Director, Corporate
Services
Mr Tonio Briguglio
Directorate Corporate Services
The Directorate Corporate Services is responsible for the administration,
Human Resources, Finances and General Support function of the Ministry for
Foreign and European Affairs and Trade.
Assistant
Director, Accounts and Finance
Mr Daniel Bugeja
Finance and Accounts
The Finance and Accounts Section is divided as
follows:
- There is the accounts section for Head Office which manages the budget
for Head Office.
- The Mission Accounts section is responsible for the auditing of the
accounts of Embassies.
- The Procurement Unit is responsible for designing and implementing
procurement processes leading to the
establishment of a contract for the purchase of supplies, services and works in
full accordance with the National Procurement Regulations and other related
circulars as may be necessary. The latter may be instructions from the
Department of Contracts or other entities such as the Green Procurement
Section. The Procurement cycle is triggered off by raising a request form
showing details of who is making this request, what is required and a basic
estimate of purchasing such a solution. The Procurement Unit ensures that
finances are available to such purchasing. Once this is established the
procurement activity pertaining to the particular threshold, based on the
estimate, is organized. Such procurement activity may take shape of a
collection of quotes or publication for tender offers as the case may be.
- Travel Unit which is responsible for all travel requirements of
the Ministry.
Assistant
Director, HR
Mr Shaun Bonello
Human
Resources
The Human Resources Section
manages the Human Resources function of the Ministry. This section caters
for the issuance of appointment letters, takes care of the Performance
Management Programme of officers, and keeps appropriate record of
employees. The officers in this section are regularly sent on courses to
update themselves on the latest development in the field.
The Human Resources section is the central unit on all Human Resources
related matters for both Head Office based and Mission based officers and
consists of the following process:
- Drawing up of calls for
applications which were approved in the Capacity Building for the filling of
posts/positions within the Ministry and take action required till the process
is finalized with the issue of appointments/contracts.
- Keeping track of all
promotions, progressions, extension of contracts and increments of all officers
within the Ministry and follow necessary procedure as per PSMC.
- Processing of salaries
including adjustments as required.
- Keeping track of
Vacation Leave/Home Leave and Sick Leave records of all the officers within the
Ministry.
- Keeping track of all
officers who benefit from family friendly measures making sure that the correct
procedure is followed with regard to extensions/termination.
- Monitoring movement of
staff and keeping an updated database of personal data of all the staff within
the Ministry on a monthly basis.
- Monitoring of all
recruitment and extension of contracts of Locally Engaged Personnel.
- Assisting officers
being posted overseas with logistical arrangements as per Conditions of Service
and necessary follow-up liaison.
- Administration duties
related to Discipline as instructed by Heads of Department, taking immediate
action by following disciplinary procedure as per PSMC.
- Distributing circulars
issued by PAHRO/Departmental/EEAS/SNE to officers at Head Office, Embassies and
officers on unpaid leave.
- Coordinating Registries.
- Overseeing general support services including minor staff.
Missions
Abroad Training Unit (MATU)
Seeing the need for coordination and focus for
certain matters related to the missions, the Permanent Secretary assigned a
focal point in relation to Missions Abroad.
MATU deals with the following areas:
- Pre-posting training;
- Coordination of pre-posting preparations;
- Planning of movements of staff to / from /
between missions;
- Mission reporting / accountability /
performance;
- Assists Missions Abroad implement
particular projects led by Head Office;
- Addresses issues raised by Missions;
Registry
The Registry Section is the
guardian of the Ministry’s files. It is also divided into two – the
Confidential Registry and the Open Registry. The Confidential Registry
manages files which are not for general circulation. These include secret
files. This registry also keeps all agreements and treaties signed by
Malta over the years. The officers working in this Registry also manage
correspondence at a security level. The Open Registry deals with general
files which can be circulated to all officers of the Ministry. It is
housed in two places, at Palazzo Parisio and at the Directorate Corporate
Services. The Registry at Palazzo Parisio is further subdivided into
sections which cater for Protocol, Bilateral Relations and Multilateral
Affairs.