Procurement & Administrative Officer

Position Title: Procurement & Administrative Officer

Group: Corporate

Reporting to: Human Resources & Administrative Manager

Jobsplus permit no: 137/2021

Prime focus of position:

• Accountable to respective Unit Manager for the management of the MCA’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 analyzing   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 MCA & 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; 
• Liaises   with   Government   ministries/departments   for   appropriate   procurement approvals; 
• Ensures all binding documentation is vetted by Legal; 
• Maintains an accurate filing system ensuring documentation is filed appropriately; 
• Develops and implements Health and Safety policy guidelines and enhances the quality of office accommodation and equipment; and 
• Performs other duties as assigned by the respective Unit Manager.

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 MCA and government Procurement Policies and Procedures; 
• Compliance with procurement procedures and appropriate authorizations obtained in line with MCA and government procurement policies; and 
• Confirmation that Goods/Services are delivered / rendered as requested.

Key Selection Criteria:

• In possession of a minimum academic qualification at the level of a Diploma (MQF level 4) in Procurement, Business Administration or equivalent, recognized and comparable qualification;
• Minimum 5 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;
• 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.

Candidates should send their CV and covering letter by email on vacancies@mca.org.mt