EUAA Interim Administrative Officer

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 Officer

Location: EUAA HQ, Malta.

Tentative start date: 03/02/2025, contract of 11 months with a probationary period of 6 months.

Salary Category IV - Gross monthly: 3,920.72 Euros.

Department: C1/OTAU/Cluster1 AdminTeam

Job Description

The Administrative Officer – interim support will be working in the Cluster1 AdminTeam and coordinate administrative tasks in the EUAA country operations. 

Responsibilities;

• Contribute to the management of the administrative activities of the team and provide support and advice to the team in all the administrative, financial and procurement-related tasks as needed.
• Manage correspondence in the area of activity and ensure effective communication flow between central office, teams and stakeholders within the Agency for all the administrative processes.
• Take care of the administrative and finance activities of the team (e.g. reimbursement process, purchase orders, payments, contracts, budget monitoring) and prepare and process financial transactions, making sure all financial processes are managed in line with EUAA financial rules and sound financial management.
• Support the design and drafting of administrative processes and policies and/or reporting tools aimed at improving financial/administrative management activities by ensuring the high-quality standards of accuracy and consistency.
• Establish and maintain paper and electronic records in accordance with agreed standards.
• Draft internal administrative documents such as: notes, files, minutes, info material, rules, reports, policies, guidelines or procedures, proof-reading letters, reports etc.
• Prepare statistics, periodical reports and other documentation regarding the administrative operation of team.
• Support the implementation of ad hoc projects related to areas of responsibility.
• Provide logistic and administrative support in the organisation of meetings, events, conferences, travel and accommodation arrangements, etc.
• Perform any other duties in the interest of the service.

Minimum requirements

• A completed university studies of at least three years attested by a diploma;
• At least three years of relevant work experience in line with the main tasks described above;
• Proven professional experience in drafting templates, reports, guidelines;
• Meet the character requirements for the duties involved;
• Thorough Knowledge of English (level C1 in all dimensions as per the Common European Framework of Reference for Languages or CEFRL);
• Computer literacy, including MS Office Suite, use of internet and web-based applications.

Advantageous

• MBA
• Experience and knowledge of projects/programmes development, management and implementation.
• Previous experience working in an EU body or knowledge of the EU financial procedures and workflows shall be an advantage.
• Proficiency in other European languages.

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 analytical skills;
• Attention to details, confidentiality, integrity and discretion;
• Well-developed time management skills;
• Strong service-oriented attitude and flexibility;
• Capacity to manage and co-ordinate several processes simultaneously;
• Excellent planning and problem-solving skills and the ability to prioritise work;
• Ability to work effectively in a multidisciplinary team in a multicultural and multilingual environment;

Job Reference: QR028