General Administration and Office Management 

Proactively assisting the Head of Office (HoO) in day to day running of the office.
Providing guidance, training and daily supervision to other General Service staff in the area of responsibility.
Screening calls, managing general mailboxes and the office shared calendar and travel planner for the Centre. Arranging meetings and events for the HoO.
Drafting briefing materials and reports related to meetings activities and missions.
Processing and/or coordinating logistics and travel arrangements for the HoO, including travel authorisation and travel claim.
Independent drafting of complex correspondence, internal memoranda and circulars and hands-on assistance with editing, proofreading and formatting of technical documentation.
Assist in planning and implementing specialised delegated tasks effectively ensuring timeliness and adherence to established policies, procedures or practices.
Taking meeting minutes during meetings.
Maintaining and ensuring regular updating of REMPEC’s Country Profiles, databases of partners and Focal Points
Assisting in planning of efficient use of office space and identifying technology and equipment needs, including hardware and software requirements.
Monitoring payments and ensuring payment of contractors’ invoices.
Identifying and resolving diverse issues as they arise and determining appropriate actions.
Support the Centre’s Emergency response related roles in the coordination/management of marine pollution incidents, under the management of the HoO.
Act as backup for Financial Administrative Officer, as required.
Act as Focal point on UNEP Gender Task Force.
Act as Focal Point on UNEP Communication Task Force.
Act as Focal Point for UNDSS.

Quality Assurance 

Assist and ensure maximum efficiency in the overall aspects of the role.
Assist in reaching the set goals and standards established by the Office.
Assist in establishing policies and procedures to ensure the highest levels of quality assurance are used both internally and externally.
Apply regulatory principles in the best interest of the Office.
Develop skills in the related fields, including self education and research and to improve operations in general to make a positive difference.

Contract Administration 

Monitoring deadlines for commitments, contracts, activities and memoranda and flag issues as appropriate.
Managing, updating, assisting with the day-to-day administration of contracts between the UN and external contractors for outsourced services.
Reviewing invoices from consultants/companies for consultancy services against contract, for clearance by the relevant officer.

Human Resources oversight and administration  

Liaise with IMO on HR matters, as required, such as staff rules, policy issues, entitlements, etc.
Act as Focal Point with MFET, including processing of documentation related to diplomatic requirements and privileges in liaison with host Government.
Providing guidance in relation to required visas and clearances for travel and residency in Malta.

Conference and Events Coordination and Management 

Overseeing of all logistical arrangements and ensuring timely organization of participants’ travel to meetings hosted at REMPEC and other workshops/training activities implemented by the Centre.
Provide Secretariat support services to meetings and workshops by typing and distributing minutes/reports as required;
Coordinate with country focal points, project partners and IMO, liaise closely with REMPEC staff ensuring efficient organization and running of events (workshops, training, meetings).
Any other duties as required and assigned.

Good organisational skills and numeric acumen.
Ability to assimilate and analyse information.
Ability to work unsupervised within own area of responsibility.
Good report writing skills.
Ability to work under pressure and meet deadlines.
Ability to work in a multicultural environment and to establish working relationships with internal and external stakeholders, at all levels.
Ability to exercise good judgement, tact and discretion.

A minimum of six years of progressive experience in administration, project or office management or related area is required. Experience with contract administration and Human Resources administration would be an asset. Experience working for a Government Administration, regional or international organization would be an asset.