Administrative Assistant

The Administrative Assistant will provide financial and administrative support to the Mission in Malta under the supervision of the Director and Resources Management Officer. Responsibilities include managing appointments, correspondence, travel arrangements, and supporting meetings and administrative processes.

Responsibilities

• Arrange appointments for the supervisor, receive visitors, place and screen telephone calls and respond to routine requests for information.
• Provide office, administrative and logistics support to meetings, committees, conferences, etc.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Respond or draft responses to standard/ routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.
• Initiate general administrative tasks in the computerized financial / travel / human resources systems.
• Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
• Provide assistance in the administrative processing of vacancy notices and consultants' contracts.
• Research, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Perform other duties as required.

Requirements

• High school diploma with four years of relevant experience; or, Bachelor's degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization.
• Knowledge of UN and bilateral donor programming.
• Knowledge of financial rules and regulations.
• Knowledge of International Public Sector Accounting Standards (IPSAS).
• Fluency in English (oral and written) is required.
• Desirable language: Maltese (oral and written).

Skills

• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Email Management
• Document Organization
• Financial Rules Knowledge
• International Public Sector Accounting Standards
• Migration Subject Knowledge
• UN Programming Knowledge
• Bilateral Donor Programming
• Appointment Scheduling
• Travel Arrangements
• Meeting Support
• Administrative Support

Languages

English, Maltese