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.
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
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;
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.