Jobsplus Permit Number: 338/2025
Prime focus of position
- Accountable to respective Director for the management of ACM’s complete procurement processes ensuring compliance with internal and government procurement policies and legislation including liaison with Government Ministries and Departments for appropriate procurement approvals.
- Act as a channel through which all procurement is directed ensuring best value for money purchasing through competition and regular benchmarking to ensure competitive prices.
- Accountable for the administrative issues related to premises and facilities management.
Main Responsibilities
- Coordinates and handles the Tendering/RFP process in full as per Government processes and policies and drafts all related documentation (tenders/contracts etc) in liaison with the staff involved;
- Liaises with Staff on procurement requirements analysing and evaluating procurement requests and providing advice;
- Obtains quotes, evaluates costs and seeks to achieve best value for money;
- Ensures expenditure has been budgeted for and are provided for through the appropriate funding;
- Raise purchase orders, monitor outstanding purchase orders and ensure accuracy of supplier invoicing;
- Ensures compliance with ACM’s & government procurement policies procedures legislation and best practice;
- Adheres and ensures adherence to government financial directives;
- Resolves problems related to purchasing, delivery, receiving and payment to the supplier;
- Determines source of the problem and takes appropriate corrective action;
- Identifies areas where savings can be made and current practices improved;
- Liaises with Government ministries/departments for appropriate procurement approvals;
- Ensures all binding documentation is vetted by Legal;
- Maintains an accurate filing system ensuring documentation is filed appropriately;
- Assists the Director (Corporate Affairs) in the preparation and on the administrative implications of the Yearly Business Plans, HR Plans, compilation of PQs, FOIs and other reports as necessary;
- Reports to the Director (Corporate Affairs) on a monthly basis on the activities of the Directorate and recommends appropriate action to address problem areas i.e. backlogs, staffing issues etc.
- Assists the Director (Corporate Affairs) in co-ordinating administrative issues with the other directorates and Public Culture Organisations;
- Develops and implements Health and Safety policy guidelines and enhances the quality of office accommodation and equipment; and
- Any other duties assigned from time to time by the Director (Corporate Affairs), Executive Chairman or his/her representative.
Accountability:
- Responsible for preparation of purchase orders and handling in full the preparation of tenders/request for proposals including preparation of tenders / requests for proposal documents within the guidelines of ACM and government Procurement Policies and Procedures;
- Compliance with procurement procedures and appropriate authorizations obtained in line with ACM’s and government procurement policies; and
- Confirmation that Goods/Services are delivered / rendered as requested.
SELF-IMPROVEMENT
- Be well informed and up-to-date on Government administrative polices, strategies and issues;
- Attend regular training for self and professional development.
ESSENTIAL COMPETENCES AND ABNORMAL WORKING CONDITIONS
- Ability to advise, support and influence a diverse array of strategic people;
- Task-focused, with energy and motivation;
- Ability to set priorities and work under pressure;
- Use and exercise of independent and seasoned judgement;
- Excellent level of interpersonal skills, written and oral communication;
- Organizational skills with attention to detail;
- Ability and willingness to travel;
- Work as necessary to meet deadlines.
Qualifications and Experience Required
- a recognised Master’s qualification at MQF Level 7 (subject to a minimum of 90 ECTS/ECVET credits, or equivalent, with regard to programmes commencing as from October 2008) in Humanities, Arts, Business Administration or equivalent, recognized and comparable qualification plus two (2) years relevant work experience.
OR
- a recognised Bachelor’s 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 Humanities, Arts, Business Administration or equivalent, recognized and comparable qualification, plus six (6) years relevant work experience.
And must have
- Experience in a procurement environment with an extensive hands-on experience in preparing government tenders from start to finish,
- Already fully capable and conversant with Government tendering process from start to finish on own initiative,
- General awareness of office procedures and knowledge of Governments Procurement Regulations,
- Good negotiating skills,
- Sound analytical and problem-solving skills,
- Planning and organisational capabilities,
- Demonstrated ability to communicate effectively in both Maltese and English,
- Good interpersonal skills to effectively interact with all levels of staff and third parties,
- Ability to work on own initiative and ability to participate as a member of team,
- Proficient in the use of an extensive range of office automation software, and
- A creative mindset and the ability to work well under pressure, completing tasks efficiently, and handling tight deadlines.
Contract and Salary information
The selected candidate will enter into a three (3) year employment contract, with the possibility to renew for a further period of three (3) years, depending on his/her performance. The salary paid will be of a basic salary of €37,133 in 2025 (Grade 4 of the ACM Grading and salary Structure), a Performance Bonus of up to 15% per annum, an all-inclusive Communication Allowance of €1,600 per annum and an all-inclusive Transport Allowance of €1,500 per annum.
Applications
By the closing time and date of this call for applications, applicants must be:
(a) citizens of Malta; or
(b) citizens of other Member States of the European Union who are entitled to equal treatment to Maltese citizens in matters of employment by virtue of EU legislation and treaty provisions dealing with the free movement of workers; or
(c) citizens of any other country who are entitled to equal treatment to Maltese citizens in matters related to employment by virtue of the application to that country of EU legislation and treaty provisions dealing with the free movement of workers; or
(d) any other persons who are entitled to equal treatment to Maltese citizens in matters related to employment in terms of the law or the above-mentioned EU legislation and treaty provisions, on account of their family relationship with persons mentioned in paragraph (a), (b) or (c); or
(e) third country nationals who have been granted long-term resident status in Malta under regulation 4 of the “Status of Long-Term Residents (Third Country Nationals) Regulations, 2006” or who have been granted a residence permit under regulation 18(3) thereof, together with family members of such third country nationals who have been granted a residence permit under the “Family Reunification Regulations, 2007”.
(f) persons in possession of a residence document issued in terms of the Residence Status of United Kingdom Nationals and their Family Members in Malta in accordance with the Agreement on the Withdrawal of the United Kingdom and Northern Ireland from the European Union and the European Atomic Energy Community Regulations.
The advice of the Department of Citizenship and Expatriate Affairs within the Identity Malta Agency should be sought as necessary in the interpretation of the above provisions.
The appointment of candidates referred to at (b), (c), (d), (e) and (f) above would necessitate the issue of an employment licence in so far as this is required by the Immigration Act and subsidiary legislation. Jobsplus should be consulted as necessary on this issue.
Interested applicants are required to send a motivation letter together with a CV and copies of certificates to vacancies@artscouncil.mt
Applicant holding foreign qualifications are required to produce a recognition statement by the Malta Qualifications Recognition Information Centre (MQRIC) within the Malta Further and Higher Education Authority (MFHEA), which is to be obtained by submitting an online application for the recognition of qualifications at https://services.mfhea.mt/CertificationApplication.aspx. Such statement should be attached to the application and the original presented at the interview.
Closing date for applications is Friday 6th June 2025 at noon.
Eligible applicants will be asked to sit for a selection interview.