Qualifications & Experience Required:

Hold a recognised Master's degree or an equivalent qualification at MQF Level 7 (minimum 90 ECTS/ECVET credits or equivalent) in either Business, or Finance ,or Accounting, or Psychology, or Management, or a related field, plus at least one year of relevant administrative or managerial experience in a structured organisational setting, public or private sector.

Hold a recognised Bachelor's degree or an equivalent qualification at at MQF Level 6 (with a minimum of 180 ECTS/ECVET credits, or equivalent) in either Business, or Finance, or Accounting, or Psychology, or Management, and possess at least three (3) years of relevant administrative or managerial experience in a public-sector,

regulatory, or structured organisational environment, including private sector;

Hold a recognised Diploma or an equivalent qualification at at MQF Level in either Business, or Finance, or Accounting, or Psychology, or Management, and possess at least four (4) years of relevant administrative or managerial experience in a publicsector entity,

Proficient in English and experienced with Microsoft tools and Databases.

Role Purpose

The Senior Administration Officer supports the effective administration, governance, and operational management of the International Protection Agency within the Corporate Services Directorate.

The post-holder is responsible for the coordination and management of specialised administrative functions within an assigned area, (Kindly note Annex A; B; C) contributing to regulatory compliance, organisational efficiency, and the sound management of public and EU-funded resources.

Position Context

The Senior Administration Officer is an assistant-managerial role within Corporate Services, holding delegated administrative and operational authority in accordance with IPA’s internal governance framework.

Final accountability, statutory obligations, and executive authority remain with the designated senior officers, in line with applicable legislation and internal regulations.

Core Responsibilities (Applicable to All Senior Administration Officers)

Coordinate and oversee administrative functions within the assigned functional area.
Ensure compliance with applicable laws, public service regulations, EU requirements, and IPA internal policies.
Implement decisions taken by senior management within the scope of delegated authority.
Provide structured technical advice, analysis, and input to senior management.
Liaise with internal departments and external stakeholders to ensure effective service delivery.
Identify operational, financial, or compliance risks and contribute to mitigation measures.
Support the development, review, and improvement of internal procedures and control systems.
Supervise and guide administrative staff assigned to the functional area, where applicable.

Functional Annex A

Senior Administration Officer – Finance

To support IPA’s financial management and control framework, ensuring compliance with public finance regulations, internal controls, and eligible financial management of EU - funded activities.

Functional Responsibilities

Support the preparation, execution, and monitoring of IPA’s annual budget and financial plans.
Coordinate financial administration processes, including commitments, expenditure tracking, and payment procedures.
Assist in the preparation of financial statements, management reports, and audit documentation.
Ensure compliance with public finance regulations, internal procedures, and control mechanisms.
Support financial management, reporting, and audit readiness for EU-funded projects, including AMIF.
Liaise with auditors, Managing Authorities, and other public institutions on financial matters.
Contribute to the strengthening of internal financial controls and financial risk management.

Delegated Authority – Finance

Within approved delegation limits, the post-holder may:

Validate financial documentation and supporting evidence prior to onward authorisation;
Approve routine financial transactions within prescribed thresholds;
Sign internal financial reports and reconciliations for management review.

All statutory approvals and ultimate financial responsibility remain with the designated senior officers.

Functional Annex B

Senior Administration Officer – Procurement & EU Funds

To coordinate IPA’s procurement activities, with particular emphasis on EU-funded procurement, ensuring compliance with public procurement legislation, EU funding rules, and value-for-money principles, while supporting project leadership for AMIF-funded actions.

Functional Responsibilities

Coordinate procurement processes in line with national public procurement legislation and IPA internal procedures.
Manage procurement linked to EU-funded projects, ensuring eligibility, transparency, and audit compliance.
Provide technical input on procurement planning, tender documentation, evaluation processes, and contract management.
Monitor contract implementation and compliance throughout the procurement and execution lifecycle.
Act as, or support, Project Leader for AMIF-funded projects, coordinating administrative, operational, and reporting aspects.
Liaise with Managing Authorities, audit bodies, and internal stakeholders on procurement and project matters.
Support the development of procurement templates, guidance, and internal controls.

Delegated Authority – Procurement & AMIF

Within the limits of delegated authority and applicable law, the post-holder may:

Coordinate and administer procurement procedures up to approved thresholds;
Sign procurement-related administrative documentation (excluding statutory approvals);
Serve on, or chair, evaluation committees when formally designated;
Act as Project Leader for AMIF-funded projects for administrative coordination and reporting purposes.

All contract awards, binding commitments, and statutory decisions remain subject to senior-level authorisation.

Functional Annex C

Senior Administration Officer – Human Resources

To support strategic and operational human resources management, ensuring regulatory compliance, effective workforce administration, and consistent application of HR policies within IPA.

Functional Responsibilities

Support recruitment, selection, appointment, and induction processes.
Assist with workforce planning, post management, and organisational structuring.
Oversee HR administrative processes, including performance management, acting appointments, and staff records.
Ensure compliance with public service regulations, employment legislation, and IPA HR policies.
Support disciplinary, grievance, and attendance-related procedures.
Coordinate training and staff development initiatives.
Provide procedural guidance to managers and staff on HR matters.

Delegated Authority – Human Resources

Within approved delegation limits, the post-holder may:

Approve routine HR administrative actions in accordance with policies;
Validate HR documentation for submission to senior management or external entities;
Implement approved HR decisions and monitor procedural compliance.

Final HR authority remains with the designated senior officers.

Senior Administrator Officer

Job Description