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Call for Service Support Administrators with Arts Council Malta - closed

Arts Council Malta is seeking to engage the services of two individuals as Support Administrators to work closely with the Council’s Funding Team, the Support Administrators will assist the Director Funding and Strategy and Head Funding in the administration of ACM’s Funding portfolio.

 

General Responsibilities

The duties of the selected bidders are to include but not limited to:

  • To assist Funding and Strategy team through administrative tasks, which include receiving and acknowledging emails;
  • To scan and save and file documents in the drive;
  • To regularly update files and drive with all necessary documentation ;
  • To maintain files and drive in an organized manner and available when requested;
  • To assist the Head of Funding in the result notification process, in the preparation of notification letters, the preparation of feedback forms and the preparation of requests for procurement;
  • To regularly update the monitoring sheet and the system with the necessary updates;
  • To screen final reports and ensure VAT invoices and fiscal receipts are provided by beneficiaries;
  • To act as an advocate for the entity and ensure that good relations are kept with all partners and collaborators;
  • To ensure telephone calls and emails are answered promptly and logged appropriately;
  • To ensure customers, suppliers and stakeholders contacting the Arts Council Malta with matters relating to Funding and Strategy are dealt with professionally and efficiency;
  • Liaise with PCOs (Public Cultural Organisations) or other departments as required;
  • To ensure the confidentiality and security of all documentation;
  • To assist, compile, review and verify claims from Line Items and other reporting ;
  • To assist in any other duties as need from time to time, as directed by the Director, Funding and Strategy.
  • Other duties as assigned.

This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the Support Administrators will perform. The job description may be reviewed regularly and may be changed

Qualifications and Experience Required

  • School leaving certificate;
  • English O’level
  • Maltese O’level
  • Maths O’level
  • Fluent in English
  • General awareness of office procedures;
  • Strong organisational and administrative skills and attention to detail; 
  • Excellent interpersonal skills and customer service skills;
  • Ability to work under pressure and multi-task, using a team approach to solve problems when appropriate
  • A willingness to learn and expand his/her knowledge
  • Ability to work autonomously with little or no supervision

Contract

The selected candidates will be awarded a three (3) year Contract for Service, with the possibility to renew for a further period of one (1) year, depending on his/her performance.

Answerable to the Executive Chair and Director Funding and Strategy of Arts Council Malta, operating with flexible hours to meet the demands and requirements of the positions. The chosen candidates will be required to work within the rules and regulations of the Malta Public Service.

The remuneration associated with each position is of EUR25,000 (excluding VAT but including any other taxes or charges) per year for 40 hours per week.

Payment will be processed monthly by Arts Council Malta on receipt of an invoice with a valid VAT number.

Applications

Interested applicants are required to send a motivation letter together with a CV to: vacancies@artscouncil.mt

Closing date for applications is Tuesday 23rd January 2024 at noon.

Eligible applicants will be asked to sit for a selection interview and asked to present a sample of their writing.

Arts Council Malta
TG Complex Suite 1, Level 1
Triq Il-Birrerija, Zone 3
Central Business District, Birkirkara
CBD 3040
Tel: +356 2334 7201/02