and mission arrangements; 
• Scheduling, organising and providing assistance in the preparation of meetings and workshops including the preparation of documents and presentations; 
• Taking notes and writing minutes during meetings, follow-up action points defined at these meetings;
• Conducting or preparing any research required for the sector/s;
• Monitoring the emails and preparing communications for the Head of Sector/s if required;
• Managing records - develop and maintain internal tools and databases of administrative nature, draft documents, templates, file emails, correspondence and archive them;
• Build a network of key contacts across the organisation;
• Validate supporting documents attached to claims; 
• Proving support and assistance to ICT Administration Team in relation to contract management and financial matters, when required by Head of ICT Unit.
• Perform any other duties required in the interest of the service.

Minimum qualifications

• A secondary education attested by a diploma giving access to post-secondary education and appropriate professional experience.
• Effective written and spoken communication skills in English (C1 level according to Common European Framework of Reference for language skills), the working language of the EUAA.

General requirements

Essential:

• Proven professional experience closely related to the job description.
• Proven professional experience in drafting templates, documents and reports.
• Proficient knowledge of MS Office tools.

Advantageous:

• Professional experience in a position related to the duties and/ or in a European Institution, Agency or Body.
• Have proven experience as personal administrative assistant.
• Have proven experience in drawing up MS Visio diagrams, MS Excel charts and pivot tables.

Other requirements:

• Motivation to work in a dynamic working environment.
• Excellent communication and interpersonal skills.
• Customer-oriented attitude.
• Attention to details, confidentiality, integrity and discretion.
• Capacity to manage and co-ordinate several processes simultaneously.
• Critical thinking and problem-solving skills.

Job Reference: RI758