EUAA Facility Management Administrator - 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. 

Facility Management Administrator

Location: EUAA HQ, Malta.

Tentative start date: As soon as possible.

Salary Category IV - Gross monthly: 3,920.31 Euros.

Job Description

Perform administrative tasks supporting the contract managers with the implementation and monitoring of contracted services,

• Perform business control tasks,  
• Prepare and carry out market surveys for upcoming tender procedures for the sector
• Compile and prepare technical specifications for upcoming tenders
• Assists in managing assets
• Perform any other task as requested in the interest of the service as assigned by line manager or coordinator; Occasional travel abroad may be required.
• Organizing correspondence, filing and archiving documents, verifying documents initiating workflows; Receiving goods and services monitoring consumption tables and services, draft order forms, communicate with contractors. 
• Organizing meetings, assisting with minutes taking, structuring and archiving files, provide quantitative data analyses on complicated invoices, quotations, tender documents, BoQ; Keep projects planners up to date and manage working groups. 
• Conduct methodological market surveys and present relevant findings, set up price/cost projections and evaluate these in view of the strategic contractual need of the Sector.  
• Set up technical specifications for new tenders incorporating the findings of market surveys; coordinate the input provided by other stakeholders; Drives the conclusion of this process by drafting and launching a procurement request. 
• Supports with tracking and tracing of assets, analyses data sets and drafts reports.

Minimum qualifications

• Completed university studies of at least three years attested by a diploma.
• University degree in Engineering, Logistics, Business, Facility Management, Public Administration, Law or similar; "

Minimum Experience

• At least 3 years’ experience in an administrative/facility support role in a larger institutional environment of 100+ people. Experience working in a multi-cultural environment

General Requirements

• Service minded attitude and capable to work in a team and communicate accordingly; 
• Excellent communicative skills and personal presentation;
• Flexibility in the duties to be performed; 
• Well organized and able to plan and anticipate; 
• Efficient in the manner duties are performed, accurate and attentive to detail; 
• Self-motivated and able to work with minimal supervision; 
• Able to deal with difficult circumstances as they arise and take the initiative as to the course of action; 
• Confidentiality, integrity and discretion; 
• Ability to use electronic office equipment and applications (word processing, spreadsheets, presentations, electronic communication, internet etc.). 
• Good command of the English language (minimum C1 spoken and written); any other European Union language on B2 level, such as: Spanish, Italian, Greek, Maltese, is highly appreciated.

Job Reference: LE200