Jobsplus Permit Number: 277/2019
Entity: Arts Council Malta - Festivals Malta
Position: Procurement & Administration Executive
Employment Type: Full Time - Indefinite Contract
Basic Salary: €27,340
Qualifications and Experience Required:
Masters Degree in Management, Public Administration, Finance, Business or related area and one year experience in a procurement role
OR
First degree in Management, Public Administration, Finance, Business or related area, and 3 years experience in a procurement role
Ability to work under pressure and oversee a complex administrative function.
Knowledge of Government legislation and regulations is an asset.
Well-developed interpersonal and oral/written communication skills.
Ability to motivate and lead staff in a highly dynamic organization.
Competencies:
Managing the Section / Unit within which the employee is performing duties;
Establish international and local supplier databases;
Negotiating best quality at the lowest prices / value for money;
Administer on-line purchasing systems;
Provide assistance to the Contracting Authorities throughout the public procurement cycle, including the preparation of procurement documents and act as a Chairperson within the evaluation process;
Effect detailed vetting of procurement documents for Supplies, Services or Work tenders;
Provide assistance to the Contracting Authorities in the preparation of all the necessary processes for the publication of the calls for tenders;
Assist the Department and Contracting Authorities to answer any clarifications that may arise during the tendering period and evaluation;
Review / Assist in the selection of members of staff to sit on the Evaluation Committees;
Attend during Tender Opening Sessions and other pertinent assignments in order to ensure that all the stipulated regulations are adhered to;
Spearhead and prepare the review of evaluation reports prepared by the Evaluation Committees for DCC meetings;
Prepare or assist in the drafting and signing of contracts and other related documents for Supplies, Services or Work tenders;
Prepare monthly status reports to enable the monitoring and enforcement of public procurement procedures;
Operate IT Systems, including the e-procurement portal (ePPS), used for management of calls for tenders and reporting of public procurement;
Represent the Contracting Authority in meetings locally and abroad;
Prepare reports concerning cases involving the Contracting Authorities and represent the Department in front of Boards, Tribunals and Courts of Law;
Manage the acquisition process and ascertain supplies needed in relevant circumstances;
Responsible to study consumption records and inventory levels to manage the process efficiently and effectively together with forecasting patterns;
Placing orders, checking and expediting deliveries;
Managing and training of staff;
appraising products and services through market research by analysing market conditions and seeking new markets;
Formulation, implementation and monitoring of the policies, protocols and operating procedures and manuals;
Monitoring of purchasing and procurement functions in line with Public Procurement and Financial Regulations;
Liaison with the Stores and Distribution Management to review stocks for handling alternative reordering purposes to avoid overstocking and expiries;
Monitoring that items received are as per specifications set out in relevant purchase orders so as to limit over / under ordering;
Ensuring that goods and supplies are received just-in-time through efficient routing strategies mitigate stock out and low stocks;
Ensuring that the necessary research has been carried out with regard to supplier and products so as to be in a position to select the best procurement strategy;
Preventing, investigating and reporting inefficiencies or possible misconduct in the acquisition system and identifying any corrective action required;
Ensuring the timely processing of all purchase orders, schedule delivery dates and transportation methods;
Maintain low stock items and stock outs to a minimal level across all entities together with drawing up routine reports based on the value of expenditure and reasons for shortages;
In liaison with the Finance Manager conducts cash flow requirements in line with budget vote and supply data to MFIN;
Maintains accounts payables in line with the Late Payment Directive;
Ensures that supplier is giving the government entity value for money in addition to the supply of product or service;
Responsible for "post contract" management to ensure that supplier is honoring the terms of the contract and is giving value for money;
Must ensure that "pre-contract" milestones are met and within the procurement regulations;
Carry out any other duties as directed by the Director Festivals Malta and/or his/her representative according to the exigencies of the Public Service;
Any other duties according to the exigencies
If you are interested in becoming part of our team,
kindly apply by sending a CV on vacancies@artscouncilmalta.org by 26/08/2019.
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