About the Role
The selected candidate will provide administrative support for an EU project awarded to ACM under the European Social Fund Plus (ESF+), assisting in the timely implementation of project activities and ensuring compliance with EU and national regulations.
Main Responsibilities
The Project Administrator will:
- Provide day-to-day administrative support for project implementation.
- Maintain accurate and up-to-date project documentation, including contracts, timesheets, attendance records, procurement files, and invoices.
- Support the preparation and submission of project reports, audits, and evaluations.
- Coordinate logistics for project activities, including meetings, training sessions, events, and travel.
- Draft agendas and minutes for meetings and ensure timely follow-up on action points.
- Monitor project timelines, deliverables, and compliance with ESF+ regulations and the Manual of Procedures.
- Liaise with internal departments, partners, and stakeholders to gather and track required documentation and data.
- Maintain digital and physical filing systems in accordance with data protection and EU requirements.
- Assist in tracking project expenditure, collecting financial documentation, and compiling financial and statistical data.
- Ensure proper visibility and publicity in line with ESF+ Visual Identity Guidelines.
- Attend and take minutes at Project Steering Committee meetings as required.
- Report regularly to the Project Manager on progress, disbursements, risks, and administrative issues.
- Cooperate with the Managing Authority and auditors as needed.
- Perform other duties as assigned by the Project Manager or any other authorised ACM representatives.
QUALIFICATIONS and EXPERIENCE
In possession of:
- A recognised MQF Level 5 Qualification in Public Administration, Business Administration, Cultural Management or a related field;
- Minimum of 2 years’ experience in administrative or project support roles, preferably within EU-funded or public sector projects.
Skills and Competencies:
- Excellent organisational and time management skills with strong attention to detail.
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
- Strong written and verbal communication skills in Maltese and English.
- Ability to handle sensitive information confidentially and professionally.
- Capable of working independently and collaboratively in a deadline-driven environment.
- Flexible and adaptable to shifting project priorities.
In the absence of documentary evidence as to the ECTS/ECVET credits or other system of measuring the course content, the selection board is to evaluate the submitted programme of study and determine that it is comparable to 60/180 ECTS/ECVET credits. The advice of the MQRIC may be sought.
Qualifications at a level higher than that specified above will be accepted for eligibility purposes, provided they meet any specified subject requirements.
Moreover, candidates who have not yet formally obtained any of the above-mentioned qualifications will still be considered, provided that they submit evidence that they have been approved for the award of the qualifications in question, or successfully completed the necessary ECTS/ECVETS credits, or equivalent, taken as part of a recognized higher MQF level program of study, as required in the afore-mentioned eligibility criteria, by the closing time and date of the call for applications.
Contract
The selected candidate will be awarded a three (3) year Contract for Service, on a part-time basis (15 hours per week) from June 2025 until December 2028.
Answerable to the COO (Funding and Strategy), operating with flexible hours to meet the demands and requirements of the position. The chosen candidate will be required to work within the rules and regulations of the Malta Public Service.
The remuneration is of €9,953 (excluding VAT but including any other taxes or charges) per year.
Payment will be processed monthly by Arts Council Malta on receipt of an invoice with a valid VAT number.
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 certified true 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 National Commission for Further and Higher Education (NCFHE), which is to be obtained by submitting an online application for the recognition of qualifications at https://services.ncfhe.gov.mt/CertificationApplication.aspx. Such statement should be attached to the application and the original presented at the interview.
Closing date for applications is 9th June 2025, at noon.
Eligible applicants will be asked to sit for a selection interview.