Job Opening Title:
Administrative and Archiving Assistant
Name of Employer:
MGR
Job Site Location :
Valletta, Malta
Application Deadline:
27/01/2023
Minimum Degree Requirement:
Completed university studies of at least three years attested by a diploma in the field of records, archival and information studies or equivalent
Years of experience required:
Previous experience of at least one year in records/archival management
Salary Range:
Job opening URL:
https://mgr-hr.com/ ; click on “Career opportunities with MGR Human Resource Clients”
Job Description (if URL to posting not available). Include instructions for how to apply.:
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 an Administrative and Archiving Assistant for the European Union Agency for Asylum to be based in Malta Headquarters.
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:
Support the Head of Sector and Document Management Officer in ensuring that the necessary administrative and archiving tasks are performed to the Agency’s standards
Perform administrative tasks, including amongst others:
Providing support for administrative and financial activities;
Organising internal meetings, including drafting agendas, meeting documents, presentations, minutes etc.;
Performing other tasks, as required
Perform tasks relating to records management, including amongst others:
Providing support for the organisation and cataloguing of the paper archive;
Undertake electronic scanning of paper documents and uploading to an electronic document management system;
Assisting in administering and maintaining the electronic records and documents management system;
Assisting in the development, implementation and follow-up of records and archival management procedures;
Providing support for other records and archiving management tasks, as required
Support communication and training activities, including amongst others:
Providing support to the Agency’s staff with information on records and archival management via the intranet, email and other communication channels;
Assisting in the organisation and supervision of the network of DMO Correspondents;
Assisting in developing training materials concerning records and archival management;
Providing support during training sessions on records and archival management.
Essential criteria:
Previous experience of at least one year in records/archival management
Professional/practical experience related to the tasks described under Responsibilities, particularly to cataloguing
Knowledge of document, records and archival management systems, as well as knowledge and understanding of applicable international standards in the field
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
Strong organisational skills
Accuracy and attention to detail
Advantageous criteria:
Relevant post-graduate degree will be considered an asset
Ability to quickly adapt to and learn new software/procedures without extensive training
Resilient and capable of performing the same task for long periods of time
Commitment to customer service and promotion of records and archival management practices
Ability to work in a team but also independently, where required
Good communication and interpersonal skills
Past work experience within EU institutions or bodies or in a multicultural environment
Minimum Education:
Completed university studies of at least three years attested by a diploma in the field of records, archival and information studies or equivalent
Remuneration
The position falls in hierarchical Category III and the associated salary is €31,999.32 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 27th of January 2023.
Please note that only successful candidates will be contacted.
MGR is an equal opportunities employer.
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