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:

1. There is the accounts section for Head Office which manages the budget for Head Office.
2. The Mission Accounts section is responsible for the auditing of the accounts of Embassies.
3. 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.
4. Travel Unit which is responsible for all travel requirements of the Ministry

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:

1. 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.
2. Keeping track of all promotions, progressions, extension of contracts and increments of all officers within the Ministry and follow necessary procedure as per PSMC.
3. Processing of salaries including adjustments as required.
4. Keeping track of Vacation Leave/Home Leave and Sick Leave records of all the officers within the Ministry.
5. Keeping track of all officers who benefit from family friendly measures making sure that the correct procedure is followed with regard to extensions/termination.
6. Monitoring movement of staff and keeping an updated database of personal data of all the staff within the Ministry on a monthly basis.
7. Monitoring of all recruitment and extension of contracts of Locally Engaged Personnel.
8. Assisting officers being posted overseas with logistical arrangements as per Conditions of Service and necessary follow-up liaison.
9. Administration duties related to Discipline as instructed by Heads of Department, taking immediate action by following disciplinary procedure as per PSMC.
10. Distributing circulars issued by PAHRO/Departmental/EEAS/SNE to officers at Head Office, Embassies and officers on unpaid leave.
11. Coordinating Registries.
12. 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:

1. Pre-posting training;
2. Coordination of pre-posting preparations;
3. Planning of movements of staff to / from / between missions;
4. Mission reporting / accountability / performance;
5. Assists Missions Abroad implement particular projects led by Head Office;
6. 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.

The Information Management Unit within the Ministry for Foreign and European Affairs primary role is to ensure alignment of information technology with the Ministry’s strategic priorities. In this regard, the Unit provides support and advise to the Permanent Secretary on all Ministry ICT Matters.

Main Competencies of the Unit include:

• The preparation of strategic and operational ICT plans for the Ministry in line with the national ICT strategy;
• Providing support and advice to the Permanent Secretary on ICT matters;
• Technical advice about the procurement and/or leasing of ICT-related equipment;
• Co-ordinate the design and implementation of Information Systems;
• Preparation of the ICT budget and the optimisation of ICT resources.

The Unit is also involved in applying Governmental-wide policies, standards and protocols which are aimed at ensuring that IT systems are mutually compatible.

Vision:  Promoting Malta’s foreign policy across the globe through the effective use of Information Technology.

Mission: We take pride in our ability and consistent approach to strategically support our clients whilst reducing excessive bureaucratic processes through the effective implementation of technology.

Values: We are governed by the values inherent in the Maltese Public Administration, whilst working towards achieving Excellence, Accountability and Integrity; and ensuring the provision of a Compassionate and Inclusive customer centric service, through employee Empowerment and the Competent use of public monies.

The European Union Coordination Department (EUCD) within the Ministry responsible for European Affairs is responsible for the Government’s overall internal coordination on all European Union (EU) related matters with a view to ensure Malta’s effective participation in EU structures and policy making, through a timely, consistent and coherent approach. The Department is also responsible for the coordinating the smooth transposition and implementation of EU legislation.

Main Competencies

The EUCD is part of the Government’s administrative structure and serves as a co-ordination body on EU policies. The Department seeks to ensure that all stakeholders, i.e. both lead and line Ministries and Government bodies, are well-informed and consulted so that the necessary decisions and actions about any EU related matter are taken in a timely manner. This allows the Government’s representatives to effectively participate in all meetings at EU level. Also, while the Department is not directly responsible for the introduction of new laws, it is tasked with the coordination for the proper transposition and implementation of the EU acquis.

The EU Coordination Department is responsible for the overall coordination of Malta’s positions for discussions within the various EU institutions and entities, as well as with other Member States. It is responsible for ensuring that appropriate instructions and briefing material is received by the Permanent Representation of Malta to the EU, as well as those participating in EU Ministerial Council meetings, committees, working parties and working groups. The EU Coordination Department is also responsible for ensuring effective participation in all priority Council working parties and Commission working groups.

The EU Coordination Department coordinates the preparatory work for the Inter-Ministerial Committee for EU Affairs which includes the coordination of the drawing up of internal documents and consolidated position papers required for decision-making at the national level. It ensures the flow of information between the Permanent Representation and the respective lead and line ministries with respect to different policy areas. The EU Coordination Department has also a trouble-shooting role especially in the area of arbitration on questions of inter-departmental overlap.

The EU Coordination Department is also responsible for monitoring the implementation of the adopted acquis in line with the agreed timeframes, both in terms of legal adoption and implementation.

Furthermore, the EU Coordination Department is responsible to coordinate external visits (such as, from EU institutions and consultative bodies) and the preparation of the necessary briefing material for the respective meetings.

To carry out its duties, the EU Coordination Department is currently made up of five units namely: COREPER I Unit, COREPER II Unit, Legal Unit, European Parliament Unit & Inter-Ministerial Coordination Unit, and the Administration Unit.

Vision: Membership with purpose: Making a success of Malta’s EU Membership.

Mission: Ensuring Malta’s effective participation in EU structures and policy making and coordinating the smooth transposition and implementation of EU legislation.

Values: We believe in upholding the highest standards of integrity in all of our actions, while valuing our people, encourage their development and reward their performance.