Programme Coordinator - Procurement and Administration

Main tasks and responsibilities

Accountability: The post holder shall be accountable to the Head Corporate Services or his/ her delegate.

Roles and Responsibilities: The Programme Coordinator is a key member of the Corporate Services Department, taking on procurement and administration related functions. The Programme Coordinator will have the following roles and responsibilities; however other related duties may be requested to be carried out by the CEO and/ or their delegate in line with the entity’s exigencies.

Duties include:

PROCUREMENT

• Draft requirements, request quotations, vet quotations, order and maintain supplies for FES Head Office and all its centres
• Monitor and enforce public procurement procedures and ensure that all procurement documents are in line with the regulations
• Issue Purchase Orders through the FES authorised system/s
• Ascertain that budget limits assigned to contracts are not exceeded
• Keep record of all contracts at FES and organise time frames for issuing quotes or tenders
• Oversee the entire tendering process and liaise with the Sectoral Procurement Directorate (SPD) and/or Department of Contracts (DoC) in all matters arising
• Ensure tender documentation is duly filed and procurement documentation management followed
• Act on tender evaluation committees whenever required
• Use the e-procurement system (ePPS) on a regular basis
• Maintain database updated throughout the procurement cycle
• Liaise with suppliers and ensure effective delivery within FES centres
• Answer Parliamentary Questions whenever required
• Attend procurement related training as necessary
• Any other duties according to the exigencies of the entity

ADMINISTRATION

• Liaise with FES centres to assess operational requirements
• Manage damages and incident reports including replacement of damaged items
• Administer and co-ordinate contractual agreements related to external service providers
• Act as the main liaison between FES centres and outsourced providers
• Co-ordinate, maintain and upkeep Memoranda of Understanding (MOUs) with external stakeholders and entities
• Manage the contractual documentation with FES centres
• Prepare and deliver documentation and presentations to FES centres
• Co-ordinate general administration tasks for FES centres

Assign and supervise tasks allocated to the Coordinator - Administration

Educational and skill requirements

By the closing time and date of this call for applications, applicants must be in possession of the below eligibility criteria:

1. Curriculum Vitae;

2. MQF Level 6 (at least 180 ECTS) related to Management or Public Administration/Policy or Business/ Banking/Accounting/Commerce/Education or a related area,

OR

In the final year of study for an MQF Level 6 (at least 180 ECTS) related to Management or Public Administration/Policy or Business/Banking/Accounting/Commerce/ Education (chosen employee must successfully complete studies by the end of probation).

3. Two (2) years relevant work experience in procurement, administration, finance or accounting

4. Effective communication skills in English; preference will be given to those fluent in Maltese as well;

5. Those with an ECDL Qualification will be given preference;

6. A recent police conduct (issued within six months);

7. Employment history issued by Jobsplus as proof of experience (obtained within six months).