Senior officer (Administration) - (Closed)

Jobsplus Permit Number: 146/2021

Entity: Festivals Malta

Position: Senior officer (Administration)

Poisition Required: 1

Employment Type: Full Time - Indefinite Contract

Basic Salary: €22,635

Qualifications & Experience required.

• Candidates must in possession of a recognized Bachelor’s Degree qualification at MQF Level 6 (subject to a minimum of 180 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2003) in Business administration, Accounts, Procurement or a comparable professional qualification, plus one (1) year relevant work experience.

OR

• Minimum of 6 years’ experience in administration, including experience in accounting practices. The equivalent of 2 years’ experience in dealing with procurement and preparation of contracts as per specifications/ requirements is required.

Job Description

1. Providing assistance to the Head of Administration throughout the public procurement cycle, including the preparation of procurement documents and contracts including other administrative practices;

2. Assisting in the detailed monitoring and enforcement of Public Procurement procedures and ensuring that all procurement documents are in line with the applicable procedural and technical requirements, whilst ensuring confidentiality of sensitive procurement information at all times and ensuring compliance in such proceedings;

3. Providing assistance in preparing all the necessary processes for the publication of the calls for tenders and suggest best procurement strategy to be used for the particular acquisition;

4. Attending during Tender Opening Sessions and other pertinent assignments in order to ensure that all the stipulated regulations are adhered to;

5. Serving as secretary in the evaluation boards as requested;

6. Preparing monthly status reports to enable the monitoring and enforcement of public procurement procedures;

7. Operating IT Systems, including the e-procurement portal (e-PPS), used for the management of calls for tenders and reporting of public procurement;

8. Assisting the GPP and Green Leader;

9. Providing leadership to officers in charge of supplies, services and works;

10. Keeping abreast with new procurement regulations and policies;

11. Knowledge and ability to work in a fully computerised environment producing a variety of documents including statistical and graphical reports.

12. General awareness of office procedures and business writing skills.

13. Demonstrated ability to organise, plan and prioritise own work and work schedules as projects require.

14. Excellent writing and verbal communication skills in both Maltese and English.

15. Excellent interpersonal skills and customer service skills.

16. Ability to use office automation software packages.

17. Demonstrated ability to observe and acquire new skills pertaining to administrative and project management practices.

18. Conducting Research

19. Organising travel and preparing travel itineraries.

20. A commitment to customer service and quality management.

21. Ability to work in a team, adapt rapidly and respond to change in a fast changing environment.

22. Monitoring that items received are as per specifications set out in relevant purchase orders so as to limit over/under ordering;

23. Maintaining inventory levels in line with management’s dictate;

24. Ensuring that goods and supplies are received Just-in-time through efficient procurement strategies across the supply chain in order to mitigate stock out and low stocks;

25. Ensuring that the necessary research has been carried out with regard to supplier and products so as to be in a position to select the best procurement strategy;

26. Preventing, investigating and reporting inefficiencies or possible misconduct in the acquisition system and identifying any correction action required;

27. Ensuring the timely processing of all purchase orders, schedule delivery dates and transportation methods;

28. Processing of invoices ;

29. Processing of payments;

30. Maintain the low stock and stock outs to a minimal level across all entities together with drawing up routine reports based on the value of expenditure and reasons for shortages;

31. Carry out any other duties according to instructions of the Permanent Secretary or his/her representative and according to the exigencies of the Public Service as directed by the Principal Permanent Secretary.

32. Maintain other any administrative components according to the exigencies of the administration department.

33. Carry out any other duties as directed by the Director Festivals Malta and/or his/her representative according to the exigencies of the Public Service;

34. Any other duties according to the exigencies

Interested applicants should send a letter of application together with a detailed CV, identification document and copies of academic qualifications by not later than 9th April 2021 at noon via email on hr.fm@festivals.mt