Vacancy: Procurement & Administration Executive (Closed)

Jobsplus Permit Number: 277/2019

Entity: Arts Council Malta - Festivals Malta

Position: Procurement & Administration Executive

Employment Type: Full Time - Indefinite Contract

Basic Salary: €27,340

Qualifications and Experience Required:

• Masters Degree in Management, Public Administration, Finance, Business or related area and one year experience in a procurement role

OR

• First degree in Management, Public Administration, Finance, Business or related area, and 3 years experience in a procurement role

• Ability to work under pressure and oversee a complex administrative function.

• Knowledge of Government legislation and regulations is an asset.

• Well-developed interpersonal and oral/written communication skills.

• Ability to motivate and lead staff in a highly dynamic organization.

Competencies:

1. Managing the Section / Unit within which the employee is performing duties;

2. Establish international and local supplier databases;

3. Negotiating best quality at the lowest prices / value for money;

4. Administer on-line purchasing systems;

5. Provide assistance to the Contracting Authorities throughout the public procurement cycle, including the preparation of procurement documents and act as a Chairperson within the evaluation process;

6. Effect detailed vetting of procurement documents for Supplies, Services or Work tenders;

7. Provide assistance to the Contracting Authorities in the preparation of all the necessary processes for the publication of the calls for tenders;

8. Assist the Department and Contracting Authorities to answer any clarifications that may arise during the tendering period and evaluation;

9. Review / Assist in the selection of members of staff to sit on the Evaluation Committees;

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

11. Spearhead and prepare the review of evaluation reports prepared by the Evaluation Committees for DCC meetings;

12. Prepare or assist in the drafting and signing of contracts and other related documents for Supplies, Services or Work tenders;

13. Prepare monthly status reports to enable the monitoring and enforcement of public procurement procedures;

14. Operate IT Systems, including the e-procurement portal (ePPS), used for management of calls for tenders and reporting of public procurement;

15. Represent the Contracting Authority in meetings locally and abroad;

16. Prepare reports concerning cases involving the Contracting Authorities and represent the Department in front of Boards, Tribunals and Courts of Law;

17. Manage the acquisition process and ascertain supplies needed in relevant circumstances;

18. Responsible to study consumption records and inventory levels to manage the process efficiently and effectively together with forecasting patterns;

19. Placing orders, checking and expediting deliveries;

20. Managing and training of staff;

21. appraising products and services through market research by analysing market conditions and seeking new markets;

22. Formulation, implementation and monitoring of the policies, protocols and operating procedures and manuals;

23. Monitoring of purchasing and procurement functions in line with Public Procurement and Financial Regulations;

24. Liaison with the Stores and Distribution Management to review stocks for handling alternative reordering purposes to avoid overstocking and expiries;

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

26. Ensuring that goods and supplies are received just-in-time through efficient routing strategies mitigate stock out and low stocks;

27. 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;

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

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

30. Maintain low stock items 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. In liaison with the Finance Manager conducts cash flow requirements in line with budget vote and supply data to MFIN;

32. Maintains accounts payables in line with the Late Payment Directive;

33. Ensures that supplier is giving the government entity value for money in addition to the supply of product or service;

34. Responsible for "post contract" management to ensure that supplier is honoring the terms of the contract and is giving value for money;

35. Must ensure that "pre-contract" milestones are met and within the procurement regulations;

36. 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;

37. Any other duties according to the exigencies

If you are interested in becoming part of our team,

kindly apply by sending a CV on vacancies@artscouncilmalta.org by 26/08/2019.