Jobsplus Permit Number: 131/2024

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 and 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;

Ensures all binding documentation is vetted by the Legal Department;

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;

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 Masters degree at MQF Level 7 or higher recognised comparable qualification in Procurement, Business Administration or equivalent, recognized and comparable qualification plus (2) years relevant work experience.

OR

a Bachelor's qualifications at MQF Level 6, in Procurement, Business Administration or equivalent, recognized and comparable qualification, plus six (6) years relevant work experience.

An applicant  must have:

Minimum two (2) years' 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;

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 €36,000 in 2024 (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

Interested applicants are required to send a motivation letter together with a CV and copies of certificates to (vacancies@artscouncil.mt)

Closing date for applications is Monday, 19th February, 2024, at noon.

Eligible applicants will be asked to sit for a selection interview.